Republic of the Philippines

Office of the President

COMMISSION ON HIGHER EDUCATION

The Revised

CHED Data
Element Manual
March 2005

NOTE: This is the revised version of

The CHED DATA ELEMENT MANUAL published in 1996.
 T A B L E O F C O N T E N T S

Chapter Title Page

Foreword i
Abbreviation iii

1 Introduction .................1

2 Data Elements on a Degree Program . . . . . . . . . . . . . . . . . 12

3 Data Elements on an Institution . . . . . . . . . . . . . . . . . 70

4 Data on a Cost Center in an SUC . . . . . . . . . . . . . . . . . 217

5 Data Elements on a Subject . . . . . . . . . . . . . . . . . 232

6 Data Elements on a Section . . . . . . . . . . . . . . . . . 253

7 Data on a an Individual Student . . . . . . . . . . . . . . . . . 261

8 Data on a Scholarship Program . . . . . . . . . . . . . . . . . 314

9 Data Elements on an Alumnus . . . . . . . . . . . . . . . . . 347

10 Data on a Scholarship Provider . . . . . . . . . . . . . . . . . 350

11 Data Elements on a Faculty Member . . . . . . . . . . . . . . . . . 359

12 Data Elements on a PS Item . . . . . . . . . . . . . . . . . 413

13 Data Elements on a Library . . . . . . . . . . . . . . . . . 418

14 Data on a Building . . . . . . . . . . . . . . . . . 420

15 Data on a Classroom . . . . . . . . . . . . . . . . . 423

16 Data Elements on a High School . . . . . . . . . . . . . . . . . 425

17 Data on a Training Program . . . . . . . . . . . . . . . . . 431

18 Data on a Research Project . . . . . . . . . . . . . . . . . 435

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 i

FOREWORD

A manual is an expression of carefully and systematically selected set of basic data and
information. It also defines the terms. If appropriate, a classification or categorization system is
attached to each piece of information so that when all the data are in, they can be listed, sorted and
packaged for statistical analyses.

This Revised Data Element Manual serves a number of purposes. It gives important
information needed in making transactions using the Management Information System (MIS) designed
for CHED purposes according to the type of data element (e.g. institutional, curricular, student, etc.)
used from the CHED Regional Offices (CHEDROs) and Higher Education Institutions (HEIs).

There are seventeen (17) types of data element and for each data element, the element
number, name, nickname are defined. Furthermore, each element’s profile is also given including its
data reference points, common definitions, major uses, coverage, and description. This is done to
make the reader understand the functions of this manual.

This manual will not have been completed without the technical assistance of the Asian
Development Bank (ADB) through Prof. Honesto “Bong” G. Nuqui as Consultant and the MIS-
Technical Working Group from various HEIs.

Our sincere gratitude.

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ii

ABBREVIATIONS AND ACRONYMS

CHED Commission On Higher Education

CLM Credit Load Multiplier
CO Capital Outlay
COA Commission on Audit
CWCS Civic Welfare and Community Service
CY Calendar Year
DBM Department of Budget and Management
DepEd Department of Education
DOTC Department of Science and Technology
FAAP Federation of Accrediting Agencies of the Philippines
FTE Full-time Equivalent
FTEF Full-time Equivalent Faculty
FTES Full-time Equivalent Student
FY Fiscal Year (for SUCs, same as CY)
GAA General Appropriate Act
HEI Higher Education Institutions
LGU Local Government Unit
LOA Leave of Absence
MOOE Maintenance and Other Operating Expenditures
NSAT National Secondary Achievement Test
NSCB National Statistical Coordination Board
NSTP National Service Training Program
PASUC Philippine Association of State Colleges and Universities
PE Physical Education
PEPT Philippine Educational Placement Test
PRC Professional Regulation Commission
PS Personal Services
PSCED Philippine Standard Classification of Education
REPS Research, Extension and Professional Staff
SCH Student-Contact Hours (or Student Credit Units)
SCU Student-Credit Units (or Student-Contact Hours)
SY School Year
TESDA Technical Education and Skills Development Authority
UG Undergraduate

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Introduction 

February 28, 2005

CHAPTER 1
INTRODUCTION
This is the revision of THE CHED DATA ELEMENT MANUAL first published in 1996. It gathers in one document
the operating definitions, full names, short names, and proposed coding of data elements to be used in the
education management information systems (EMIS) of individual higher education institutions (HEIs) and of
CHED itself.

The REVISED CHED DATA ELEMENT MANUAL (RCDEM) is organized around data reference points or entities.
Each chapter answers the general question: what are the specific pieces of data which an HEI or CHED needs
or wants to know about the entity? For instance, the second chapter is all about a degree program. What are
the specific things we need to know about a degree program?

The RCDEM itself is not a repository of data. It is not a database. It is not a statistical bulletin. A Data
Element Manual is a catalogue of data elements and their data elements which a researcher can use to specify
what data should be gathered about different entities.

This Data Element Manual is not for computer programmers or rather not only for computer programmers.
Indeed, the RCDEM is most useful to the personnel of CHED and in higher education institutions and
researchers who need to gather data and extract information out of the data. This Manual is designed to
assist a university administrator, CHED official or researcher to specify precisely what he/she might need. It is
designed to assist the computer programmers and statisticians understand what the manager might need or
want.

Every specific piece of data about an entity is called a data field or data element.

• Examples of data elements on an individual faculty member: name, birthday, highest degree
attained in the discipline where he teaches, if the faculty member is in “active pursuit” of an advanced
degree, if the faculty is full-time, half-time or part-time, the no. of units teaching lecture subjects, the no.
of units teaching laboratory subjects, the no. of credit units for research, etc.
• Examples of data elements on an academic program in a specific HEI: the name of the program,
the program level, the usual number of years it takes to complete the program, the accreditation level,
if a thesis is definitely required or simply an option, the no. of new admissions each year, the total
enrollment in the first semester, the total no. of graduates from one school year, the graduation rate,
etc.

• Examples of data elements on an HEI: the full name, the popular acronym by which the HEI is known,
the address, if the HEI is funded by the national government, local government or is privately-funded,
the no. of programs offered, total enrollment in the first semester, no. of graduates, graduation rate, no.
of full-time faculty, the no. of full-time faculty with advanced degrees in the discipline they teach, etc.

In most cases, the data element is well understood but there are some data elements which need to be defined
precisely. Consider something as crucial as the “number of full-time faculty (FTF) members” in an HEI. In
a public-funded HEI, it is easy to identify the full-time faculty because of the Salary Standardization Law (SSL)
and the plantilla. In a public HEI, the full-time faculty are those who satisfy all 3 conditions below:
• The position title includes any of the words “teacher”, “instructor”, or “professor”
• The person receives the full regular salary as authorized in the SSL, and
• The person must account for the minimum or normal full-time faculty load per semester (typically
18 units per semester).

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 Introduction

It is not as easy to define “number of full-time faculty (FTF)” in a private HEI. In a private HEI, the entitlement to
a monthly salary cannot be used to identify the full-time faculty members because most of them are paid on a
per-hour, per-unit or per-class basis. If this is the case, who among the faculty members in a private HEI will be
counted as full-time and who as part-time?

If a faculty member in a private HEI receives no monthly salary but teaches, on average, 18 units per semester,
such a faculty member should probably be counted as “full-time”. If the faculty member teaches only 6 units,
the faculty member is probably “part-time”. But what if the faculty member teaches an average of 12 or 15 units
per semester? Should such a person be considered full-time?

Other issues which must be decided:

• Can an HEI hire an accomplished person, pay him/her some retainer fee and then list the person as a
full-time faculty even if there is no or hardly actual teaching load?
• If a tenured faculty member is on leave and a substitute is hired, should both the tenured faculty and
the substitute be included in the count of full-time faculty members?
• If a tenured faculty member is appointed as an administrator (e.g. Director of Research and Publications)
and teaches only half the usual teaching load, is such a faculty member to be counted as full-time
faculty anyway?

Since CHED wants to compile comparable data across 1,600 HEIs in the Philippines, there must be standard
and precise rules for counting. These rules are spelled out in the RCDEM.

Other popular data elements which need precise definitions: “student-to-faculty ratio”, “board exam passing
rate”, “graduation rate”, “full-time equivalent faculty”, “full-time equivalent students (FTES), etc. Each of these
terms has at least 2 or 3 plausible definitions. In the RCDEM, all definitions with formulas are explained and it is
up to CHED, the HEI or the researcher to choose which is the most appropriate for specific occasions.

A DATA ELEMENT MUST BE SPECIFIC

A data element about an entity should be as specific as possible.

• EXAMPLES OF SPECIFIC DATA. About a higher education institution, the following are specific data
elements: the official name, the date when it was officially established, the mailing address, the name
of the head, if the HEI is public or private, etc.
• NON-SPECIFIC DATA. In contrast, the following are too general and not specific enough: “institution
profile”, “institution type”, “faculty profile”, “socioeconomic profile of students”, “typology”, etc.
The “faculty profile” of an HEI is too broad and it cannot be considered as a data element. However, it could be
broken down into specific data elements such as:
• The number of full-time faculty (FTF) in the HEI
• The number of part-time faculty (PTF),
• The number of faculty members who are tenured or at least on a tenure track
• The no. of full-time faculty with advanced degrees in the discipline where they teach.
• Among the tenured faculty or those on tenure track, the % of them with advanced degrees in the
discipline where they teach.
• The number of full-time faculty “in active pursuit” of an advanced degree in the discipline where they
teach.
• Percentage of classes taught by part-time faculty (as opposed to full-time faculty).
In other words, “faculty profile” itself is not a data element: it is actually a collection of many data elements.
Similarly, “socioeconomic profile of students” is too broad and cannot be considered as a data element. However,
if we focus on some specific degree program, the socioeconomic profile of the students could be broken down
into specific data elements such as:
• No. of students from families reporting total family income of P100,000 or less per year,
• No. of students from families where the per capita income is lower than the poverty threshold,
• No. of students who graduated from public general high schools ( as opposed to public special and
private high schools).

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Introduction 

• No. of students who paid more in their 4th year high school than they are currently paying per year in
the HEI.
• No. of students who come from families who consume less than 100 KWH of electricity per month.
• No. of students who come from families where no parent is a college degree holder.
In other words, “socioeconomic profile of students” itself is not a data element: it is actually a collection of many
data elements.

“Institution type” is vague and cannot be considered a data element. There are many ways to classify an HEI:
• whether the HEI is funded by the national government, local government, or private-funded
• whether the HEI is officially recognized by CHED as a “university”.
• whether the HEI is “deregulated” by CHED or not.
• whether the HEI has a CHED-designated Center of Excellence, Center of Development or none.
• The grading system used by the HEI.
Again, “institution type” is too broad and it must be broken into specific data elements such as those listed
above.

The data elements listed in the RCDEM are specific pieces of data.

A SHOPPING LIST OF DATA ELEMENTS

A regular English dictionary contains the definitions of thousands of words even if most of everyday business
could be conducted with a vocabulary of just a few hundred words. Similarly, the RCDEM contains many
data elements even if they will not be collected by every HEI every year. While many of these data elements
(e.g. enrollment and no. of graduates per program) are routinely gathered, there are elements which might be
needed only for some special study or survey. Whether a data element is used often or rarely, it is listed and
defined in this RCDEM. Whether an English word is used often or rarely, it is listed and defined in an English
dictionary.

The RCDEM is a catalog of data elements which an HEI, CHED or a researcher on Philippine higher
education might possibly need or want.
1. Depending on its need and its resources, each HEI will decide if it will collect the data element, when
and how frequently it will update it.
2. Depending on its own need and its resources, CHED will have to assign a priority to each data element.
Some data elements will deserve a “high priority” rating while some others will not deserve it. Some
data elements (obviously enrolment figures and faculty counts) have to be collected immediately and
updated yearly. Some elements will be need only for occasional requirements, e.g. application for
accreditation or proposal for funding.

WHO WILL NEED OR USE THIS DATA ELEMENT MANUAL?

1. The first intended users of the RCDEM are the HEI managers (President, Vice-President/s, deans,
directors, chairs, etc.) and education researchers. For its own purposes, with or without CHED,
each HEI is supposed to maintain its own Education MIS (EMIS). If the HEI does not yet have an
EMIS in place, the list of data elements and data definitions in this MANUAL provides a logical start for
establishing its EMIS. If the HEI already has a functioning EMIS in place, the HEI might be convinced
to shift to the same terminology and definitions being proposed here.

2. The next intended users are the commissioners, directors and staff of CHED in its main office
and regional offices, its technical panels, and any group conducting a research or survey funded
by CHED. Many requests for data are issued under the name of “CHED” but in truth there are many
offices in CHED and there are many technical panels. Different individuals and institutions conduct
researches in behalf of CHED. Thus, it is not entirely unusual for an HEI to receive different requests
for data from various offices or individuals under the rubric of CHED. It would be good if all these
requests used the same data collection forms too but, first things first, everybody should use the same
terminology and definitions. For instance, there should be universally-accepted definition of a data
element as critical “number of full-time faculty members”, “passing rate in the board exam”, “graduation
rate from the program”, “student-to-faculty ratio”.

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 Introduction

3. The next group of users are the partner agencies or cooperating institutions of CHED. To name
a few: FAAP, NEDA, DBM, COCOPEA, PASUC, PRC, etc. To promote common definitions and
classifications, CHED should furnish all stakeholders their own copies of the RCDEM.

THREE TYPES OF DATA ELEMENTS

There are three types of data elements:
1. NUMERIC DATA
2. TEXT DATA
3. CLASSIFICATORY DATA

NUMERIC DATA ELEMENTS

Numeric data elements are quantities which can be used in arithmetic operations such as addition,
multiplication, division, computation of percentages and ratios, etc. Examples of numerical data about
a program: no. of students enrolled, no. of graduates, tuition and miscellaneous fees to be paid by a student
from start until graduation, no. of subjects needed for graduation, etc. Dates (e.g. birthdays, date of original
appointment, etc.) are classified as numeric data because they can be used to compute time elapsed.

TEXT DATA ELEMENTS

These are data elements which are recorded “in text form”. Examples of text data about an HEI: the official
name of the HEI, the official acronym, the street address, the mailing address, telephone number, the name of
the head, etc. Phone numbers and code numbers involve numerals but they are not numerical data because
they cannot be used in arithmetic operations. Phone numbers and code numbers are classified as “text data”.

CLASSIFICATORY DATA ELEMENTS

As the name implies, classificatory data elements are used to classify or categorize. Examples of classificatory
data about an academic program:
• the major discipline under which the program is best classified
• the level of accreditation of the program
• If the program is classified as pre-collegiate, technical/vocational, pre-baccalaureate, baccalaureate,
post-baccalaureate, masteral or doctoral.
• If the program definitely requires a thesis for graduation.

Classificatory data elements are important because they will enable CHED to categorize programs, HEIs,
students, faculty members, etc. It is estimated that there are 1,600 different HEIs offering about 12,000 academic
programs in the Philippines. Classificatory data elements require very tight definitions. The classification of
entities must induce what is called a “logical or mathematical partition”: every entity must belong to one
and only one subset within the classification system. When the set of entities is divided into subsets, the
subsets must be mutually disjoint and no entity must be left out. There are many ways of partitioning a set
but the partitioning must be meaningful to the HEI and/or CHED. For every classificatory data element in the
RCDEM, the induced partitioning and the accompanying coding scheme are shown.

THE PARTS OF A DATA ELEMENT MANUAL (RCDEM) ENTRY

Every entry in the DATA ELEMENT MANUAL includes the following:

1. ELEMENT NUMBER (for convenience)

2. ELEMENT FULL NAME (e.g. “IF THE DEGREE PROGRAM IS PART OF A LADDER”)

3. ELEMENT SHORT NAME OR NICKNAME (e.g. “PROGLADD”). The short name must be mnemonic
but use only 12 or fewer characters. It will be used as a row or column heading in tabulations and in
computer programs.

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Introduction 

4. PURPOSE The purpose for collecting the data element must be specified for at least 2 levels:
• To begin, why would the HEI itself collect this piece of data?
• Subsequently, why would CHED want to collect this piece of data? There might even be need
for the different offices and Technical Panels of CHED to answer this question on their own.

The HEI and CHED have to state their own purpose for collecting the data element because:
• There are data elements which every HEI needs to collect and which CHED also needs to
collect. Example: About a degree program, total enrolment.
• There are data elements which the HEI will need to collect but which CHED will not need.
Example: About a student, the name of the person to call in case of emergency.
• There are data elements which CHED may require but which the HEI does not regularly collect.
Example: About a student, whether the student belongs to the Top 50% of his high school
graduating class.
• Then of course, there are data elements which neither the HEI nor CHED now collect but may
need in the future, Example: About a student, the per-capita income of the family.

5. DESCRIPTION This is the operational definition which will assist in data collection and data analysis. The
definition or description should include some examples/counterexamples. It should specify inclusions
and exclusions. The data element should be compared or contrasted with related data elements. If the
data element is computed numeric data, the formula should be spelled out. If the element is a percentage
or ratio, there will be a numerator and a denominator. Specify what the numerator includes or excludes.
Specify what the denominator includes or excludes. Whenever appropriate, the interpretations should
be given as well.

6. SUGGESTED CODING If the data element is classificatory, the different sub-categories within
the classification should be listed explicitly. The classification must induce a mathematical or logical
“partition”: each entity must fall into one and only one category. Furthermore, the sub-categories must
be meaningful to an education manager or researcher.

For instance it will not suffice to state that “program level” is the place of the program in various
educational levels. It is necessary to actually list down and code the different program levels. This is the
best way to standardize classification systems in the Philippine higher education sector. For instance,
shown below is the coding of the element PROGLEVEL which classifies each academic program into
the following “levels”:

05 Pre-school ( including Kindergarten)

11 Elementary: ( i.e. Grades 1-6 or 1-7 if there is a Grade
7 at the Elementary Level)
20 Secondary level ( i.e. 1st year to 4th year plus the “Pre-
baccalaureate year” being introduced in AY 2004-05).
30 Technical/ Vocational
40 Pre-baccalaureate diploma, certificate or associate
50 Baccalaureate degree ( including DVM, DDM, D
Optometry)
60 Post-baccalaureate diploma or certificate
70 Bachelor of Laws, Doctor of Jurisprudence
75 Doctor of Medicine (MD)
80 Masters
90 PhD or equivalent
99 Not known or not indicated.

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7. CENSUS DATE OR COUNT DATE OR INCLUSIVE DATES ( e.g. For counting students and faculty
members, there must be a national census day, e.g. July 1 of each year. For counting graduates in
one year, inclusive dates have to be specified, e.g. June 1 to May 31 of the following year if we want a
school year. For cost figures, the inclusive dates might be Jan 1 to Dec 31 to capture the calendar year
or June 1 to May 31 to capture a school year.)

8. FREQUENCY OF COLLECTION (Should the data element be collected every semester? or is it enough
to collect once each year?)

RAW DATA VERUS DERIVED DATA

Some data elements are “raw” and some are “derived”. Derived or computed data are obtained after
some calculations with the raw data. The following are examples of derived data: totals or sums, averages,
percentages, ratios, maximum value, minimum value, median value, etc. In a computer implementation, only
the raw data will be stored and everything else will just be calculated. However, both raw data and derived
data will be listed and defined in this Revised CHED DATA ELEMENT MANUAL.

The RCDEM is designed for human managers within HEIs and within CHED. Thus, it will explain how derived
data is computed or what formula is used. This is especially important for ratios and percentages. The RCDEM
will specify what is to be included in or excluded from the denominator. It will specify what is to be included in
or excluded from the denominator.

SOME INTERESTING DATA ELEMENTS ABOUT A DEGREE PROGRAM

See CHAPTER 2
1. What is the program level? Is the program a “higher education program”? Is the program a graduate
program? See PROGLEVEL, MAJORLEVEL.
2. Is the program part of a ladder? See LADDER.
3. How is the program classified into one of the 12 UNESCO major fields of study? How is the program
classified according to the 71 disciplines in ISCED 1997? How is the program to be classified based
on the CHED Technical Panels? Based on the 19 fields specified by PSCED? See UNESCO_12,
ISCED_71, PSCED_19, PANELCLASS.
4. What is passing rate in the board exam? What are some even more revealing indicators? See
TOPNOTCHERS, SUBOKAGAD, AGADPASA, SUBOKAGAD%, AGADPASA%, TALAGA%,
KUMUHA%, BOARDPASS%.
5. How many are enrolled in the program? How many PROG_MAJORS are in the program? See PROG_
ENROLMT, PROG_PROG_MAJORS, NAGPAHINGA.
6. What percentage of the PROG_MAJORS pass all their subjects? See PASS100, %PASS100, PASS90,
%PASS90, etc.

7. How many shift out of the program? How many immigrate into the program? See UMALIS1, UMALIS2,
UMALIS, IMMIGRANTS1, IMMIGRANTS2, IMMIGRANTS, UMALIS%.
8. How many were dropped from the program? See PROBATION, PINAALIS, PINAALIS%
9. What is the graduation rate from the program? Why is it wrong to take the straight average of graduation
rate over 3 years? See COHORT%, GROSSGRAD%.
10. Is the program accredited by FAAP? See PROGACCRED.
11. How long is a fulltime student expected to finish the program? See PROGYEARS.
12. What is the maximum residency period for the program? See MAXRESIDENCY
13. The program requires how many lecture units? Non-lecture units? How many subjects? PROGUNITSSS,
LECT_UNITSSS, NONLECT_UNITSSS, PROGSUBJS.
14. Is a thesis definitely required or is there another option? See THESIS
15. Does the HEI have a foreign partner in offering the program? See IMPORTED.
16. Does the HEI have a local HEI partner in offering the program? See CONSORTIUM.
17. How many freshmen does the program intend to accept? How many applicants did it accept? How
many actually enrolled? See E_QUOTA, Q_QUOTA, FRESHMEN

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18. How selective is the program? See SELECTIVE%, MINGRADE1, QUALEXAM

19. Is there a minimum grade required for retention in the program? See GWARETAIN
20. Is it possible to define a STUDENTS-TO-FACULTY ratio for a program?
21. Based on the HEI counting rules, how many FTE students are in the program? Based on CHED counting
rules, how many FTE students are in the program? See FTEZZ_HEI, FTEXX_CHED.
22. Can the program be classified as a small program or large program? See SIZE_FRESHMEN, SIZE_
PROG_TAPOS, SIZE_ENROLMT.
23. What percentage of the freshmen comes from public schools? Private schools? See HSPUBLIC1%,
HSPUBLIC2%, HSPRIVSEC? etc.
24. What is the socioeconomic profile of the freshmen? See HSTUITFEES, INVERTED%, KURYENTE%,
RURAL%
25. How much will one student have to pay from start until graduation? PROGTUIT, PROGFEES,
TOTALBAYAD.
26. How much income did the HEI forgo because of the scholars in the program? How much did it really
hurt the HEI to offer financial aid? How much cash did the HEI pay out to scholars in the program? See
TUITWAIVERS, FEESWAIVERS, STIPENDS.
27. For the SUCs, what are “student places”? See PLACES.

SOME INTERESTING ELEMENTS ABOUT A HIGHER EDUCATION INSTITUTION (HEI)

See CHAPTER 3
1. Is the institution an entire university system or just a constituent university of a system? See
ECHELON.
2. The institution holds classes in how many campuses? See SITES.
3. Is the institution declared “autonomous” by CHED? See AUTONOMOUS
4. Has the institution been officially declared a university by CHED? See UNIVERSITY.
5. How many programs does the institution offer? See UG_PROGS, MS_PROGS, PHD_PROGS, etc.
6. Based on the freshman intake, is the institution large, medium or small? See proposed classification
based on SIZE_FRESHMEN.
7. Based on total undergraduate enrolment, is the institution large, medium or small? See SIZE_
UGRADS.
8. Based on total enrolment in higher education programs, is the institution large? See SIZE_
HEPROGS.
9. Does the institution offer any program involving a foreign institution? See IMPORTED.
10. Does the institution offer any program which involves another Philippine HEI? See CONSORTIUM.
11. How many programs are accredited by FAAP? What percentage of all programs is accredited?
See UGACCRED_1, UGACCRED_2, UGACCRED_3, UGACCRED_123, MSACCRED_123,
PHDACCRED_123, UGACCRED%, MSACCRED%, etc.
12. How selective are the undergraduate programs? See E_QUOTA, Q_QUOTA, SELECTIV%.
13. How good are the freshmen? See NSATMEAN, NSATMEDIAN, HSTOP10%, HSTOP25%, etc.
14. What is the socioeconomic profile of the freshmen? See BRACKET_0, BRACKET_1, BRACKET_2,
etc.
15. Is there a difference between UG_ENROLMT and UG_MAJORS?
16. How many of the majors passed all their subjects? See %PASS100, %PASS90, etc.
17. What is total weighted enrolment? See WTD_ENROL.
18. How many full-time equivalent students are in each program level? See UG_FTEZZ, UG_FTEXX,
MS_FTEZZ, MS_FTEXX, etc.
19. How many graduates in each program level? See UG_GRADXX, MS_GRADXX, PHD_GRADXX, etc.
20. What is the graduation rate for the 4-year programs? 5 year programs? Why is it difficult to obtain one
graduation rate for the institution as a whole? UG_GRAD4%, UG_GRAD5%.
21. What is the graduation rate for the HEI as a whole? See COHORT%, GROSSGRAD%.
22. What is the “passing rate” in board exams? What is an even more revealing indicator? See
SUBOKAGAD%, AGADPASA%, TALAGA%, BOARDPASS%, %TOP20
23. What % of the undergrads graduate with honors? See UG_HONORS%

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24. Is the Internal Operating Budget centralized or decentralized? How many “cost centers” does the
institution have? See COSTCTR1, COSTCTR2, etc.
25. How many computers are generally available to the higher education students? What is the BANDWIDTH?
How many students per computer? See COMPUTERS1, STCOMP_RATIO.
26. How many faculty members are tenured or on tenure track? See FTFAC_TENURED, FTFAC_TRACK,
etc.
27. How many full-time faculty members? How many half-time? Who are the part-time faculty? How many of
them are “currently in the service of the HEI”? See FULLTYMFAC1, FULLTYMFAC2, HALFTYMFAC1,
PARTTYMFAC1, PARTTYMFAC2.
28. What is the ratio of full-time faculty to part-time faculty? See FULLTYMFAC1%, FULLTIMEFAC2%,
etc.
29. What is the student-to-faculty ratio? How many possible definitions are there? STFR_FTFAC, STFR_
ALLFAC, STFR_WTD, STFR_FTE, etc.
30. How many of the faculty have advanced degrees regardless of discipline where they teach? But how
many have advanced degrees “in the discipline”? MS_FTAC1, MS_FTFAC2, PHD_FTFAC1, PHD_
FTAC2, MS_TENURED%, PHD_TENURED%, etc.
31. How many of the faculty members are “in active pursuit of an advanced degree”? See MS_PURSUE,
PHD_PURSUE.
32. What % of the tenured faculty have published at least once in the past 10 years? See PUBL_TENUR%,
AUTH_TENUR%
33. What % of the full-time faculty are Instructors? Assistant Professors? Full Professors? See INSTRUC%,
ASSTPROF%, ASSOCPROF%, FULLPROF%.
34. For purposes of monitoring faculty workload, the faculty will be grouped into categories A1,A2,A3, etc.
35. What is the faculty workload (in hours) during a typical week when classes are in session? See LECT_
HOURZ, NONLECT_HOURZ, ADMIN_HOURZ, TOT_HOURZ, etc.
36. What is the total faculty workload measured in credit units? See LECT_UNITXX, NONLECT_UNITXX,
ADMIN1_UNITXX, ADMIN2_UNITXX, STUDY1_UNITXX, STUDY2_UNITXX, TOT_UNITXX, etc.
37. What is the average teaching load per faculty? Average research load? See TEACH_AVG, RES_
AVG,
38. What percentage of total faculty hours is devoted to teaching, research, extension? See TEACH%,
RESEARCH%, EXTNSERV%

SOME INTERESTING DATA ELEMENTS ON A COST CENTER. See CHAPTER 4

1. What are the different cost centers in an SUC? See CTRTYPE
2. What are the ALLOTMENTS from the GAA? The MOOE allotments? The Capital Outlay (CO) allotments?
See ALLOTPS1, ALLOTMOOE1, etc.
3. What are the OBLIGATIONS from the GAA allotments?
4. What are the EXPENDITURES charged against the GAA allotments?
5. What are the OBLIGATIONS from SUC-generated income?
6. What are the expenditures charged against SUC-generated INCOME?
7. How many lecture classes were offered in each program level? See UGLECT_CLAS, MSLECT_CLAS,
PHDLECT_CLAS, etc.
8. How many laboratory classes were offered in each program level? See UGLAB_CLASS, MSLAB_
CLASS, PHDLAB_CLASS, etc.
9. What is the average size of the lecture classes? UGLECT_SIZE, MSLECT_SIZE, PHDLECT_SIZE,
etc.
10. What is the average size of the lab classes? See UGLAB_SIZE, MSLAB_SIZE, etc.
11. How many small classes were offered? See TINYLECT1, SMALLECT1, MEDIUMLECT1, etc.
12. How many of the students received financial aid? See UG_ISKO, MS_ISKO, PHD_ISKO.
13. What percentage of the undergrad students received financial aid? See UG_ISKO%, MS_ISKO%,
etc.
14. How much tuition and non-tuition income was forgone due to the scholars in the cost center? How much
did it hurt to grant waivers and discounts on tuition and other fees for scholars? See UG_FORGONE,
MS_FORGONE,etc.

Commission on Higher Education

Introduction 

15. How much cash was given out in the form of stipends and/or allowances to the scholars or grantees?
See UG_STIPENDS, MS_STIPENDS, PHD_STIPENDS, etc.
16. How much of all GAA PS costs can be attributed (directly or indirectly) to the INSTRUCTION FUNCTION
of the HEI? To the RESEARCH FUNCTION? To the PUBLIC SERVICE (OR EXTENSION SERVICE)
FUNCTION? See TEACH_PS1, TEACH_MOOE1, TEACH_CO1, etc.
17. How much of all SUC-funded costs can be attributed directly or indirectly to TEACHING? To RESEARCH?
See TEACH_PS2, TEACH_MOOE2, etc.
18. What percentage of all costs can be attributed directly or indirectly to TEACHING? To RESEARCH? To
EXTENSION SERVICE? See TEACH3%, RESEARCH3%, EXTN3%
19. How much income was raised from TUITION? From BUSINESS OPERATIONS? See TUITREV,
MISCFEESREV, etc.

SOME INTERESTING DATA ELEMENTS ABOUT A FACULTY MEMBER. See CHAPTER 11.
1. Is the employee a faculty member? See EMPLTYPE.
2. Is the employee full-time? Is the faculty member part-time? See FULLPART.
3. Is the employee currently “in the service” or “ in the payroll”? See INSERVICE.
4. How do we classify the faculty member based on tenure? See TENURED.
5. What is the workload of the faculty member in terms of credit units? See NORMAL_LOAD, UNITX_
LECT1, UNITX_LECT2, UNITX_LAB1, UNITX_LAB2, etc.
6. Out of a typical 40-hour week, how many hours are devoted to teaching? Administrative duties? See
LECT_HOURZ, LAB_HOURZ, ADMIN_HOURZ, etc.
7. What fraction of the faculty member’s time is devoted to teaching? Research? Admin? See LECT_
%HOURZ, RES_%HOURZ, ADMIN_%HOURZ, etc.
8. Based on highest degree earned (regardless of discipline), how do we classify the employee? See
HIGHESTDEG1.
9. Based on highest degree earned IN THE DISCIPLINE where the faculty member is teaching, what is
the highest degree earned? See HIGHESTDEG2.
10. Is the faculty member “in active pursuit” of an advanced degree? See PURSUE.
11. How is the faculty ranked by the students? See EVALUATION.
12. How many classes did the faculty member teach? See CLASS_UG, CLASS_MS, etc.
13. How many subjects does the faculty member have to prepare for? See SUBJ_UG, SUBJ_MS, etc.
14. How big is the faculty member’s teaching load? How many student-credit units? How many FTE
students? See SCU_UG, SCU_MS, SCU_PHD, FTES_UG, FTES_MS, etc.
15. What is the average class size taught by the faculty member? See SIZE_UG, SIZE_MS, etc.
16. How many undergraduate students were taught by the faculty? graduate students? See UGTEACH_
STUDS, GRADTEACH_STUDS.
17. How many STUDENT CREDIT UNITS were taught by the faculty? See UGTEACH_SCU, GRADTEACH_
SCU.
18. How many thesis advisees finished in the past 12 months? How many advisees are still writing?
How many have taken “too long”? MS_TAPOS, PHD_TAPOS, MS_WRITING, PHD_WRITING, MS_
LAPSED, PHD_LAPSED.

19. What is the primary field of specialization? Why this question should not be left open-ended. See
UNESCO_12, ISCED_71, PSCED_19.

DISCLAIMERS

1. The RCDEM itself is not a repository of data. A Data Element Manual is NOT a database. The
RCDEM contains only the list, operational definitions and proposed coding of data elements about
different entities important in higher education. This Manual is not where a researcher will look for data.
This Manual is only the place where a researcher can specify what data needs to be gathered.

Commission on Higher Education

10 Introduction

2. This RCDEM is not yet complete and perhaps will never be complete. Every year there will be need
to identify new elements, revise definitions or the coding. Certainly there are errors and ambiguities in
this revision, some minor and some possibly serious. These should be corrected and the corrections
should be known to everybody. This revision of the RCDEM provides a platform for putting the
corrections, clarifications and additions. Please see proposal below to establish a CHED Data Element
Committee.

3. The definitions given in this RCDEM are operational definitions to be used for data-gathering or statistical
purposes only. The definitions used here are not intended to be legal definitions. The definitions
and coding schemes are designed only to put logic or clarify the logic in counting and classifying data
entities important to HEIs and CHED.

THE NEED FOR A STANDING CHED ELEMENT COMMITTEE

CHED must form a CHED Data Element Committee. This will be composed by key Directors in CHED plus
some representatives from other stakeholders, e.g. private HEIs, accreditation agencies, and industry groups.

To start, the committee will have to go through this current draft of the RCDEM, chapter by chapter, and review
each definition and coding of the classificatory data elements.
This committee should meet regularly, e.g. twice a year, and update the Data Element Manual.
• Definitions (especially classification systems) will have to be revised or updated.
• New data elements will have to be introduced.
• Some new data entities will have to be included.

In the meantime, CHED should post the latest DATA ELEMENT MANUAL in its website for free downloading.
This will promote the use of standard terminology, definitions and coding within the higher education sector in
the Philippines.

HOW TO TAKE ADVANTAGE OF THE DATA ELEMENT MANUAL

If CHED or some research group needs data (say about the performance of SUC graduates in board exams), it
may design a template such as the one below. The accompanying instructions could then simply say: For the
definitions of PROG_TAPOS, SUBOKAGAD, SUBOKAGAD%, AGADPASA, AGADPASA%, and TALAGA%,
please see Chapter 2 ( pp. 15-17; 56 ) and Chapter 3 ( pp.111-112 ) of the REVISED CHED DATA ELEMENT
MANUAL.. Or the researcher could simply attach the relevant excerpts from the RCDEM. The dictionary will be
given out for free in electronic form, thus making it easy to copy and paste. No need to write detailed instructions
on what a term means and what it does not mean.

SUBOK AGAD SUBOK AGAD

BOARD EXAM PROG_TAPOS TALAGA%
AGAD PASA AGAD% PASA%

EXAMPLE 200 150 60 75.0 % 40.0% 30.0%

1 ACCOUNTANCY
2 LAW
3 DOCTOR OF
MEDICINE
4 LICENSURE EXAM
FOR TEACHERS
(LET)
5 CIVIL ENGINEERING

If CHED or some research group needs to compile data about the no. of graduates, graduation rates, the
no. of completed theses/dissertations and the no. of pending theses/dissertations in an HEI, it could issue
out the template below. The accompanying instructions could simply state: For definitions of GRADUATES,
ENROLMENT, MAJORS, GROSSGRAD%, THESIS_TAPOS, THESIS_WRITING, THESIS_LAPSED please
see Chapter 2 pp.____ and Chapter 3 pp.____ of the CHED DATA ELEMENT MANUAL. Or the appropriate
excerpts could simply be copied or attached as instructions. No need to formulate new instructions.

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Introduction 11

GRADUATES ENROLL THESIS THESIS

PROGRAM LEVEL MAJORS GROSSGRAD%
MENT _TAPOS _WRITING

1 4-YEAR UNDERGRAD
PROGRAMS
2 5-YEAR UNDERGRAD
PROGRAMS
3 MASTERS
4 PHD

REMARKS:
INCLUDE ONLY THE FACULTY MEMBERS “CURRENTLY IN THE SERVICE OF THE
HEI”. Exclude those on leave without pay but include those on official leave with pay.
GROUP Exclude those on AWOL. Include tenured faculty members who are assigned as full-time or
part-time administrators in the HEI – even if they have no current teaching loads. Exclude
those on secondment outside the HEI.

A1 THE FULL-TIME TENURED FACULTY

A2 NON-TENURED FULLTIME FACULTY ON TENURE TRACK

A3 NON-TENURED FULL-TIME FACULTY NOT ON TENURE TRACK

B1 TENURED HALF-TIME FACULTY

B2 NON-TENURED HALF-TIME FACULTY ON TENURE TRACK

B3 NON-TENURED HALF-TIME FACULTY NOT ON TENURE TRACK

C1 TENURED PART-TIME FACULTY

C2 NON-TENURED PART-TIME FACULTY ON TENURE TRACK

C3 NON-TENURED PART-TIME FACULTY NOT ON TENURE TRACK

REMARKS:
Most part-time faculty belong to this subgroup. This consists of the lecturers, professors
emeriti, adjunct or affiliate faculty, visiting professors, etc. WHO HAVE CURRENT
TEACHING OR RESEARCH LOADS.
D3 TEACHING FELLOWS, ASSOCIATES AND ASSISTANTS

There are many standard “report templates” in the Manual which HEIs or researchers could simply adopt for
their own use.

A precise and logical DATA ELEMENT MANUAL (RCDEM) does not guarantee the success of EMIS in an
institution of higher learning or in CHED itself. Unfortunately, the absence of or the imprecision of a DATA
ELEMENT MANUAL will surely doom any EMIS. The DATA ELEMENT MANUAL is not a sufficient condition for
the establishment of an educational MIS in the Philippines but it is the necessary first step.

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12 Data Elements on a Degree Program

March 2005
CHAPTER 2
DATA ELEMENTS ON A DEGREE
PROGRAM
ENTITY TO BE DESCRIBED: The entity to be described is an academic or degree program in a specific
higher education institution, e.g. M.S. Psychology in XYZ University or Ph.D. Biology in ABC University.

A degree program or academic program is a program which leads to a specific academic credential such as
a bachelors degree, a masters degree, or doctorate degree. Sometimes the credential is not really a degree but
a mere certificate or diploma (as in the so-called pre-baccalaureate or post-baccalaureate programs). Other
terms are also used such as: “course”, “degree course”, or “curricular program”. The word course should
be avoided because it is subject to many interpretations.

A program is usually referred to by a name which consists of a credential or title (e.g. Bachelor of Arts, Master
of Science, Doctor of Education, etc.) followed by a discipline or area of study (e.g. Mathematics). Examples:
A.B. History, Certificate in Sports Coaching, Diploma in Music Education, Master of Science in Statistics, etc.
Sometimes the credential printed in the official sheepskin document is a generic “Bachelor of Arts” but in the
official transcript, it may be described or further specified by a major as in Bachelor of Arts (History), Bachelor
of Arts (European Languages), etc.

CONFUSION OVER THE TERM “COURSE”

The word “course” has at least two, possibly three, meanings. Depending on the context, the word “course”
could be a synonym for “degree program”, “training program”, or “subject”

• The word "course" is a synonym for "academic program" in the following contexts: "Medicine is a very
demanding course", "Vet Med is a 5-year course", “BS Biology is a quota course”, etc.
• The word course is a synonym for training program (which is neither an academic program nor a subject) in
the following sentences: “The Institute of Computer Science is offering a one-week course on the Internet.”
“ The College of Law is offering a refresher course on Juridical Ethics.”
• The word course is a synonym for "subject" in the following usages: "Physics 188 is 4-unit course", "Ben
passed all his courses last semester", "Prof. Santos is teaching the Asian Literature course this semester",
etc.

Depending on the context of a discussion, a listener may be able to distinguish whether course is being used
to mean subject or to mean program. However, when precision is needed, the terms “subject” and “program”
should be used -- and “course” should be avoided. For instance, the questions “ How many courses does
the university offer?” or “What are the course offerings this year?” are questions which invite some confusion.
These questions should be reworded using either “subject” or “program”, whichever the

inquirer really intends to ask about.

To conclude: when precision is needed, the word “course” should be avoided. Please use “program” or “subject”
instead.

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Data Elements on a Degree Program 13

WHEN ARE TWO PROGRAMS DIFFERENT?

The usual issue in counting programs is when 2 programs have a significant intersection. It is agreed all over
the world that BS Chemical Engineering and BS

Chemistry are separate and distinct programs. It may also be agreed that there is a difference between BS
Psychology and BA Psychology. Sometimes the line is not too clear. For example, BA Mass Communications
(Journalism) and BA Mass Communications (Broadcast Communication) may or may not be counted as one
and the same program. A lot depends on the specific requirements of the curricula in the HEI.

The following rule-of-thumb is proposed: based on credit units, if two programs share at least 75%
commonality in their requirements, then the two programs should be counted as just one program. This
test may be used to determine if programs such as BS Economics and BS Business-Economics deserve to be
counted separately. The same test may be used to decide if MA English (Literature) and MA English (Teaching
of a Foreign Language) deserve to be counted separately.

Admittedly the 75% cut-off is arbitrary but a limit has to be set at some point.

DOUBLE PROG_MAJORS, LADDERIZED PROGRAMS AND DOUBLE DEGREES

EXAMPLE 1:
A program with a “double-major”, e.g. a 4-year BS MATH-PHYSICS is counted as just one program.

EXAMPLE 2:
Consider the 3-rung program ladder below and suppose the entire ladder takes 4 years. After 1 year, the
student receives the tech/voc certificate (CTC). After another year, the student gets the pre-baccalaureate
degree (ACT). After 2 more years, the student receives the bachelors degree (BSCT).

THE RUNGS IN THE LADDER PROGLEVL PROGYEARS

Certificate in Computer Technology (CTC) TECH/VOC 1

Associate in Computer Technology (ACT) PRE-BACC03 1

Bachelor of Science in Computer Science (BSCS) BACCALAUREATE 2

In this DATA ELEMENT MANUAL, the main concern is how to count and/or how to record data. The prescribed
counting rules are illustrated below:

1. NO. OF PROGRAMS
In the RCDEM, this 3-rung ladder will be counted as 3 separate programs.
• The CTC program belongs to the Tech/Voc program level.
• The ACT program is classified as pre-bacc and
• the BSCS is classified as baccalaureate. (See PROGLEVL).
2. ENROLLMENT
Suppose there are 100 students in 1st year, 80 in 2nd year, 70 in 3rd year and 60 in the 4th year of the
4-year ladder.
o For the CTC program, ENROLMT = 100.
o For the ACT program, ENROLMT =80.
o For the BSCS program, ENROLMT = 130 = 70+60.

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14 Data Elements on a Degree Program

3. NO. OF GRADUATES
Suppose everybody who started each year level actually completes that year level.
o For the CTC program, the no. of graduates or PROG_TAPOS=100.
o For the ACT program, the no. of graduates or PROG_TAPOS = 80 and
o for the BSCS program, the no. of graduates or PROG_TAPOS =60.

EXAMPLE 3: A “DOUBLE DEGREE”

Consider a 5-year “double degree program” which is listed as BS BUSINESS-ECONOMICS AND BS
ACCOUNTANCY. We assume the double degree works as follows: after 4 years, the student earns the BSBE
degree and after 1 more year, the student earns the BSA degree. The HEI offering the double degree may
advertise it as just one program. However, for purposes of counting, the RCDEM will count the program as 2
separate programs.
o If there are 100 students in each of the 5 year levels, the enrolment in the BSBE is 400 =
100+100+100+100. The enrolment in the BSA =100 (i.e. those in the 5th year level only).
o If we assume that all students who started the year level also completed that year level, the no.
of graduates from the BSBE is given by PROG_TAPOS=100 ( i.e. those in the 4th year level).
The no. of graduates from the BSA program is given by PROG_TAPOS = 100 (i.e. those in the
5th year program).

The counting rules proposed in the RCDEM do not have any legal force whatsoever and should be given no
legal implications. The counting rules are designed simply to clarify the logic, standardize the procedure, and to
inform the data gatherers and data analysts.

If the two degrees are granted simultaneously, say both degrees after 5 years, then the double degree is
counted as just one program.

WHAT SPECIFIC PIECES OF DATA IS NEEDED ABOUT A PROGRAM?

This chapter attempts to answer the following questions:
• If there are 20 ( or X ) different programs in an HEI, what specific pieces of data does the HEI need or
want to record about each of them?
• Since there are about 12,000 different programs in the Philippines, what specific pieces of data will
CHED need or want about each of them?
• Indeed, what specific pieces of data could a researcher ever need or want about each of the programs
in some cluster (e.g. all natural science programs) or some level (e.g. all doctoral level programs)?

This is not to say that all data elements in the RCDEM should be collected regularly. Some of the data elements
here should be collected yearly and some every 2 or 3 years. Some data elements will be collected only for
some special study or research.

SOME INTERESTING DATA ELEMENTS IN THIS CHAPTER

1. What is the program level? Is the program a “higher education program”? Is the program a graduate
program? See PROGLEVEL, MAJORLEVEL.
2. Is the program part of a ladder? See LADDER.
3. How is the program classified into one of the 12 UNESCO major fields of study? How is the program
classified according to the 80 disciplines in ISCED 1997? How is the program to be classified based on
the CHED Technical Panels? See UNESCO, ISCED1997, PANELCLASS.
4. What is passing rate in the board exam? See TOPNOTCHERS, SUBOKAGAD, AGADPASA, KUMUHA,
PUMASA, SUBOKAGAD%, AGADPASA%, TALAGA%, KUMUHA%, BOARDPASS%.
5. How many are enrolled in the program? What is the difference between PROG_ENROLMT and PROG_
MAJORS? See PROG_ENROLMT, PROG_MAJORS, NAGPAHINGA.
6. How many students completed their thesis during the last school year? As of July 1, how many students
are still writing their thesis? See THESIS_TAPOS, THESIS_PENDING.
7. What percentage of the PROG_MAJORS passed all their subjects? See PASS100, %PASS100,
PASS90, %PASS90, etc.

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Data Elements on a Degree Program 15

8. How many shift out of the program? How many immigrate into the program? See UMALIS1, UMALIS2,
UMALIS, IMMIGRANTS1, IMMIGRANTS2, IMMIGRANTS, UMALIS%.
9. How many were dropped from the program? See PROBATION, PROBATION%, PINAALIS,
PINAALIS%
10. What is the graduation rate from the program? See COHORT%, GROSSGRAD%.
11. Is the program accredited by FAAP? See PROGACCRED.
12. How long is a fulltime student expected to finish the program? See PROGYEARS.
13. What is the maximum residency period for the program? See MAXRESIDENCY
14. The program requires how many lecture units? Non-lecture units? How many subjects? PROGUNITSSS,
LECT_UNITSSS, NONLECT_UNITSSS, PROGSUBJS.
15. Is a thesis definitely required or is it optional? See THESIS
16. Does the HEI have a foreign partner in offering the program? See IMPORTED.
17. Does the HEI have a local HEI partner in offering the program? See CONSORTIUM.
18. How many freshmen does the program intend to accept? How many applicants did it accept? How
many actually enrolled? See E_QUOTA, Q_QUOTA, FRESHMEN
19. How selective is the program? See SELECTIVE%, MINGRADE1, QUALEXAM
20. Is there a minimum grade required for retention in the program? See GWARETAIN
21. Is it possible to define a STUDENTS-TO-FACULTY ratio for a program?
22. Based on the HEI counting rules, how many FTE students are in the program? Based on CHED counting
rules, how many FTE students are in the program? See FTEZZ_HEI, FTEXX_CHED.
23. Can the program be classified as a small program or large program? See SIZE_FRESHMEN, SIZE_
PROG_TAPOS, SIZE_ENROLMT.
24. What percentage of the freshmen come from public schools? Private schools? See HSPUBLIC1%,
HSPUBLIC2%, HSPRIVSEC?, etc.
25. What is the socioeconomic profile of the freshmen? See HSTUITFEES, INVERTED%, KURYENTE%,
RURAL%
26. How much will it cost one student from start until graduation? PROGTUIT, PROGFEES,
TOTALBAYAD.
27. How much income did the HEI forgo because of the scholars in the program? How much did it really
hurt the HEI to offer financial aid? How much cash did the HEI pay out to scholars in the program? See
TUITWAIVERS, FEESWAIVERS, STIPENDS.
28. For the SUCs, what are “student places”? See PLACES.

DATA ELEMENTS ON A DEGREE PROGRAM

NOTE: Each data element below refers to an academic program in a specific higher education
institution, e.g. the M.S. Environmental Science in XYZ University. The generic reference is to “the degree
program” or just “the program”.

ELEMENT NUMBER A001

ELEMENT NAME THE OFFICIAL NAME OF THE PROGRAM
NICKNAME PROGNAME
PURPOSE The name or title of the program.
DESCRIPTION The name of the program as listed in the official HEI catalogue or as printed
in the sheepskin document itself. The name usually consists of a degree
or credential (e.g. B.S. or Certificate) and a discipline or field of study (e.g.
Business Administration). The official name must observe correct spelling
and punctuation – periods, parentheses, spacing, and capitalization. No
abbreviations.
CODING This is a straight text element, all uppercase. There is no coding. Field length:
80. No abbreviations.

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16 Data Elements on a Degree Program

EXAMPLES BACHELOR OF SCIENCE IN BUSINESS ADMINISTRATION

BACHELOR OF LAWS
DOCTOR OF MEDICINE
MASTER OF ARTS IN TEACHING (MATHEMATICS)

ELEMENT NUMBER A002

ELEMENT NAME BASED ON ITS NAME, THE GENERIC CLASS OF THE PROGRAM
NICKNAME PROGCLASS
PURPOSE To capture the generic class of the program: certificate, diploma, bachelor,
bachelor of science, bachelor of arts, master, master of arts, master of arts in
teaching, master of science, doctor, doctor of philosophy, etc. PROGCLASS
will be used by the computer to put all Bachelor of Science (BS) degrees
together, all Master of Science (MS) degrees together, etc.
DESCRIPTION Based on PROGNAME, the generic class of the program as coded below.
CODING 2-digit code
01 Certificate
02 Diploma
03 Bachelor, e.g. Bachelor of Laws
04 Bachelor of Science, e.g. BS Mathematics
05 Bachelor of Arts, e.g. AB Humanities
06 Master, e.g. Master of Business Administration
07 Master of Arts
08 Master of Science
09 Master of Arts in Teaching
10 Doctor of Philosophy
11 Doctor, e.g. Doctor of Medicine
12 Doctor of Science
13 Others
99 Not known or not indicated.

ELEMENT NUMBER A003

ELEMENT NAME THE CODE ASSIGNED BY THE HEI TO IDENTIFY THE PROGRAM
NICKNAME PROGCODE1
PURPOSE Within the HEI, to serve as a unique identifier among other programs in the
HEI.
DESCRIPTION A code or identification number, one for each program, as assigned by the HEI
offering the program. Compare with PROGCODE2.
CODING 4-digit numeric code. In theory, if an HEI has fewer than 100 programs, a 2-
digit code would suffice to uniquely distinguish the programs. A 4-digit code is
sufficient to uniquely differentiate 10,000 programs within an HEI.

ELEMENT NUMBER A004

ELEMENT NAME THE CODE ASSIGNED BY CHED TO IDENTIFY THE PROGRAM
NICKNAME PROGCODE2
PURPOSE Within the Philippines, to serve as a unique identifier among other programs
in the country. As of April 2004, the estimated no. of programs in HEIs is about
12,000.
DESCRIPTION A code or identification number, one for each program in each HEI, as assigned
by CHED.
CODING 6-digit numeric code. This suffices to distinguish 1,000,000 programs in
the country. However, more digits will be needed if CHED wants to embed
information such as region into the code number.

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Data Elements on a Degree Program 17

ELEMENT NUMBER A005

ELEMENT NAME THE EDUCATIONAL LEVEL OF THE PROGRAM
NICKNAME PROGLEVEL
PURPOSE To classify the program according to its position in the hierarchy of
educational levels.
DESCRIPTION The classification of the program in the hierarchy of educational levels.
Popularly known as “educational level” or “program level”.

Two programs such as AB History and BS Math are obviously different

programs but belong to the same program level, viz., the baccalaureate level.
In contrast, AB History and MA History are obviously in the same field but
belong to different program levels.

Compare with MAJORLEVEL which classifies programs into just 4 levels.

CODING 2-digit code. Note that LLB and MD are coded separately.
09 Pre-school (including Kindergarten)
10 Elementary (i.e. Grades 1-6 or 1-7)
20 Secondary level (i.e. 1st year to 4th year plus the “Pre-baccalaureate year”
being introduced in AY 2004-05).
30 Technical/ Vocational
40 Pre-baccalaureate diploma, certificate or associate
50 Baccalaureate degree (including DVM, DDM, D Optometry)
60 Post-baccalaureate diploma or certificate (e.g. Certificate in Teacher
Education or CTE).
70 Bachelor of Laws, Doctor of Jurisprudence
75 Doctor of Medicine (MD)
80 Masters
90 PhD or equivalent level
99 Not known or not indicated.

ELEMENT NUMBER A006

ELEMENT NAME THE MAJOR PROGRAM LEVEL
NICKNAME MAJORLEVEL
PURPOSE To classify the program into just one of 4 major levels.
DESCRIPTION The classification of the program into one of just 4 major levels. This is a
more aggregated version of PROGLEVEL.

While it is clear that baccalaureate programs are undergraduate level and the
masters/doctoral programs are graduate level, the classification of the LLB
and MD programs is always subject to some discussion. In the coding below,
the LLB and MD program are counted among the “undergraduate programs”.

Observe how the pre-bacc and the post-bacc programs are classified.
CODING 1-digit code.
1 BASIC, i.e. PROGLEVL =09,10, 20
2 TECHNICAL/VOCATIONAL i.e. PROG =30, 40 Note that pre-bacc
programs are classified here.
3 UNDERGRADUATE, i.e. PROGLEVL = 50, 60, 70,75 (i.e. includes LLB, JD,
MD) Observe that the post-bacc programs are classified here.
4 GRADUATE, i.e. PROGLEVL= 80,90 Also known as “postgraduate” level,
this includes only the masters and PhD levels.
9 Not known or not indicated.

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18 Data Elements on a Degree Program

ELEMENT NUMBER A007

NAME OF ELEMENT IF THE PROGRAM IS A “HIGHER EDUCATION” PROGRAM.
SHORT NAME MATAAS
PURPOSE To answer: is the program a “higher education program”?
DEFINITION Classification of the program as coded below.
CODING 1-digit code
1 NOT A HIGHER EDUCATION PROGRAM (i.e. PROGLEVEL =
09,10,12,20,30,40). Thus, Tech/Voc and pre-bacc are NOT counted among
the higher education programs.
2 HIGHER EDUCATION PROGRAM (i.e. PROGLEVEL = 50,60, 70,75,80,90).
9 No information on the issue.

ELEMENT NUMBER A008

ELEMENT NAME PROGRAM LEVEL BASED ON ISCED 1997
NICKNAME ISCEDLEVEL
PURPOSE To classify the educational level of the program based on ISCED 1997.
DESCRIPTION The classification of the program into the ISCED 1997 levels enumerated
below.

FOR FURTHER ELABORATION, SEE ISCED 1997, a UNESCO document

published in November 1997.
CODING 1-digit code, as lifted from ISCED 1997.
0 PRE-PRIMARY EDUCATION At least age 3.

1 PRIMARY EDUCATION. The first stage of basic education. The beginning of

systematic studies characteristic of primary education, e.g. reading, writing
and mathematics. At entrance, age not younger than 5 but not older than 7.
In principle, 6 years of full-time schooling.

2 LOWER SECONDARY EDUCATION. Second stage of basic education. Entry

after 6 years of primary education. The end of this level is after 9 years of
schooling since the beginning of primary education. At the beginning of this
level, several teachers start to conduct classes in their field of specialization.
3 UPPER SECONDARY EDUCATION. Typical entrance qualification is some
9 years of full-time education since the beginning of Level 1. Three distinct
groupings:
• Level 3A, designed to provide direct access to Level 5A.
• Level 3B, designed to provide direct access to Level 5B
• Level 3C, designed to provide direct access to Level 5A or 5B.
4 POST-SECONDARY NON-TERTIARY EDUCATION. This level captures
programs that straddle the boundary between upper-secondary and post-
secondary education from an international point of view. Not regarded as
tertiary programs.

5 FIRST STAGE OF TERTIARY EDUCATION (not leading to an advanced

research qualification.) Normal minimum entrance requirement is completion
of Level 3A, 3B or Level 4A, Cumulative theoretical duration of at least 2 years
from the beginning of Level 5. Minimum cumulative duration at tertiary of 3
years full-time equivalent although typically 4 or more years.

If a program has 3 years full-time equivalent, it is usually preceded by at least

13 years of previous schooling. Typically they require faculty with advanced
research credentials.

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Data Elements on a Degree Program 19

• ISCED 5A: programs which are theoretically based/ research

preparatory (history, philosophy, math, etc.) or giving access to
professions with high skills requirements (e.g. medicine, dentistry,
architecture, etc.)

• ISCED 5B: programs which are practical/ technical / occupationally

specific.

6 SECOND STAGE OF TERTIARY EDUCATION (leading to an advanced

research qualification)
9 NOT KNOWN OR NOT INDICATED.

ELEMENT NUMBER A009

ELEMENT NAME THE “ACTIVITY STATUS” OF THE PROGRAM WITHIN THE HEI
NICKNAME PROGSTATUS
PURPOSE For internal use within the HEI: to indicate if the program is active,
suspended, etc.
DESCRIPTION As of national census date (e.g. July 1), the “activity status” of the program
as classified into the categories below.
CODING 1-digit code.
1 Program is ACTIVE. The program is currently being offered, some students
are currently enrolled, and new students are being accepted.
2 Program is FROZEN or SUSPENDED. The program is currently being
offered in the sense that some students are still enrolled but currently the
program is not accepting new students. Admission of new students may
resume or may not.
3 Program has been ABOLISHED. The program has been officially abolished
and there are no more students.
9 Not known or not indicated.

ELEMENT NUMBER A010

ELEMENT NAME IF THE PROGRAM IS PART OF A LADDER.
NICKNAME PROGLADDER
PURPOSE To indicate if the program is part of a ladderized program set and if so, its
relative position in the ladder. Students enrolled in a ladder are really intent on
finishing all the way to the top of the ladder. This element indicates whether a
student in the program can still aspire for a higher rung of the ladder.

DESCRIPTION An element to indicate if the program is part of a ladderized program set and
if it is part of a ladder, to indicate the relative position of the program in the
ladder. For example, consider the following ladderized set with 3 steps or
rungs:
• Associate in Business Administration.
• Certificate in Banking and Finance.
• BS Business Administration (Banking and Finance)

To begin with, each of the 3 programs above is considered a separate program.

However, the associate degree is said to be the “bottom rung” of a ladder
while the BS degree is the “top rung” and the certificate level is a “middle rung”.
In a ladderized program, a student can advance to a higher rung if and only if
he has completed the lower rung/s. Ladderized programs are becoming more
and more popular because it enables students to receive a credential even if
they do not reach the top rung.

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20 Data Elements on a Degree Program

A double degree program, although advertised as just one program, will be

counted as a 2-step ladder. Recall comment at the outset of this chapter.

CODING 1-digit code
1 The program is the bottom or starting rung of a program ladder.
2 The program is somewhere in the middle of the ladder. That is, there is a
rung or program below it and a rung or program above it.
3 The program is the top rung of a ladder.
4 The program is NOT part of any ladder.
9 Not known or not indicated.

THE CLASSIFICATION OF THE PROGRAM ACCORDING TO DISCIPLINE

As of April 2004, there were an estimated 12,000 programs in the Philippines. How do we classify these programs
into a few disciplines? The UNESCO INTERNATIONAL STANDARD CLASSIFICATION OF EDUCATION
(ISCED 1997) shows over 500 disciplines, about 80 “major disciplines”, and 12 “fields of study”.

The truth of the matter is that 12,000 programs can be classified into a few major disciplines or major fields of
study in many ways. The following issues arise:
• How many major fields should be used? (5 major fields only? 10 major fields? 20?)
• What are these major fields?
• How do we classify each program into one of these major fields?

The job of classifying each program into one of 500 disciplines is difficult and that issue cannot be addressed
here in the CHED Data Element Manual. The task of aggregating the 500 disciplines into just a dozen or fewer
programs is not easy either. The recent popularity of “interdisciplinary programs” and double degree programs
has complicated the classification problem.

ELEMENT NUMBER A011

NAME OF ELEMENT THE CLASSIFICATION INTO ONE OF THE 12 UNESCO MAJOR FIELDS
OF STUDY
SHORT NAME UNESCO_12
PURPOSE To classify the program into one of the 12 major fields or areas specified
in the UNESCO International Classification of Education (ISCED 1997). To
comply with the NSCB classification system.
DEFINITION The classification of the program into the one of 12 UNESCO major fields of
study.
CODING 2-digit code (as lifted from ISCED 1997)
01 NATURAL AND PHYSICAL SCIENCES
02 INFORMATION TECHNOLOGY
03 ENGINEERING AND RELATED TECHNOLOGY
04 ARCHITECTURE AND BUILDING
05 AGRICULTURE, ENVIRONMENTAL AND RELATED STUDIES
06 HEALTH
07 EDUCATION
08 MANAGEMENT AND COMMERCE
09 SOCIETY AND CULTURE
10 CREATIVE ARTS
11 FOOD, HOSPITALITY AND PERSONAL SERVICES
12 MIXED FIELD PROGRAMS
13 No information on the matter.

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Data Elements on a Degree Program 21

ELEMENT NUMBER A012

NAME OF ELEMENT THE CLASSIFICATION INTO ONE OF THE 71 UNESCO DISCIPLINES
SHORT NAME ISCED_71
PURPOSE To classify the program into one of the 71 disciplines specified in the
UNESCO International Classification of Education (ISCED 1997).
DEFINITION The classification of the program into the one of 71 disciplines or fields of
study listed in ISCED 1997.
This is a more detailed classification system than UNESCO_12. It involves
a 4-digit code but it is more versatile and amenable to various aggregation
levels.
CODING 4-digit code (as lifted from ISCED 1997)
• The first 2 digits are consistent with the coding of UNESCO_12
above. Thus, all fields below with codes starting with “01” fall under
the major field NATURAL AND PHYSICAL SCIENCES which is
coded “01” under the previous data element.
0101 MATHEMATICAL SCIENCES
0103 PHYSICS AND ASTRONOMY
0105 CHEMICAL SCIENCES
0107 EARTH SCIENCES
0109 BIOLOGICAL SCIENCES
0199 OTHER NATURAL AND PHYSICAL SCIENCES
0201 COMPUTER SCIENCE
0203 INFORMATION SYSTEMS
0299 OTHER INFORMATION TECHNOLOGY
0301 MANUFACTURING ENGINEERING AND TECHNOLOGY
0303 PROCESS AND RESOURCES ENGINEERING
0305 AUTOMOTIVE ENGINEERING AND TECHNOLOGY
0307 MECHANICAL AND INDUSTRIAL ENGINEERING AND TECHNOLOGY
0309 CIVIL ENGINEERING
0311 GEOMATIC ENGINEERING
0313 ELECTRICAL AND ELECTRONIC ENGINEERING AND TECHNOLOGY
0315 AEROSPACE ENGINEERING AND TECHNOLOGY
0317 MARITIME ENGINEERING AND TECHNOLOGY
0399 OTHER ENGINEERING AND RELATED TECHNOLOGIES
0401 ARCHITECTURE AND URBAN ENVIRONMENT
0403 BUILDING
0501 AGRICULTURE
0503 HORTICULTURE AND VITICULTURE
0505 FORESTRY STUDIES
0507 FISHERIES STUDIES
0509 ENVIRONMENTAL STUDIES
0599 OTHER AGRICULTURE, ENVIRONMENTAL AND RELATED STUDIES
0601 MEDICAL STUDIES
0603 NURSING
0605 PHARMACY
0607 DENTAL STUDIES
0609 OPTICAL SCIENCE
0611 VETERINARY STUDIES
0613 PUBLIC HEALTH
0615 RADIOGRAPHY
0617 REHABILITATION THERAPIES
0619 COMPLEMENTARY THERAPIES
0699 OTHER HEALTH
0701 TEACHER EDUCATION
0703 CURRICULUM AND EDUCATION STUDIES
0799 OTHER EDUCATION

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22 Data Elements on a Degree Program

0801 ACCOUNTING
0803 BUSINESS AND MANAGEMENT
0805 SALES AND MARKETING
0807 TOURISM
0809 OFFICE STUDIES
0811 BANKING, FINANCE AND RELATED FIELDS
0899 OTHER MANAGEMENT AND COMMERCE
0901 POLITICAL SCIENCE AND POLICY STUDIES
0903 STUDIES IN HUMAN SOCIETY
0905 HUMAN WELFARE STUDIES AND SERVICES
0907 BEHAVIOURAL SCIENCE
0909 LAW
0911 JUSTICE AND LAW ENFORCEMENT
0913 LIBRARIANSHIP, INFORMATION MANAGEMENT AND CURATORIAL STUDIES
0915 LANGUAGE AND LITERATURE
0917 PHILOSOPHY AND RELIGIOUS STUDIES
0919 ECONOMICS AND ECONOMETRICS
0921 SPORT AND RECREATION
0999 OTHER SOCIETY AND CULTURE
1001 PERFORMING ARTS
1003 VISUAL ARTS AND CRAFTS
1005 GRAPHIC AND DESIGN STUDIES
1007 COMMUNICATION AND MEDIA STUDIES
1099 OTHER CREATIVE ARTS
1101 FOOD AND HOSPITALITY
1103 PERSONAL SERVICES
1201 GENERAL EDUCATION PROGRAMMES
1203 SOCIAL SKILLS PROGRAMMES
1205 EMPLOYMENT SKILLS PROGRAMMES
1299 OTHER MIXED FIELD PROGRAMMES
9999 Not known or not indicated.

ELEMENT NUMBER A013

NAME OF ELEMENT THE CLASSIFICATION OF THE PROGRAM INTO ONE OF THE CHED
CLUSTERS.
SHORT NAME PANELCLASS
PURPOSE To classify the program into one of the CHED Technical Panel clusters.
For administrative purposes: Under which CHED cluster does the program
belong?
DEFINITION The classification of the program into the one of CHED Technical Panel (TP)
discipline clusters. Under which Technical Panel does the program belong?
Which Panel sets the minimum requirements for its program implementation?

REMARKS: There is a TP on Open Learning or Distance Education but “Distance

Ed” is a delivery mode, not a major discipline.
CODING 2-digit code.
1 AGRICULTURE EDUCATION
2 BUSINESS AND MANAGEMENT EDUCATION
3 CRIMINOLOGY EDUCATION
4 ENGINEERING, TECHNOLOGY AND ARCHITECTURE EDUCATION
5 HEALTH RELATED PROFESSIONS EDUCATION
6 HUMANITIES, SOCIAL SCIENCES AND COMMUNICATION
7 INFORMATION TECHNOLOGY EDUCATION
8 LEGAL EDUCATION
9 MARITIME EDUCATION
10 SCIENCE AND MATHEMATICS EDUCATION

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Data Elements on a Degree Program 23

11 TEACHER EDUCATION
12 OPEN LEARNING/ DISTANCE EDUCATION.
99 No information on the matter.

ELEMENT NUMBER A014

NAME OF ELEMENT THE CLASSIFICATION INTO FIELDS SPECIFIED IN PSCED
SHORT NAME PSCED_21
PURPOSE To classify the program into one of 21 disciplines specified in PSCED.
DEFINITION The classification of the program into the one of 21 fields specified by PSCED.
Note that Mathematics and Computer Science are classified separately, with
the latter now included among “IT-related disciplines”. As of December 2004,
much of the data in CHED is classified based on this list of disciplines.

IMPORTANT: Elementary and secondary school children should not be

classified into any of the 21 disciplines, not even under “General”. The
disciplines listed below are only for postsecondary programs, not elementary
and secondary programs.
CODING 2-digit code (as lifted from PSCED)
62 AGRICULTURE, FORESTRY, FISHERIES
58 ARCHITECTURE AND TOWN PLANNING
34 BUSINESS ADMINISTRATION AND RELATED
14 EDUCATION SCIENCE AND TEACHER TRAINING
54 ENGINEERING AND TECHNOLOGY
18 FINE AND APPLIED ARTS
00 GENERAL
66 HOME ECONOMICS
22 HUMANITIES
38 LAW AND JURISPRUDENCE
84 MASS COMMUNICATION AND DOCUMENTATION
46 MATHEMATICS
50 MEDICAL AND ALLIED
42 NATURAL SCIENCE
26 RELIGION AND THEOLOGY
78 SERVICE TRADES
30 SOCIAL AND BEHAVIORAL SCIENCES
52 TRADE, CRAFT AND INDUSTRIAL
89 OTHER DISCIPLINES
47 IT-RELATED DISCIPLINES (including Computer Science)
90 MARITIME
99 No information on the matter.

ELEMENT NUMBER A015

NAME OF ELEMENT IF THE PROGRAM IS REQUIRED FOR ELIGIBILITY IN TAKING A BOARD
EXAM
SHORT NAME BOARDEXAM
PURPOSE To indicate if the degree is an eligibility requirement for a professional
licensure or board examination administered by the Philippine Regulatory
Commission (PRC) or the Supreme Court. For instance, the MD program is
required for eligibility in taking the MD Board Exam.

DEFINITION If the program is explicitly required for eligibility in taking a professional

licensure examination.

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24 Data Elements on a Degree Program

REMARKS: The Licensure Examination for Teachers (LET) does not require any
particular bachelors degree. Any BS or AB degree holder is qualified to take the LET.
However, for ease of coding, Bachelor of Elementary Education would be coded “23”
and Bachelor of Secondary Education “24”. Most BS and AB programs would be
coded as “98”.
CODING
01 ACCOUNTANCY. This degree program is necessary if the student wants to
be eligible for the CPA Board Exam.
02 AERONAUTICAL ENGINEERING
03 AGRICULTURAL ENGINEERING
04 AGRICULTURE
05 ARCHITECTURE
06 CHEMICAL ENGINEERING
07 CHEMISTRY
08 CIVIL ENGINEERING
09 CRIMINOLOGY
10 CUSTOMS ADMINISTRATION
11 DENTISTRY/DENTAL MEDICINE
12 ELECTRICAL ENGINEERING
13 ELECTRONICS & COMMUNICATION ENGINEERING
14 ENVIRONMENTAL PLANNING
15 FISHERIES TECHNOLOGY
16 FORESTRY
17 GEODETIC ENGINEERING
18 GEOLOGY
19 INTERIOR DESIGN
20 LANDSCAPE ARCHITECTURE
21 LAW (LLB)
22 LIBRARY SCIENCE
23 LET-ELEMENTARY
24 LET-SECONDARY
25 MARINE TRANSPORTATION (DECK OFFICER)
26 MARINE ENGINEERING (ENGINE OFFICER)
27 MASTER PLUMBING
28 MECHANICAL ENGINEERING
29 MEDICAL TECHNOLOGY
30 MEDICINE (DOCTOR OF MEDICINE)
31 METALLURGICAL ENGINEERING
32 MIDWIFERY
33 MINING ENGINEERING
34 NAVAL ARCHITECTURE AND MARINE ENGINEERING
35 NURSING
36 NUTRITION AND DIETETICS
37 OCCUPATIONAL THERAPY
38 OPTOMETRY
39 PHARMACY
40 PHYSICAL THERAPY
41 RADIOLOGIC TECHNOLOGY
42 SANITARY ENGINEERING
43 SOCIAL WORK
44 SUGAR TECHNOLOGY
45 VETERINARY MEDICINE
46 X-RAY TECHNOLOGY
98 The degree program is not required for eligibility in any licensure
examination. Example: BS Mathematics, BS Physics, AB Psychology, etc.
99 NO INFORMATION ON THE MATTER

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Data Elements on a Degree Program 25

PERFORMANCE OF GRADUATES IN THE BOARD EXAMS

Performance in the board exam is usually taken as a measure of quality of a program (and often of the entire
HEI). This is specially true for bellwether programs such as Accounting, Law, Medicine, Dentistry and Veterinary
Medicine. To arrive at the correct “passing rate”, it is important – nay necessary -- for the HEIs, CHED and PRC
to gather the correct data and use the appropriate formulas.

The definitions and examples below show that there is no single way to compute “passing rate”. The computation
of “passing rate” is complicated by the fact that some graduates attempt right away (i.e. within 12 months of
graduation) while others delay or do not take the board exam at all. The definitions below put precision and
logic into the computations.

The four percentage indicators are: SUBOKAGAD%, AGADPASA%, TALAGA% and GROSSRATE%. If
CHED needs to tabulate these percentages, it should also tally PROG_TAPOS, SUBOKAGAD, AGADPASA,
KUMUHA, and PUMASA. If CHED needs a ratio or a percentage, it should separately record the numerator
and denominator.

ELEMENT NUMBER A016

NAME OF ELEMENT THE NUMBER OF RECENT GRADUATES WHO TAKE THE BOARD EXAM
RIGHT AWAY
SHORT NAME SUBOKAGAD
PURPOSE To answer: In one year, how many of the recent graduates make their first
attempt at the board exam within 12 months of graduation?
DEFINITION Out of the graduates of one schoolyear, the number who make their first
attempt at the board exam within 12 months of graduation. In other words,
SUBOKAGAD includes the recent graduates who are making immediate
attempts at the board exam.
It is possible that 200 graduated (“PROG_TAPOS”) but only 150 of them will
attempt the board exam within 12 months. In this case, SUBOKAGAD=150
(even if 20 other graduates attempted the board exam more than 12 months
after graduation). SUBOKAGAD does not include repeaters or late attempts.
Compare with the element KUMUHA below.

This data element is not applicable if the degree program is not an eligibility
requirement for a board exam.

SUBOKAGAD is a very important data element but its value can be determined
only if CHED, the HEIs and the PRC cooperate in tracing who among the HEI
graduates took the board exam and when. If CHED or the HEI have no regular
mechanism for keeping track who among its graduates take the board exam,
it would be difficult to count SUBOKAGAD.
CODING Numeric. Integer with no decimal point. If the program is not an eligibility
requirement for a board exam, SUBOKAGAD=-1. This value will signal the
non-applicability.
ELEMENT NUMBER A017
NAME OF ELEMENT THE NUMBER OF RECENT GRADUATES WHO PASS THE BOARD EXAM
ON THEIR FIRST ATTEMPT
SHORT NAME AGADPASA
PURPOSE To answer: among those who made their first attempt at the board exam within
12 months of graduation, how many passed the board exam?

DEFINITION From among the recent graduates who made their first attempt at the board
exam within 12 months of graduation, the no. who passed the board exam.
Compare with PUMASA below.

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26 Data Elements on a Degree Program

This data element is not applicable if the degree program is not an eligibility
requirement for a board exam.

REMARKS:
This is a very important data element but its value can be determined only if the HEI and
the PRC cooperate in tracing who among the HEI graduates took the board exam and
when. If the HEI has no regular mechanism for keeping track who among its graduates
take the board exam, it would be difficult to count SUBOKAGAD and AGADPASA.

CODING Numeric. Integer with no decimal point.

ELEMENT NUMBER A018

NAME OF ELEMENT THE BOARD EXAM “IMMEDIATE ATTEMPT RATE” OF THE PROGRAM
SHORT NAME SUBOKAGAD%
PURPOSE To answer: what percentage of the graduates made their first attempt at the
board exam within 12 months of graduation?

If this rate is high, it means the graduates feel confident or bold enough to
attempt the board exam right away. If this rate is low (say < 50%), the HEI
should investigate why its graduates do not attempt the board exam right
away.
DEFINITION Among the graduates counted in SUBOKAGAD, the % of them who passed
the board exam. By formula: SUBOKAGAD% = 100*SUBOKAGAD/ PROG_
TAPOS.

In one school year if 200 students graduated (PROG_TAPOS) and 150

of them made their first attempt at the board exam within 12 months of
graduation, then SUBOKAGAD% = 75.0% ( = 150/200).

This data element is not applicable if the degree program is not an eligibility
requirement for a board exam.

CODING Numeric with format xxx.x. No % sign needed.

ELEMENT NUMBER A019
NAME OF ELEMENT THE BOARD EXAM “FIRST ATTEMPT PASSING RATE” OF THE
PROGRAM
SHORT NAME AGADPASA%
PURPOSE To answer: among those who made their first attempt at the board exam
within 12 months, the percentage who passed.
What % of the graduates passed right away?
DEFINITION From among those who made their first attempt at the board exam within
12 months, the percentage who passed. By formula: AGADPASA% =
100*AGADPASA/ SUBOKAGAD.
§ If 200 graduated, 150 made their first attempt right away and 100
passed, then AGADPASA% = 66.7% ( = 100/150).
§ If 200 graduated but only 20 took the exam and all 20 passed, then
AGADPASA%=100%.
Compare with TALAGA% below.

This data element is not applicable if the degree program is not an eligibility
requirement for a board exam.
CODING Numeric with format xxx.x. No % sign necessary.

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Data Elements on a Degree Program 27

ELEMENT NUMBER A020

NAME OF ELEMENT THE BOARD EXAM “REAL FIRST ATTEMT PASSING RATE” OF THE
PROGRAM
SHORT NAME TALAGA%
PURPOSE To answer: among those who graduated, the percentage who passed the
board exam within 12 months of graduation.

If this rate is high, it is a good measure of program excellence. It means

many of the graduates attempt the board exam and many of them pass too.
DEFINITION From among those who graduated, the percentage who passed in their first
attempt.

By formula: TALAGA% = 100*AGADPASA/ PROG_TAPOS.

• If 200 graduated, 150 made their first attempt right away and 100
passed, we have AGADPASA% = 66.7% (=100/150) but TALAGA%
= 50.0% ( = 100/200).
• If 200 graduated, only 20 took the exam and 20 passed,
AGADPASA% = 100.0% ( =20/20) but TALAGA%= 10.0% ( =
20/200) only.

TALAGA% is a more appropriate measure of program excellence. It nullifies

the practice of some HEIs pre-screening or culling their graduates before the
graduates are allowed to attempt the board exam.

If TALAGA%=100%, it means that all graduates took the exam and all of
them passed in their first attempt. Nothing could be better than that! If
TALAGA%=0, it means that none among the graduates passed in their first
attempt. This could mean that
• no graduate even attempted the exam or
• some graduates took the exam right away but no one passed.
Either way, it does not speak well of the program.

This data element is not applicable if the degree program is not an eligibility
requirement for a board exam.

CODING Numeric with format xxx.x. No % sign necessary.

The data elements below are less indicative but easier to compute. The element BOARDPASS% is almost
everybody’s notion of board exam “passing rate”.

ELEMENT NUMBER A021

NAME OF ELEMENT THE NUMBER OF GRADUATES FROM THE PROGRAM WHO TAKE THE
BOARD EXAM REGARDLESS OF GRADUATION DATE OR PREVIOUS
ATTEMPTS
SHORT NAME KUMUHA
PURPOSE To answer: In one year, the total no. of graduates who took the board exam
regardless of graduation date or how many previous attempts they have
made.

DEFINITION In a specified year, the total no. of graduates who took the board exam
regardless of graduation date or previous attempts.

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28 Data Elements on a Degree Program

Suppose KUMUHA =300 in 2002. Most of the 300 are probably those who
graduated in March 2001 or March 2002, depending on the scheduling
of the board exam. However, the 300 KUMUHA could include some
graduates from long ago whether it was their first attempt or not. The element
SUBOKAGAD is a more strictly defined element because SUBOKAGAD
counts only the recent graduates making their first attempts right away.

• If PROG_TAPOS=200 and KUMUHA=220, it could only mean that

some old-time graduates are among the KUMUHA. It does not
necessarily mean that all recent graduates took the board exam right
away.
• If PROG_TAPOS=200 and KUMUHA =150, it means that some
recent graduates did not take the board exam. However, it does not
necessarily mean that all the 150 are recent graduates.
• If PROG_TAPOS=KUMUHA, it does not necessarily mean that all
recent graduates are taking the board exam.

This data element is most applicable to programs such as the LLB, MD,
Accounting, etc. programs. It is not applicable if the degree program is not an
eligibility requirement for a board exam.

Although easier to tally than SUBOKAGAD, the determination of the value of

KUMUHA still depends on the cooperation among the HEIs, CHED and the
PRC.

CODING Numeric. Integer with no decimal point. If the program is not an eligibility
requirement for a board exam, KUMUHA=-1. This value will signal the non-
applicability.
ELEMENT NUMBER A022
NAME OF ELEMENT THE NUMBER OF GRADUATES WHO PASSED THE BOARD EXAM
REGARDLESS OF DATE OF GRADUATION OR PREVIOUS ATTEMPTS
SHORT NAME PUMASA
PURPOSE To answer: In one year, the total no. of graduates who passed the board
exam regardless of graduation date or previous attempts.
DEFINITION In a specified year, the total no. of graduates who passed the board exam
regardless of graduation date or previous attempts. Out of the persons
counted among the KUMUHA, the no. of them who passed.

It is not applicable if the degree program is not an eligibility requirement for a

board exam.

The determination of the value of PUMASA still depends on the cooperation

among the HEIs, CHED and the PRC.

Compare with the element AGADPASA above.

CODING Numeric. Integer with no decimal point. If the program is not an eligibility
requirement for a board exam, PUMASA=-1. This value will signal the non-
applicability.

ELEMENT NUMBER A023

NAME OF ELEMENT THE BOARD EXAM “GROSS PASSING RATE” OF THE PROGRAM
SHORT NAME BOARDPASS%
PURPOSE To answer: among the graduates who took the exam in one year, the
percentage who passed – regardless of graduation date or previous
attempts.

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Data Elements on a Degree Program 29

DEFINITION From among the graduates who took the board exam, the number of them
who passed -- regardless of graduation date or previous attempts.

By formula, BOARDPASS%= 100* PUMASA/ KUMUHA.

§ If PUMASA =100 and KUMUHA=250, then BOARDPASS% = 40.0%

(=100/250).

Given the values of PUMASA and KUMUHA, it is not possible to infer the
value of SUBOKAGAD%, AGADPASA% or TALAGA% Conversely, if we
know the values of SUBOKAGAD%, AGADPAS% and TALAGA%, it is
impossible to deduce the values of PUMASA and KUMUHA.

This data element is not applicable if the degree program is not an eligibility
requirement for a board exam.

This is the popular notion of board exam passing rate but compare with
AGADPASA% and TALAGA%.
CODING Numeric with format xxx.x. No % sign necessary.

THE ALGEBRA OF AVERAGING PERCENTAGES:

The percentage data elements SUBOKAGAD%, AGADPAS%, TALAGA% and GROSSGRAD% could be
computed for just one year but a 3-year average would have more statistical reliability. The 3-year average would
be more stable without being outdated.To compute the average percentage over a period of years, say 3 years,
IT IS ALGEBRAICALLY WRONG TO TAKE A STRAIGHT AVERAGE OF THE ANNUAL PERCENTAGES.

The algebraically correct method: To compute the correct average of BOARDPASS% over 3 years,
• Sum the 3 values of the denominator KUMUHA and/or take the average of KUMUHA.
• Sum the 3 values of the numerator PUMASA and/or take the average of PUMASA.
• Divide the sum of PUMASA by the sum of KUMUHA.
• Or divide the average of PUMASA by the average of KUMUHA.

EXAMPLE:

PUMASA KUMUHA BOARDPASS%

2001-02 90 250 36.0%
2002-03 180 350 51.4%
2003-04 80 300 26.7%
TOTAL 350 900 38.9%
AVERAGE 117 300
STRAIGHT
AVERAGE 38.0%

In the example above, the values of BOARDPASS% in each year are 36.0 %, 51.4% and 26.7%. The straight
average is (36.0 + 51.4 +26.7)/.3 = 38.0 % but this is not the correct average.

The correct 3-year average is computed as follows:

• The sum of PUMASA is 350 while the sum of KUMUHA is 900. Thus, the correct 3-year average
BOARDPASS%= 350/900 1500 = 38.9 %
• The average no. of graduates is 117 ( = 350/3) while the average enrolment is 300 ( = 900/3). Thus,
BOARDPASS% = 117/300 = 38.9% --- just like above.

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30 Data Elements on a Degree Program

It is WRONG to take the straight average of the BOARDPASS% over the 3 years especially if the no. of
KUMUHA varies widely within the period. This same warning applies whenever a percentage is averaged over
a number of years. Remember College Algebra!

HOW MANY OF THE GRADUATES LANDED IN THE TOP 20?

Still another possible measure of performance in the board exam is to count how many of the graduates land
in the Top 20 of each board exam.

ELEMENT NUMBER A024

NAME OF ELEMENT THE NUMBER OF GRADUATES WHO LANDED IN THE TOP 20 OF THE
BOARD EXAM
SHORT NAME TOPNOTCHERS
PURPOSE To answer: In one year, the total no. of graduates who landed in the Top 20
regardless of graduation date or previous attempts.
DEFINITION In a specified year, the total no. of graduates who landed in the Top 20 of
the board exam regardless of graduation date or previous attempts. Out of
the persons counted among the KUMUHA, the no. of them who topped the
exam.

It is not applicable if the degree program is not an eligibility requirement for a

board exam.

The determination of the value of TOPNOTCHERS still depends on the

cooperation among the HEIs, CHED and the PRC.

CODING Numeric. Integer with no decimal point. If the program is not an eligibility
requirement for a board exam, TOPNOTCHERS=-1. This value will signal the
non-applicability.

IMPORTANT DATES CONNECTED TO THE DEGREE PROGRAM

ELEMENT NUMBER A025

NAME OF ELEMENT THE DATE WHEN THE PROGRAM WAS GIVEN A CHED PERMIT TO
ADMIT ITS FIRST STUDENTS
SHORT NAME PROGDATE1
PURPOSE To answer: on what date was the program permitted by CHED to admit its
first batch of students?
DEFINITION The date when the program was permitted by CHED to admit is first
students.
CODING MMDDYYYY If the program was never given a permit by CHED,
PROGDATE1=999999. This value will serve as a flag.

ELEMENT NUMBER A026

NAME OF ELEMENT THE DATE WHEN THE PROGRAM WAS “RECOGNIZED” BY CHED
SHORT NAME PROGDATE2
PURPOSE To answer: on what date was the program “officially recognized” by CHED
DEFINITION The date when the program was officially recognized by CHED.
CODING MMDDYYYY If the program has not yet been officially recognized by CHED,
PROGDATE2=999999. This value will serve as a flag.

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Data Elements on a Degree Program 31

ELEMENT NUMBER A027

NAME OF ELEMENT THE DATE WHEN THE PROGRAM ACTUALLY ADMITTED ITS FIRST
STUDENTS
SHORT NAME PROGDATE3
PURPOSE To answer: on what date did the program admit its first batch of students?
DEFINITION The date when the program actually admitted its very first students.
CODING MMDDYYYY
ELEMENT NUMBER A028
NAME OF ELEMENT THE DATE WHEN THE PROGRAM HAD ITS FIRST GRADUATES
SHORT NAME PROGDATE4
PURPOSE To answer: on what date did the first batch of graduates from the program
graduate?
DEFINITION The date when the program had its first batch of graduates.
CODING MMDDYYYY. If the program has not yet produced any graduates,
PROGDATE4=9999999 to serve as a flag.
ELEMENT NUMBER A029
NAME OF ELEMENT THE DATE WHEN THE PROGRAM WAS ACCREDITED LEVEL 1
SHORT NAME LEVEL1DATE
PURPOSE On what date did the program get its Level 1 accreditation?
DEFINITION The date when the program received its Level 1 accreditation.
CODING MMDDYYYY If the program has not earned any accreditation,
LEVEL1DATE=9999999. This will serve as a flag.
ELEMENT NUMBER A030
NAME OF ELEMENT THE DATE WHEN THE PROGRAM WAS ACCREDITED LEVEL 2
SHORT NAME LEVEL2DATE
PURPOSE On what date did the program get its Level 2 accreditation?
DEFINITION The date when the program received its Level 2 accreditation.
CODING MMDDYYYY If the program has not earned any Level 2 accreditation,
LEVEL2DATE=9999999. This will serve as a flag.
ELEMENT NUMBER A031
NAME OF ELEMENT THE DATE WHEN THE PROGRAM WAS ACCREDITED LEVEL 3
SHORT NAME LEVEL3DATE
PURPOSE On what date did the program get its Level 3 accreditation?
DEFINITION The date when the program received its Level 3 accreditation.
CODING MMDDYYYY If the program has not earned any Level 3 accreditation,
LEVEL3DATE=9999999. This will serve as a flag.
ELEMENT NUMBER A032
NAME OF ELEMENT THE DATE WHEN THE PROGRAM WAS LAST REVISED BY THE HEI
SHORT NAME PROGREVISE
PURPOSE To answer: when did the HEI most recently revise the program?
DEFINITION The date when the program was most recently revised by the HEI.
CODING MMDDYYYY If the program has not been revised since its start,
PROGREVISE=PROGDATE1.

ACCREDITATION STATUS OF THE PROGRAM

ELEMENT NUMBER A033

NAME OF ELEMENT THE ACCREDITATION LEVEL OF THE PROGRAM
NICKNAME PROGACCRED
PURPOSE To inform the public (esp. parents and students) of the accreditation status of
the program -- the level of accreditation and the accrediting organization.

It is pointed out that accreditation is given to a program, not to an institution.

Accreditation assures the public that the program meets certain minimum levels
of standards. Given CHED’s goal to raise the standards of higher education in
the country, this element is a very significant piece of data.
Commission on Higher Education
32 Data Elements on a Degree Program

DESCRIPTION Using a 2-digit code, to indicate the level of accreditation of the program and
the name of the accrediting agency.
CODING
01 NO ACCREDITATION WHATSOEVER BY ANY EXTERNAL AGENCY
21 Program granted Level 1 accreditation by ACSC-AA
22 Program granted Level 2 accreditation by ACSC-AA
23 Program granted Level 3 accreditation by ACSC-AA
31 Program granted Level 1 accreditation by PAASCU
32 Program granted Level 2 accreditation by PAASCU
33 Program granted Level 3 accreditation by PAASCU
41 Program granted Level 1 accreditation by PACU
42 Program granted Level 2 accreditation by PACU
43 Program granted Level 3 accreditation by PACU
51 Program granted Level 1 accreditation by AACUP
52 Program granted Level 2 accreditation by AACUP
53 Program granted Level 3 accreditation by AACUP
98 PROGRAM IS ACCREDITED BY AN AGENCY OTHER THAN THE 4
AGENCIES LISTED ABOVE.
99 Not known or not indicated.

ELEMENT NO. A034

ELEMENT NAME THE CALENDAR OR PACING OF THE CURRICULUM
SHORT NAME SEMESTRAL
PURPOSE To indicate if program is offered under a semestral, trimestral or quarterly
calendar. To inform the public (esp. prospective students and their parents)
about the pace of the program.
DEFINITION If the pacing of the program is: semestral, trimestral, etc. ( as coded below).
Semestral pacing means that at the end of each semester there is an
academic assessment and the no. of units earned are tabulated. It also
means tuition and other fees have to be paid by the student at the start of
each semester.

This is the pacing of the academic program taken as a whole, not the pacing
of a specific subject in the curriculum. Most higher education programs are
offered at the “semestral” pace.
CODING
1 Yearly. That is, enrollment one year at a time and academic progress is
assessed at the end of each year.
2 Semestral. Enrolment is one semester at a time and academic progress is
assessed at the end of each semester.
3 Trimestral. Enrollment for one trimester at a time and academic progress is
assessed at the end of each trimester.
4 Quarterly.
5 No mandated pacing, e.g. student can proceed at his/her own pace. No
periodic assessment of progress required.
9 No information about the matter.

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Data Elements on a Degree Program 33

ELEMENT NUMBER A035

ELEMENT NAME THE NORMAL LENGTH OF THE PROGRAM IN SCHOOLYEARS
NICKNAME PROGYEARS
PURPOSE To inform prospective students (and their parents) how many years it would
normally take to complete the program.
DESCRIPTION The normal number of schoolyears to complete the program from beginning
until graduation, assuming the student will follow the standard curriculum and
assuming student will pass all his subjects. For most baccalaureate
programs, PROGYEARS=4. This is to say most baccalaureate programs
are “4-year programs”. There is no further distinction if “4 years” means 8
semesters without summer, or 8 semesters plus 1 summer, or 8 semesters plus
2 summers, etc. If the “standard” curriculum checklist indicates that a student
can graduate in 4 schoolyears, regardless of whether summer enrolment is
required or not, then PROGYEARS= 4 anyway.

If the program is being offered under a trimestral calendar and the program
can be completed in 9 trimesters, then PROGYEARS = 3.

For the LLB program, PROGYEARS =4 even if most Law freshmen have had
to earn a 4-year baccalaureate degree prior to enrolment. The LLB program
itself is only a 4-year program. For the MD program, PROGYEARS=5 because
the MD program itself is only a 5-year program.

In a ladderized program set, the number of years required to finish a program in

a “middle rung” should include the number of years to complete the programs
in the lower rung. For instance, consider a 3-rung ladder as an example:
Associate in Business Administration (1st 2 years).
Certificate in Banking and Finance (3rd year)
BS BA (Banking and Finance) (4 yrs)

For the associate program at the bottom rung, PROGYEARS = 2. For the
certificate program in the middle rung, PROGYEARS = 2+1 = 3. Finally, for the
baccalaureate program at the top rung, PROGYEARS= 2+1+1=4.

For graduate programs, PROGYEARS is to be set on the assumption that the

student is studying full-time – even if most graduate students actually study
part-time. In setting PROGYEARS it is assumed that student is studying
full-time and will make normal progress with the thesis or dissertation. For
most masters programs, PROGYEARS=2 and for most PhD programs,
PROGYEARS=4. This data element will be set by the HEI running the degree
program.
CODING Numeric: 2 digits. No decimal point.

ELEMENT NUMBER A036

ELEMENT NAME THE NORMAL LENGTH OF THE PROGRAM IN SEMESTERS
NICKNAME PROGSEMS
PURPOSE To indicate how many semesters it would normally take a full-time student
passing all his subjects to complete the program.

DESCRIPTION The normal number of semesters (or equivalent number of semesters) to

complete the program from beginning until graduation. Assume the student
will pass all the subjects and will follow the standard curriculum.

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34 Data Elements on a Degree Program

Since more people are familiar with semesters, HEIs offering programs in
trimester or quarterly mode are requested to determine the equivalent number
of semesters. In particular, 3 trimesters are equivalent to 2 semesters.

In a ladderized program set, the number of semesters required to finish a

program in a “middle rung” should include the number of semesters to complete
the programs in the lower rung. For instance, consider a 3-rung ladder:
Associate in Business Administration (1st 2 years).
Certificate in Banking and Finance (3rd year)
BS BA (Banking and Finance) (4 yrs)

For this example, PROGSEMS for the associate program or bottom rung is
clearly 4 semesters or “04”. A student with the associate degree needs only
one more year to earn the pre-baccalaureate certificate or middle rung. Thus,
PROGSEMS for the certificate program should be 6 semesters or “06”. In other
words, include the 4 semesters needed to complete the certificate program
which is a prerequisite. In this example, PROGSEMS for the BS degree or top
rung is 8 semesters or “08”.
CODING 01 1 semester.
02 2 semesters / 3 trimesters / 1 year
03 3 semesters or equivalent
04 4 semesters / 6 trimesters / 2 years
05 5 semesters or equivalent
06 6 semesters / 9 trimesters / 3 years
07 7 sems or equivalent
08 8 sems / 12 trims / 4 years
09 9 sems or equivalent
10 10 sems / 15 trims / 5 years
11 11 sems or equivalent
12 12 sems / 18 trims / 6 years
13 13 sems or equivalent
14 14 sems / 21 trims / 7 years
15 15 sems
16 16 sems / 24 trims / 8 years
17 17 sems
18 18 sems / 27 trims / 9 years
99 Not known or not indicated.

WHAT IS THE MAXIMUM RESIDENCY PERIOD IN THE PROGRAM?

ELEMENT NUMBER A037

ELEMENT NAME THE MAXIMUM RESIDENCY PERIOD IN THE PROGRAM
SHORT NAME MAXRESIDENCY
PURPOSE To answer: if a student takes it slowly, how long will he be allowed to finish
all the requirements in the program before he is declared ineligible because
he has taken “too long”. This is very important for the graduate programs
where many students are working students and/or take too long finishing the
thesis or dissertation.

DEFINITION Counting from the date of first registration into the program, the no. of
years in which the student must complete all requirements of the
program. If the student is unable to finish within this number of years
(even if he has remained in good standing all along), the student will not be
allowed to graduate anyway because he has taken “too long”.

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Data Elements on a Degree Program 35

Typically, the maximum residency period is 1.5 times PROGYEARS. For

a 4-year program, the student must complete all requirements within a 6-
year span, e.g. from June 1 1991 to May 30, 1997. The usual maximum
residency period for a 2-year masters is usually 4 years. If the student starts
on June 1, 2004, the degree (including the thesis if required) should be
completed by May 30, 2008.

The final arbiter of this data element is the HEI Registrar.

CODING Numeric, integer. No decimal place. If the program does not enforce a
maximum residency period, set MAXRESIDENCY=99. The value will serve
as a flag.

HOW MANY SUBJECTS AND HOW MANY UNITS ARE REQUIRED IN THE PROGRAM?

ELEMENT NUMBER A038

ELEMENT NAME TOTAL NUMBER OF ACADEMIC SUBJECTS REQUIRED IN THE
PROGRAM.
SHORT NAME PROGSUBJS
PURPOSE To inform the public (esp. the parents and students) how many academic
subjects a student has to pass in order to complete the program.
DESCRIPTION The total number of academic subjects which a student has to pass to
graduate. Do not count thesis or dissertation as a subject. Do not include
Physical Education or Military Training/NSTP, Religion or Theology (unless
the program is Theology or Divinity).
CODING Numeric: 2 digits.

ELEMENT NUMBER A039

ELEMENT NAME TOTAL ACADEMIC CREDIT UNITS REQUIRED IN THE PROGRAM
SHORT NAME PROGUNITS
PURPOSE To inform the public (esp. the parents and students) how many academic
credit units a student has to pass in order to complete the program.
DESCRIPTION The total number of academic units which a student needs to complete the
program, from beginning to end. Include all subjects in the curriculum, e.g.
Religion and/or Theology if required. Exclude PE and Military Training/NSTP
(National Service Training Program), thesis or seminar requirements. Most
programs assign credit units to the thesis or dissertation but this assignment
varies too widely, e.g. from 6 units to 12 units. Because of this wide variation,
do not count units assigned to the thesis. The element PROGUNITS should
NOT include the credit units assigned to the thesis or dissertation.

In a ladderized program set, the number of units required to finish a program in

a “middle rung” should include the number of units to complete the programs
in the lower rung. For instance, consider a 3-rung ladder:
Associate in Business Administration ( 80 units)
Certificate in Banking and Finance (additional 44 units)
BS BA (Banking and Finance)

For this example, suppose PROGUNITS for the associate program, the
bottom rung, is 80 units. Suppose further that a student with the associate
degree needs 44 units to get the pre-baccalaureate certificate in the middle
rung. Then PROGUNITS for the certificate program should be 124 (= 80+44)
units. This convention will apply also in determining PROGUNITS for the top
rung of the ladder.

CODING Numeric: 3 digits.

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36 Data Elements on a Degree Program

ELEMENT NUMBER A040

ELEMENT NAME THE NORMAL LOAD PER SEMESTER OF A FULL-TIME STUDENT
SHORT NAME NORMALOAD
PURPOSE To answer: what is the normal load per semester of a full-time student in the
program? To be used in computing the no. of full-time equivalent students
(FTES).
DEFINITION The normal load (units per semester) of a full-time student in the
program, averaged for the entire length of the program, and rounded off
to the nearest integer.

The curriculum might prescribe 18 units in 1st sem 1st year, 20 units in 2nd sem
1st year, 21 units in 1st sem 2nd year, etc. The data element NORMALOAD
should be averaged for all the semesters and rounded to the nearest integer
for convenience. Exclude: PE, NSTPP, thesis or dissertation.

If the student were a full-time student, how many units is he expected to enroll
in a typical semester?

Exclude: thesis, PE, NSTPP, Religion/Theology.

CODING Numeric, integer. No decimal place.

ELEMENT NUMBER A041

ELEMENT NAME IF A THESIS OR DISSERTATION IS REQUIRED TO COMPLETE THE
PROGRAM
SHORT NAME THESISREQ
PURPOSE To inform the public (esp. the parents and students) if a thesis or some
culminating project is required. A thesis implies some extraordinary cost and
unpredictable time duration.
DESCRIPTION If a thesis or project is required for graduation, as coded below.
CODING
1 A thesis, project, production, or recital is definitely required for graduation.
2 The student has the option to do a thesis or do something else instead (e.g.
take an exam, take more subjects, etc.). The program gives the student a
choice between thesis or non-thesis option.
3 Definitely no thesis, production, project or recital is required.
9 No information provided on the issue.

ELEMENT NUMBER A042

ELEMENT NAME TOTAL GENERAL EDUCATION UNITS REQUIRED IN THE PROGRAM
NICKNAME UNITS_GE
PURPOSE To inform the public (esp. the parents and students) how many GE units are
required in the program.
DESCRIPTION The no. of “general education” (GE) units required in the curriculum. Exclude:
PE, NSTPP, Religion and Theology. Graduate level programs do not require
GE and this can be indicated by setting UNITS_GE=0. The zero must be
entered explicitly. A blank entry is not valid.
CODING Numeric: 2 digits.

ELEMENT NUMBER A043

ELEMENT NAME TOTAL UNITS REQUIRED IN THE MAJOR DISCIPLINE
SHORT NAME UNITS_MAJOR
PURPOSE To inform the public (esp. the parents and students) how many units are
required in the major discipline.
DESCRIPTION The no. of units in the major discipline required in the curriculum. If the
program is BS Physics, major discipline means Physics only – even if
mathematics and/or chemistry are also integral parts of any Physics degree.
Exclude: GE, PE, Military Training/NSTP, Religion and Theology.
CODING Numeric: 3 digits.

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Data Elements on a Degree Program 37

ELEMENT NUMBER A044

ELEMENT NAME TOTAL ELECTIVE UNITS REQUIRED IN THE PROGRAM
NICKNAME UNITS_ELECTV
PURPOSE To inform the public (esp. the parents and students) how many “elective”
units are required for graduation. To indicate the “degree of freedom” in the
curriculum.
DESCRIPTION The no. of units in electives, whether they are restricted electives (e.g.
“Science elective”) or free electives (where student has a wider choice to
select from).
CODING Numeric: 2 digits.

ELEMENT NUMBER A045

ELEMENT NAME TOTAL “LECTURE UNITS” REQUIRED IN THE PROGRAM.
SHORT NAME LECT_UNITS
PURPOSE To indicate the no. of “classroom-based or lecture” units (as opposed to lab-
based, clinic-based or field-based units) required in the curiculum. To be
used in estimating program costs.
DEFINITION Out of the total units required in the curriculum, the no. of units which will
be earned in a classroom ( as opposed to a lab, workshop, clinic, or in field
work). Exclude: units to be earned in a lab, clinic, workshop or the field.
Exclude: thesis, PE and NSTPP (or substitute).
CODING Numeric:3 digits.

ELEMENT NUMBER A046

ELEMENT NAME TOTAL “NON-LECTURE UNITS” REQUIRED IN THE PROGRAM.
SHORT NAME NONLECT_UNITS
PURPOSE To indicate the no. of units required in the curriculum which have to be earned
by the student OUTSIDE the usual lecture room, e.g. in a laboratory, clinic,
workshop or field. To be used in estimating program costs on the assumption
that classroom-based units and non-lecture units do not cost the same.
DEFINITION Out of the total units required in the curriculum, the no. of units which will be
earned OUTSIDE a lecture classroom. This means units earned in a lab,
studio, workshop, gymnasium, clinic, on the job, field, etc.

Exclude: thesis, Religion/ Theology, PE and Military Training/ NSTP.

Note that: PROGUNITSS = LECT_UNITS+NONLECT_UNITS.

CODING Numeric:3 digits.

ELEMENT NUMBER A047

ELEMENT NAME IF THE OFFERING OF THIS PROGRAM BY THE PHILIPPINE HEI
INVOLVES A FOREIGN-BASED INSTITUTION

SHORT NAME IMPORTED

PURPOSE To indicate if the offering of the program involves a foreign-based institution.
To identify the fully-indigenous programs as opposed to those with some
foreign participation.
DEFINITION If the offering of the program by the Philippine HEI involves a foreign-based
institution. “Involvement” as described in the categories below.
CODING 1-digit code

1 The program offering involves NO foreign partner whatsoever. Purely

Philippines. ( However, see element CONSORTIUM).

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38 Data Elements on a Degree Program

2 A foreign-based institution supplies the curriculum and/or teaching materials

but at the end of the program, the foreign institution does NOT grant a
certificate or diploma to the graduate. That is, the graduate gets only a
Philippine certificate or diploma.
3 A foreign-based institution supplies the curriculum and/or teaching materials.
Moreover the foreign institution itself gives the graduate a certificate or
diploma. Thus, the graduate earns a Philippine certificate or diploma as well
as a foreign one.
4 Other arrangements with a foreign-based institution.
9 No information on the matter.

ELEMENT NUMBER A048

ELEMENT NAME THE NUMBER OF PHILIPPINE INSTITUTIONS INVOLVED IN THE
ADMINISTRATION OF THE PROGRAM
NICKNAME CONSORTIUM
PURPOSE To indicate if the program is under the exclusive administration of one college,
one HEI or if the program is the consortium of several colleges and/or HEIs.
DESCRIPTION To classify the program based on the number of colleges or HEIs which are
administering it, based on the coding below. A program such as BS Physics
requires students to take subjects in several departments: English, Chemistry,
Mathematics, History, etc. As a general rule, these departments play a role in
offering some subjects in the program but play “no role in the administration”
of the BS Physics program. None of these departments initiate any changes
or revisions in the BS Physics program.
CODING
1 Only one department in one college and one HEI is administering the
program.
2 More than one department but only one college in only one HEI. For instance,
a double major BS CHEM-PHYSICS administered by 2 departments in the
same College of Science of the same HEI.
3 More than one college but still only one HEI. For instance, the double major
BS AGRI-BUSINESS might be administered by both College of Business and
College of Agriculture in the same HEI.
4 More than one HEI but within the same university system. For instance,
if the PhD Molecular Biology program is a consortium effort of two or more
HEIs of the same university system. For instance, a joint program of U.P.
Diliman and U.P. Manila.
5 Two or more Philippine HEIs not belonging to the same system. For
instance, if PHD Molecular Biology is jointly administered by Ateneo de Manila
and U.P. Diliman. This means two separate HEIs have a say in the revision
of the program.
9 No information on the matter.

ELEMENT NUMBER A049

ELEMENT NAME THE COLLEGE ADMINISTERING THE PROGRAM
NICKNAME PROGCOLL
PURPOSE To indicate which college in the HEI is administering the program.
DESCRIPTION The college which is responsible for the program, for revising or improving it.
If the program is jointly-administered by 2 or more colleges, PROGCOLL will
be the college which physically stores the student records. This is actually the
UNITCODE of the college within the HEI.
CODING Same as UNITCODE.

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Data Elements on a Degree Program 39

ELEMENT NUMBER A050

ELEMENT NAME THE DEPARTMENT ADMINISTERING THE PROGRAM
NICKNAME PROGDEPT
PURPOSE To indicate which department in the college is administering the program. If a
college which has no departments or institutes is administering the program,
then the name or code of the college will be indicated as PROGDEPT. This
element informs prospective and current students whom to see for detailed
questions about the program.
DESCRIPTION This is the department or institute within PROGCOLL which administers the
program. For instance, BS Applied Physics in UP Diliman is administered by
the National Institute of Physics within the College of Science. For this program,
PROGDEPT = National Institute of Physics. If 2 or more departments jointly
administer the program, PROGDEPT will be the department which physically
holds the student records.
CODING Same as UNITCODE.

ELEMENT NUMBER A051

ELEMENT NAME THE ENROLMENT QUOTA OF THE PROGRAM
NICKNAME E_QUOTA
PURPOSE To indicate the total number of new freshmen which the program is ready,
willing and able to accept in the first semester.
DESCRIPTION In a specific schoolyear, the ENROLMENT QUOTA or E_QUOTA, i.e. the
number of new freshmen which the program is ready to accept as new
freshmen in the first semester. Do not confuse with Q_QUOTA. In an
airplane analogy, the E_Quota is the actual no. of seats in the plane while
Q_QUOTA it the number of confirmed seat reservations.
CODING Numeric: 4 digits. If no explicit enrolment quota is imposed (i.e. “non-quota”
program), PROGEKOT =9998. The code 9999 will be reserved to mean Not
Known.

ELEMENT NUMBER A052

ELEMENT NAME THE QUALIFIERS QUOTA OF THE PROGRAM
NICKNAME Q_QUOTA
PURPOSE In a specific school year, to indicate how many qualifiers (eligible to enrol as
undergraduate freshmen) will be offered admission into the program. The
“qualifiers” are the applicants who are offered admissions, i.e. the applicants
who receive the usual “Congratulations you have been accepted into XYZ
University….” letter.
DESCRIPTION In a specific school year, the no. of applicants who will be offered
admission into the program. If a program wants to admit 50 freshmen (i.e.
if E_QUOTA = 50), the HEI may actually list more than 50 names as qualifiers
because not all qualifiers actually show up to register. In an airline analogy,
Q_QUOTA is the number of confirmed seat reservations while E_QUOTA
is the actual no. of seats. The qualifiers who do not register are sometimes
referred to as “no-shows”, i.e. they could have registered but for some reason
or another did not or could not.

By formula, Q_QUOTA = E_QUOTA + “OVERBOOKING”. In the airplane

analogy, the enrolment quota (or E-QUOTA) is the number of seats on the
plane while the qualifiers quota ( or Q-QUOTA) is the number of confirmed
reservations. If the Q_QUOTA is set too high (i.e. too much overbooking)
and too many freshmen show up, the program will be swamped. On the
other hand, if Q_QUTQA is set too low (i.e. not enough overbooking), there
is danger of under-utilization of capacity. Thus, each year the setting of Q_
QUOTA requires some “judicious guessing” on the part of the chair, dean, the
University Registrar, and the President.

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40 Data Elements on a Degree Program

CODING Numeric: 5 digits. If no explicit qualifiers quota is imposed, i.e. program is

“non-quota”, PROGQQOT=9998. The code 9999 will be reserved for Not
Known.

(FOR SUCs ONLY) NO. OF “FUNDED STUDENT PLACES”

The concept of “funded student places” is crucial in Output Funding or Normative Financing. Under this concept,
the funding which an SUC will receive does not depend outright on the no. of students which an SUC already
has or wants to have.

The no. of funded student places is the no. of students which the National Government is willing and
able to fund. For a specific degree program, if the government funding rate is P25,000 per student and the
program is alloted 100 funded student places, it means the SUC is entitled to receive a total of P 2.5M ( =
100*25,000) in government subsidy -- but none beyond this. If the SUC has only 80 students, then the SUC
will receive P2.0M ( =80*25,000). If the SUC happens to have 120 students (i.e. more than the no. of funded
places), the SUC will have to make do with the P2.5M anyway. To be able to afford the “excess students”,
the SUC will have to introduce economy measures, raise revenues from tuition and fees, increase business
income, solicit donations, reduce the no. of sudents – or do all of the above! An SUC will not be allowed to cross-
subsidize from one program to another. That is, funds intended for one degree program cannot be diverted to
another degree program.

The funded student places will be alloted to specific degree programs, e.g. 400 funded places for BS Computer
Science but only 100 funded places for BS Business Administration. The no. of funded places to be alloted
to an SUC program will be based on many factors: the labor requirements of the country for graduates of
the program, the availability of resources within the SUC, the availability of qualified students, the quality of
the academic program, the presence (or absence) of competition from other SUCs and private HEIs in the
geographic area, the availability of funds in the National Government, etc. The detailed procedure for alloting
funded places has not yet been set but the concept of “funded student places” is already in use in many
parts of the world.

The concept of funded student places does not prevent an SUC from offering new programs or admitting
students beyond the no. of funded places. The caveat is that: if an SUC admits students in excess of the funded
places, then the SUC itself will have to raise the funds for these unfunded student places. Government subsidy
will be limited strictly to the funded places or actual enrollment, whichever is lower.

ELEMENT NUMBER A053

ELEMENT NAME THE NUMBER OF “FUNDED STUDENT PLACES” IN AN SUC
PROGRAM
SHORT NAME PLACES
PURPOSE For SUCs only: To indicate the no. of students in the program which the
government is willing and able to subsidize at an agreed rate.
DEFINITION For SUCs only: The total no. of students in the program which the
government is willing to subsidize. Although this sounds very much like
E_QUOTA, it is not. An SUC may admit more than PLACES but on its
own, without government subsidy, the SUC will have to raise the funds for
students in excess of PLACES.
CODING Numeric:7 digits. No decimal points and no peso signs needed. If the
program is not in an SUC, PLACES=999999. This value will serve as a flag.

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Data Elements on a Degree Program 41

ELEMENT NUMBER A054

ELEMENT NAME TOTAL NUMBER OF BRAND-NEW STUDENTS INTO THE PROGRAM.
SHORT NAME FRESHMEN
PURPOSE To measure “brand-new” input at the entry point to the program.
DEFINITION In a specific semester, the no. of new students who have not earned
previously any credits toward the program.

• For a baccalaureate program, FRESHMEN means the no. of

“brand-new” 1st year students. This means those who have not
yet earned any tertiary level academic credits, e.g. students
straight from secondary school. Do not include lateral transfers,
i.e. somebody who has earned some tertiary level credit units
somewhere else. That is, do not include IMMIGRANTS1 or
IMMIGRANTS2.

• At the elementary level, FRESHMEN means the brand-new

Kindergarten or Grade 1 students, whichever is the entrance level in
the institution. Exclude balik-aral at Grade 1 or Kinder.

• For the secondary program, FRESHMEN means brand-new 1st

year students, excluding those who have been in 1st year before but
did not complete or pass 1st year. That is, exclude balik-aral.

• For a masters program, FRESHMEN means the no. of 1st year

masters students who have not yet earned any graduate level
credits. For example, somebody fresh out of a baccalaureate
program. Do not include lateral transfers, i.e. somebody who has
earned some graduate level credit units elsewhere.

• For a doctoral program, FRESHMEN means the no. of 1st year PhD
students who have not yet earned doctoral level credit units. For
example, somebody straight from a masters program. But if the
doctoral program is a “straight PhD” program then FRESHMEN
could mean somebody straight from an undergraduate program.

CODING No coding necessary. This is numeric data: 5 digits.

HOW MANY 2ND YEAR, 3rd year? 4th year STUDENTS?

How many students are in the 1st year? 2nd year? 3rd year? 4th year? This is an important question for an HEI
but each HEI handles the classification of “irregular students” in its own way. Thus, while the classification into
year levels makes sense within an HEI, it may not make sense for CHED to add all “4th year students” in the
country. Due to the fact that some programs are 4-year programs and some are 5-year programs, some of the
4th year students are graduating and some are not! There is not much usefulness in knowing how many 4th year
students there are in a region or in the Philippines. In contrast, there could usefulness in counting the no. of
brand-new students – hence the data element FRESHMEN.

The data elements shown below will be used by an HEI for its own purposes. For reference, see data element
YEARLEVEL in Chapter 7 DATA ON A STUDENT.

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42 Data Elements on a Degree Program

A055 YRLEVEL1 NO. OF STUDENTS WITH 1ST YEAR LEVEL STANDING IN THE
PROGRAM
A056 YRLEVEL2 NO. OF STUDENTS WITH 2ND YEAR STANDING
A057 YRLEVEL3 NO. OF STUDENTS WITH 3RD YEAR STANDING
A058 YRLEVEL4 NO. OF STUDENTS WITH 4TH YEAR STANDING
A059 YRLEVEL5 NO. OF STUDENTS WITH 5TH YEAR STANDING
A060 YRLEVEL6 NO. OF STUDENTS WITH 6TH YEAR STANDING
A061 YRLEVEL7 NO. OF STUDENTS WITH 7TH YEAR STANDING
A062 YRLEVEL8 NO. OF STUDENTS WITH 8TH YEAR STANDING

HOW MANY STUDENTS ARE ENROLLED DURING A SEMESTER? DURING A SCHOOLYEAR?

How many students are enrolled in the current semester? This is answered directly by the data element
ENROLMT. CHED must declare July 1 as the National Census Day for counting enrolment in the
various programs. This is a good day to freeze enrolment in the first semester because it gives a chance
for students to change matriculation. Data will be frozen on that day and recorded.

ELEMENT NUMBER A063

ELEMENT NAME IN A SPECIFIC SEMESTER, TOTAL NUMBER OF STUDENTS ENROLLED
IN THE PROGRAM
SHORT NAME ENROLMT
PURPOSE To indicate how many are currently enrolled in a specific semester.
DEFINITION On July 1 if it is the first semester or November 15 if it is the second semester,
the total headcount of students officially enrolled in the program. Include all
year levels 1st year, 2nd year, 3rd year, 4th year, etc. Include those who are
officially enrolled “for residence only”.

Do not include students on official leave of absence (LOA). Do not include

students who are AWOL, i.e. did not enrol but did not file an official leave
either. In an HEI, the most authoritative source of this data element is the HEI
Registrar, not the college, not the department.

ENROLMT includes the continuing students, i.e. those who have stayed
in the program all these years. In addition, ENROLMT also includes
IMMIGRANTS1 and IMMIGRANTS2. Indeed, ENROLMT also includes those
counted in PROBATION. However, ENROLMT excludes those in UMALIS1
and UMALIS2. All these data elements are defined below.
CODING Numeric: 5 digits.

BUT WHAT IS THE ENROLLMENT FOR THE YEAR (ENROLMTYR)?

The question “How many students are enrolled in a schoolyear?” is a more dangerous question because it invites
confusion. There are at least 3 different ways to define ENROLMTYR or enrolment “during a schoolyear”:
• ENROLMTYR = ENROLMT (Sem 1) + ENROLMT (Sem2)
• ENROLMTYR = 0.50 x (ENROLMT Sem1 + ENROLMT Sem2)
• ENROLMTYR = the headcount of all students who enrolled in at least one semester of the
schoolyear, with the proviso that no student will be counted twice.

The defect of the first definition is double-counting those students who enrolled in both semesters. The third
definition is more precise because it avoids double-counting but it requires more work.
For example, if 1000 students enrolled in both semesters, 200 in the first semester only and 100 in the second
semester only, the third definition above yields 1,300. In contrast, the first definition would yield 2,300 while
the second definition would yield 1,150. The first definition is the most misleading of the three but there is a
toss-up between the second and third definitions. The situation gets more complicated if we include summer
enrolment.

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Data Elements on a Degree Program 43

If CHED wants to tabulate enrolment for a schoolyear, the best thing to do is just tally the first semester
enrolment on July 1.

ELEMENT NUMBER A064

ELEMENT NAME THE NO. OF LATERAL TRANSFERS INTO THE PROGRAM FROM WITHIN
THE SAME HEI
SHORT NAME IMMIGRANTS1
PURPOSE To measure lateral input to the program from within the same HEI. In
FIRSTYEAR. To measure internal immigration within the HEI.
DEFINITION In a specific schoolyear, the no. of “lateral transfers” into the program from
within the same HEI. This means students who have earned some credits
elsewhere in the HEI but shifted into the program. If it is July 1, 2003,
IMMIGRANTS1 are the students who were in the HEI but not enrolled in
this program on July 2, 2002 -- but are now enrolled in the program on July
1, 2003. Students counted in IMMIGRANTS1 are also counted among those
in ENROLMT.
Note the difference between IMMIGRANTS1 and FRESHMEN. IMMIGRANTS1
have earned credits in another program while FRESHMEN are students who
have not earned any credits elsewhere.
For instance, IMMIGRANTS1 will include a BS Civil Engineering who has
earned some units in that program but then shifts to BS Physics in the same
HEI. Such a student is counted as part of IMMIGRANTS1 of BS Physics.
See next element.
CODING Numeric: 5 digits.

ELEMENT NUMBER A065

ELEMENT NAME THE NO. OF LATERAL TRANSFERS INTO THE PROGRAM FROM
OUTSIDE THE HEI
SHORT NAME IMMIGRANTS2
PURPOSE To measure lateral input to the program FROM OUTSIDE THE HEI.
DEFINITION In a specific schoolyear, the no. of “lateral transfers” into the program from
outside the HEI. This means students who have earned some credits in another
HEI but transferred into the program. If it is July 1, 2003, IMMIGRANTS2 are
the students who were not even in the HEI on July 2, 2002 but are enrolled
in the program on July 1, 2003. Students in IMMIGRANTS2 are also counted
in ENROLMT.
CODING Numeric: 5 digits.

ELEMENT NUMBER A066

ELEMENT NAME THE NO. OF STUDENTS IN GOOD STANDING WHO SHIFT OUT OF THE
PROGRAM BUT STAY WITHIN THE SAME HEI
SHORT NAME UMALIS1
PURPOSE To count the no. of students in good academic standing who left the program
“prematurely” but stayed within the same HEI. To measure internal immigration
within the HEI.
DEFINITION In a specific schoolyear, the no. of students who were in good academic
standing, left the program before graduation and shifted to another program
within the same HEI. If it is July 1, 2003, UMALIS1 are the students who
were enrolled in this program on July 1, 2002 but have left voluntarily to some
other program in the HEI on July 1, 2003. The students counted in UMALIS1
are no longer part of ENROLMT.
UMALIS1 excludes: student who stops temporarily (i.e. less than 2
consecutive school years) but has not secured honorable dismissal from the
HEI. Compare with UMALIS2 and PAHINGA.
CODING Numeric: 5 digits.

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44 Data Elements on a Degree Program

ELEMENT NUMBER A067

ELEMENT NAME THE NO. OF STUDENTS IN GOOD STANDING WHO LEAVE THE
PROGRAM AND ALSO THE HEI.
SHORT NAME UMALIS2
PURPOSE To count the no. of students in good academic standing who left the program
and left the HEI too.
DEFINITION In a specific schoolyear, the no. of students who were in good academic
standing, left the program before graduation and left the HEI too. In other
words, UMALIS2 are all those who applied for and received honorable
dismissals from the program. However, UMALIS2 also includes those who are
AWOL, i.e. students were in good standing, have not filed a leave or sought
honorable dismissal, and have not enrolled for 6 consecutive semesters.
Or those who disappeared and have now been overtaken by the maximum
residency rule.
If it is July 1, 2003, UMALIS2 are the students who were enrolled in this
program on July 1, 2002 but are no longer in the HEI on July 1, 2003 because
they left voluntarily and were not forced out. The students counted in
UMALIS2 are no longer included among those in ENROLMT.
Exclude: student who graduated, student who was dismissed or expelled due
to disciplinary reasons or academic deficiency. Include: student who was in
good academic standing but has been AWOL for so long that he has exceeded
the maximum residency rule for the program or 6 consecutive semesters of
non-enrollment, whichever comes first.
CODING Numeric: 5 digits.

ELEMENT NUMBER A068

ELEMENT NAME THE NO. OF STUDENTS WHO WERE ON ACADEMIC PROBATION OR
TEMPORARY SUSPENSION.
SHORT NAME PROBATION
PURPOSE To count the no. of students who are on academic probation or under
suspension.
DEFINITION In a specific schoolyear, the no. of students who are on “academic
probation”. That is, students who have not been dropped permanently from
the program but are in danger of being dropped due to underloading, failing
or incomplete grades, dropping too many subjects, etc. Students counted
as PROBATION are still counted as part of ENROLMT.

Include students who are under temporary suspension (e.g. 1 day to 1

academic year) due to disciplinary reasons or rules infraction.
CODING Numeric: 5 digits.

ELEMENT NUMBER A069

ELEMENT NAME THE NO. OF STUDENTS WHO WERE DROPPED PERMANENTLY FROM
THE PROGRAM DUE TO DISCIPLINARY REASONS OR ACADEMIC
DEFICIENCIES.
SHORT NAME PINAALIS
PURPOSE To count the no. of students who were dropped permanently from the program
for disciplinary reasons, rules infractions, or academic deficiencies. To count
the number of “forced exits” from the program.
DEFINITION In a specific schoolyear, the no. of students who were dropped permanently
from the program due to disciplinary reasons or academic deficiencies. The
no. of “forced exits”. If it is July 1, 2003, PINAALIS are the students who were
enrolled in this program on July 1, 2002 but were forced out between July 2,
2002 and June 30, 2003 --- and therefore are no longer in the program on July
1, 2003. Students in PINAALIS are no longer among those in ENROLMT.

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Data Elements on a Degree Program 45

Note that a student who is placed under “academic probation” or under

temporary suspension (e.g. 30 days or even 1 year) is not considered a
dropout because such a student could actually return to good standing. A
student who was in good standing and then went AWOL for so long that he
has exceeded the maximum residency rule is not considered a dropout. Such
a student is counted as part of UMALIS2.
CODING Numeric: 5 digits.

ELEMENT NUMBER A070

ELEMENT NAME THE NO. OF STUDENTS IN GOOD STANDING WHO ARE NOT CURRENTLY
ENROLLED
SHORT NAME NAGPAHINGA
PURPOSE To count the no. of students who are still in good standing but are not currently
enrolled. This is specially important for graduate programs where part-time
students may or may not enrol every semester.
DEFINITION In a specific semester, the no. of students not currently enrolled but still
eligible or welcome to return or rejoin the program.
If it is July 1, 2003, NAGPAHINGA are the students who are not enrolled but
who, as of this date, are still in good standing. As of this date, the student has
not exceed the maximum residency period or 6 consecutive semesters of
non-enrollment whichever comes first.

Include: students on official deferral or LOA. Include those who are suspended
but still eligible to return after the suspension. Include those who are in good
standing but are “temporarily missing”, i.e. not currently enrolled but did not
file official leave of absence. Exclude student who is officially enrolled “for
residence only” because such a student is classified as enrolled.

Exclude those who have been dismissed, expelled, have filed request for
honorable dismisal, and those overtaken by the maximum residency rule.
CODING Numeric: 5 digits.

ELEMENT NUMBER A071

ELEMENT NAME THE NO. OF STUDENTS IN GOOD STANDING WHETHER ENROLLED
OR NOT.
SHORT NAME PROG_MAJORS.
PURPOSE To indicate the full count of “PROG_MAJORS”, i.e. the no. of students in good
academic standing whether they are currently enrolled or not. Especially
relevant to many graduate programs where most students are part-time and
sometimes skip enrolling in some semesters without going on formal leave.
This includes students not currently enrolled but still eligible or welcome to
the return.

DEFINITION In a specific semester, PROG_MAJORS = ENROLMT + NAGPAHINGA.

CODING Numeric: 5 digits.

ELEMENT NUMBER A072

ELEMENT NAME THE “THESIS WRITING PERIOD” FOR THE PROGRAM
SHORT NAME THESISPERIOD
PURPOSE Students doing their thesis take an unpredictable amount of time. If a student
takes 5 years to write the thesis, the student could be counted every year
for 5 years as a “thesis student”. How long is the period when the thesis is
supposed to be finished?
DEFINITION The no. of years (counting from the date when the topic is officially approved)
during which the thesis is supposed to be finished. Beyond this period, the
writing time is said to have “lapsed” AT LEAST FOR THE PURPOSE OF
COUNTING IN THE REVISED CHED DATA ELEMENT MANUAL.

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46 Data Elements on a Degree Program

The HEI will have its own rules but the counting rule above is only for the
RCDEM. The thesis writing period indicates only how long the student will be
counted as “writing”.

CODING Numeric.
• If the program is undergrad, THESISPERIOD = 2 YEARS.
• if the program is masters level, THESISPERIOD=2 YEARS.
• if the program is doctoral level, THESISPERIOD=3 years.

Beyond this period, the student will no longer be counted as a “thesis student”.
This is not to say the student has been dropped from the program.

HOW MANY STUDENTS COMPLETED THEIR THESIS IN THE PREVIOUS 12 MONTHS?

A073 THESIS_TAPOS NO. OF STUDENTS IN THE PROGRAM WHO COMPLETED

THEIR THESES or DISSERTATION IN THE PAST SCHOOLYEAR.

REMARKS:
If it is July 1, 2004, the number of students who completed their
theses between July 1, 2003 and June 30, 2004 It does not matter
when they started.

A074 THESIS_WRITING NO. OF STUDENTS IN THE PROGRAM STILL DOING THEIR

THESIS OR DISSERTATION.

REMARKS:
As of July 1, the no. of students “currently doing” their thesis or
dissertation. These are the students have started, i.e. have had their
topics approved, but have not finished. “Finished” means the thesis has
been defended successfully and submitted in the required format and
formally accepted or approved by the authorized officials. Sometimes
a bound copy is required. If this bound copy has not been submitted or
officially accepted, then the thesis or dissertation is not yet “finished”.

For the purpose of the RCDEM,

• An undergraduate thesis will be counted among the “pending”
for only 1 year after official topic approval. That is, the
undergrad thesis should be finished within a 12-month period
otherwise it will be considered “lapsed”.
• A masters thesis will be counted among the “pending” for
only 2 years after official topic approval. Beyond that period,
if the thesis still has not been approved, it will be considered
“lapsed”.
• A doctoral dissertation will be counted among the “pending”
for only 3 years after official topic approval. Beyond that
period, the dissertation will be counted among the “lapsed”.
If it is July 1, 2004, the no., of PhD students who had topics
approved after July 1, 2001 and have not finished as of July 1,
2004.

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Data Elements on a Degree Program 47

A075 THESIS_LAPSED NO. OF STUDENTS WHOSE “THESIS WRITING PERIODS”

LAPSED IN THE PAST 12 MONTHS.

If it is July 1, 2004
• The no. of undergrads who secured official topic approval
on or before July 1, 2003 but have not finished as of July
1, 2004. It has been 12 months and the UG thesis is not
finished.
• The no. of masters students who had secured official topic
approval on or before July 1, 2002 but have not finished as
of July 1, 2004. The thesis was not finished within 2 years.
• The no. of PhD students who secured official topic approval
on or before July 1, 2001 but have not finished as of July 1,
2004. The dissertation was not finished within 3 years.
A lapsed thesis will be counted only once, i.e. during the year when
the “normal thesis writing period” lapsed.

STUDENT-TO-FACULTY RATIO ( STFR) FOR THE PROGRAM

The STUDENT-to-FACULTY ratio ( or STFR) for an entire higher education institution (HEI) is defined in the
next chapter. The question here is: is it possible to compute STUDENT-TO-FACULTY ratio for a specific
program? Is it meaningful to compute STFR for a specific program, e.g. BS Civil Engineering? PhD Political
Science?

Since the STFR is a ratio, it has a numerator and a denominator. To get a precise understanding, we need to
specify who will be in the numerator (“STUDENTS”) and who will be in the denominator (‘FACULTY”).

THE NUMERATOR ( “STUDENTS” ):

The numerator could be either headcounts (PROG_ENROLMT) or FTE students (FTEXX_CHED or FTEZZ_
HEI) in the program. The recommendation is to use FTEXX_CHED, the no. of FTE students using national
counting rules set by CHED. Headcounts are too misleading, specially for graduate programs, because many
students take less than the normal load.

DENOMINATOR ( “FACULTY” ).
The denominator could be either headcounts or FTE faculty. The problem with headcounts is how to segregate
the faculty who are teaching exclusively in the program. This can be done in the “self-contained” programs but
not when faculty members teach students in 2 or more programs.
• It is easy to isolate the elementary school teachers if they teach exclusively at that level. Except that
some elementary faculty may also teach high school pupils and/or undergrads in the BSE program.
• It might be easy to isolate the secondary school teachers except if a number of them also teach
elementary pupils and/or BSE students at the College of Education.
• In the LLB program the Law faculty usually teach only in the College of Law and only Law faculty teach
in the College of Law.
• In the MD program the Medicine faculty teach exclusively in the College of Medicine and only Medicine
faculty teach in the College of Medicine. Except that some College of Medicine faculty may also teach
Nursing, Physical Therapy and Public Health students. Except that some College of Public Health
faculty or clinical faculty in the teaching hospital also teach MD students.
• It might be possible to isolate the teachers who teach a specific graduate program, say MS Chemistry.
Except that the professors who teach the graduate chemistry subjects probably also teach undergraduate
chemistry.
• It is difficult to isolate teachers of most other baccalaureate programs because of the GE subjects and
the service courses. In counting the teachers of BS Civil Engineering, we will have to count all the
teachers (or at least a fraction of them) in English,Math, Chem, Physics, History, etc.

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48 Data Elements on a Degree Program

In short, if a student-to-faculty ratio has to be computed for a specific program, we should use FTE students in
the numerator and FTE faculty in the denominator. Even then it might be difficult because the natural tendency
of HEI administrators is to prettify the student-to-faculty ratios in graduate programs. Among the purported
faculty in a graduate program, the HEI would probably include the non-fulltime faculty, e.g. lecturers, affiliate or
adjunct faculty, visiting professors, professors emeriti. etc. See next chapter for an extended discussion of STF
ratio for a university as a whole.

HOW MANY OF THE PROG_MAJORS PASSED ALL THEIR SUBJECTS?

For this series of data elements include all units enrolled and with grades but exclude PE, Military Training/
NSTP, Religion, and Thesis. Units passed include the subjects where
• the student passed outright, and
• the student got an INCOMPLETE but successfully completed later, and
• the student got a CONDITION but removed successfully.
A student who dropped the subject did not pass it. A student with a pending INCOMPLETE or an unresolved
INCOMPLETE after one year has not or did not pass the subject. A student with an unremoved CONDITION
or left the CONDITION unremoved after 1 year has not or did not pass the subject

A076 PASS100 THE NO. OF PROG_MAJORS WHO HAVE PASSED 100% OF ALL UNITS
ENROLLED
REMARKS:
These are the students who have passed all their subjects. No failures, no drops,
no pending or unresolved incompletes, no unremoved or unresolved conditions. It
includes some students who got INCOMPLETES but completed them successfully.
It also includes some students who got CONDITION but removed them successfully.
A077 PASS90 THE NO. OF PROG_MAJORS WHO HAVE PASSED 90-99% OF ALL
UNITS ENROLLED.
EXAMPLE:
If there are 500 PROG_MAJORS and 100 of them have passed 90-99% of all the
units enrolled, then PASS90=100. This includes a major who has enrolled in 30 units
and has passed 27 of them. It includes a major who has enrolled in 90 units and has
passed 81 units. This is not to say the student failed the 9 units because it could
mean he has 9 units of pending or unresolved INCOMPLETES or CONDITION.
A078 PASS80 THE NO. OF PROG_MAJORS WHO HAVE PASSED 80-89% OF ALL
UNITS ENROLLED.
A079 PASS70 THE NO. OF PROG_MAJORS WHO HAVE PASSED 70-79% OF ALL
UNITS ENROLLED.
REMARKS:
These students are probably on probation or due for dismissal.
A080 PASS69 THE TOTAL NO. OF PROG_MAJORS WHO HAVE PASSED LESS THAN
70% OF UNITS ENROLLED.
EXAMPLE:
These students are probably on probation or due for disimissal.
A081 %PASS100 AMONG ALL PROG_MAJORS IN GOOD STANDING, THE NO. OF PROG_
MAJORS WHO PASSED 100% OF ALL UNITS ENROLLED
EXAMPLE:
• If there are 500 PROG_MAJORS and 400 of them passed all their subjects,
then %PASS100=80%=400/500.
• If %PASS100 = 100%, it means all PROG_MAJORS have passed all their
subjects. A perfect passing record for each student and for the program as a
whole.
• If%PASS100=0, it means none of the PROG_MAJORS has a perfect passing
record. Each major has incurred at least one failure, or at least one DROP,
or still has a pending or unremoved CONDITION, or still has a pending or
unresolved INCOMPLETE.

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Data Elements on a Degree Program 49

A082 %PASS90 AMONG ALL PROG_MAJORS IN GOOD STANDING, THE NO. WHO
HAVE PASSED 90-99% OF ALL UNITS ENROLLED.
EXAMPLE:
• If there are 500 PROG_MAJORS and 50 of them passed 90-99% of their
units enrolled, then %PASS90 = 10%.
• If %PASS90=100%, it means that all PROG_MAJORS passed 90-99% of all
units they enrolled in. This is good news because everybody passed at least
90%. This is bad news because nobody passed all his units.
• If %PASSED=0%, it means that no major passed 90-99% of their subjects.
This is bad news if %PASS100=0 also because it means that nobody has
passed more than 90% of their units. This is good news if %PASS=100%
because it means everybody passed all their units.
A083 %PASS80 AMONG ALL PROG_MAJORS IN GOOD STANDING, THE NO. WHO
HAVE PASSED 80-89% OF ALL UNITS ENROLLED.

A084 %PASS70 AMONG ALL PROG_MAJORS IN GOOD STANDING, THE NO. WHO
HAVE PASSED 70-79% OF ALL UNITS ENROLLED.
REMARKS:

These students are probably on probation or due for dismissal.

A085 %PASS69 THE TOTAL NO. OF PROG_MAJORS WHO HAVE PASSED LESS THAN
70% OF UNITS ENROLLED.
EXAMPLE:

These students are probably on probation or due for disimissal.

ELEMENT NUMBER A086

SHORT NAME UMALIS1%
ELEMENT NAME Percentage of PROG_MAJORS who shifted out of the program but stayed
in the same HEI.
PURPOSE To measure shifting rate from the program within the same HEI. If this rate is
high (say > 10%), HEI should investigate why students in good standing are
shifting out.
DEFINITION UMALIS1% = UMALIS1*100/PROG_MAJORS
CODING Numeric: xx.x
ELEMENT NUMBER A087
SHORT NAME UMALIS2%
ELEMENT NAME Percentage of PROG_MAJORS who shifted out of the program and left
the HEI too.
PURPOSE To measure shifting rate from the program and the HEI. If this rate is high
( say >10%), HEI should study why students in good standing are moving out of
the HEI. Is it for financial reasons? What is in the program or the HEI that makes
students in good standing leave the program?
DEFINITION UMALIS2% = UMALIS2*100/PROG_MAJORS
CODING Numeric: xx.x
ELEMENT NUMBER A088
SHORT NAME UMALIS%
ELEMENT NAME Percentage of PROG_MAJORS who shift out of the program, regardless
of where they go after.
PURPOSE To measure shifting rate from the program regardless of where the emigrants
go afterward. If this rate is high ( say > 10%), it should merit investigation by the
HEI. Why are students in good standing leaving the program?
DEFINITION UMALIS% = UMALIS1%+UMALIS2% = (UMALIS1+UMALIS2)*100/PROG_
MAJORS
CODING Numeric: xx.x

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50 Data Elements on a Degree Program

ELEMENT NUMBER A089

SHORT NAME IMMIGRANTS1%
ELEMENT NAME Percentage of current PROG_MAJORS who shifted into the program from
within the same HEI.
PURPOSE To answer: what fraction of the current PROG_MAJORS were lateral transfers
from other programs within the same HEI?
DEFINITION IMMIGRANTS1% = IMMIGRANTS1*100/PROG_MAJORS
CODING Numeric: xx.x
ELEMENT NUMBER A090
SHORT NAME IMMIGRANTS2%
ELEMENT NAME Percentage of current PROG_MAJORS who shifted into the program from
other HEIs.
PURPOSE To answer: what fraction of the current PROG_MAJORS were lateral transfers
from other HEIs. If this is high, the HEI should study what makes the program
attractive to transferees from other HEIs.
DEFINITION IMMIGRANTS2% = IMMIGRANTS2*100/PROG_MAJORS
CODING Numeric: xx.x
ELEMENT NUMBER A091
SHORT NAME IMMIGRATION%
ELEMENT NAME Percentage of current PROG_MAJORS who joined the program as lateral
+transfers, regardless of whether they came from within or outside the
HEI.
PURPOSE To answer: what fraction of the current PROG_MAJORS were lateral transfers?
That is, what fraction of the current PROG_MAJORS were not original freshmen
in the program?
DEFINITION IMMIGRATION% = IMMIGRANTS1%+ IMMIGRANTS2% = (IMMIGRANTS1+I
MMIGRANTS2)*100/PROG_MAJORS
CODING Numeric: xx.x

ELEMENT NUMBER A092

SHORT NAME PINAALIS%
ELEMENT NAME Percentage of PROG_MAJORS who were dropped from the program.
PURPOSE To answer: what fraction of the PROG_MAJORS were dropped from the
program due to rules infractions or academic deficiencies? If this is high
( say >10%), the HEI should study why so many students are being dropped
from the program. What is in the program or the HEI that causes so many
dropouts?
DEFINITION PINAALIS% = PINAALIS*100/PROG_MAJORS
CODING Numeric: xx.x
ELEMENT NUMBER A093
SHORT NAME PAHINGA%
ELEMENT NAME Percentage of current PROG_MAJORS who are not currently enrolled.
PURPOSE To answer: what fraction of the current PROG_MAJORS are not currently
enrolled? In other words, what fraction are “resting”? It is most important to
monitor this for graduate programs where most students are part-time.
DEFINITION IMMIGRANTS2% = IMMIGRANTS2*100/PROG_MAJORS
CODING Numeric: xx.x

ELEMENT NUMBER A094

SHORT NAME PROBATION%
ELEMENT NAME The fraction of current PROG_MAJORS who are on academic probation
or under suspension for disciplinary reasons.
PURPOSE To answer: what fraction of the current PROG_MAJORS are under academic
probation or under suspension for disciplinary reasons? In other words, what
fraction of current PROG_MAJORS are in danger of being dismissed or
disqualified from the program?
DEFINITION PROBATION% = PROBATION*100/PROG_MAJORS.
CODING Numeric: xx.x

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Data Elements on a Degree Program 51

FULL-TIME EQUIVALENT STUDENTS (FTES) IN THE PROGRAM

It is traditional to keep track of enrolment figures or headcounts. But if many students are part-time or if many
students take less than the normal load, headcounts are misleading.

Consider an MS Chemistry program with 100 PROG_MAJORS. ( Recall definition of PROG_ENROLMT,

NAGPAHINGA, and PROG_MAJORS). The normal load for a full-time MS Chem student is either 9 or 12 units
per semester. If there are 90 students currently enrolled, there would be some students enrolled in the full 9 or
12 units but it is very probable that most of them are enrolled in just 3 or 6 units. Total enrolment is 90 but how
many full-time equivalent students is that?

Full-time equivalent will be defined in 2 ways: see FTEZZ_HEI and FTEXX_CHED. It is natural to allow each
HEI to set the normal load for each program. But if CHED wants some comparability across different programs
and different HEIs, there is also some need to set some national standards.

As national standard rules for counting FTES, it shall be assumed that

• At the basic education level (elementary or secondary), it shall be assumed that each student is exactly
one FTES. If enrollment at the elementary level or secondary level is 500, then FTEZZ_HEI =FTEXX_
CHED= 500 also.
• For the MD program, each student will be counted as 1.00 FTES.
• At the tech/voc level, TESDA shall set the normal load per semester.
• The national normal load for an undergraduate program shall be set by CHED at 18 units per semester.
(This excludes PE, Military Training/NSTP, Religion/Theology, thesis or dissertation).
• The normal load for a graduate program is set by CHED at 12 units per semester. Because of the wide
variability of units assignment to the thesis or dissertation, no FTES equivalent will be given for it.
• A student enrolled “For residence only” will be counted as zero FTES.
These numbers are somewhat arbitrary but there have to be some standard cut-offs for the country.

In computing FTES, it is necessary to aggregate the total units enrolled in the program. As usual, exclude PE,
Military Training/NSTP, Religion, thesis.

ELEMENT NUMBER A095

ELEMENT NAME IN A SPECIFIC SEMESTER, TOTAL FTE STUDENTS AS DEFINED
BY THE HEI.
SHORT NAME FTEZZ_HEI
PURPOSE FOR INTERNAL HEI USE ONLY:
Within the HEI in a specific semester as defined by the HEI for the program:
how many full-time equivalent students (FTES) are currently enrolled in the
program? This data element is useful only within the HEI. It will NOT be valid
to add FTEZZ_HEI across different HEIs.
DEFINITION FTES, as defined by the HEI. See definition of STUD_FTEX and STUD_
FTES in chapter DATA ELEMENTS ON A STUDENT.

EXAMPLE
If the HEI normal load for the program is 20 units and a student is enrolled in
15, the student is counted as 0.75 FTES ( = 15/20). If the student is enrolled
in 22 units, the student is counted as 1.10 FTES ( = 22/20). If the student is
enrolled “for residence only”, FTES= 0.10 (or whatever the HEI decides). If
these 3 students are enrolled in the program, the total FTES = 0.75 + 1.10 +
0.10 = 1.95.

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52 Data Elements on a Degree Program

For this data element, the HEI is free to set its own convention for counting
the FTES equivalent of thesis or dissertation students. It is up to the HEI
whether to include units for: PE, Military Training/NSTP, Religion. In an HEI,
the authoritative computation of FTES shall be the HEI Registrar, not the Dean
or Department Chair or College Secretary.
CODING Numeric: 5 digits with 2 decimal places.

ELEMENT NUMBER A096

ELEMENT NAME IN A SPECIFIC SEMESTER, TOTAL FTE STUDENTS AS COMPUTED
USING CHED NATIONAL STANDARDS
SHORT NAME FTEXX_CHED
PURPOSE FOR USE IN ALL HEIs:
Using CHED national counting standards: In a specific semester: how many
full-time equivalent students (FTES) are currently enrolled in the program?
DEFINITION FTES, as defined using CHED national counting standards. See CHED
conventions listed above.

EXAMPLE:
If there are 3 students enrolled in an undergraduate program and their total enrolled
units are 20 + 15 + 18, then FTEXX_CHED = (20+15+18)/18 = 63/18 = 3.50. ( CHED
national standard normal load for undergrad programs is 18 units per semester).

EXAMPLE:
If there are 3 students enrolled in a graduate program and their total enrolled units are 8
+ 6 + 12, then FTEXX_CHED = ( 8+6+12)/12=26/12 = 2.17 ( CHED national standard
normal load for graduate programs is 12 units per semester).
Because of the wide variability of units assignment to thesis or dissertation, there will be
no FTES equivalent for students doing thesis or dissertation.

Do not include units for: PE, Military Training/NSTP, Religion. In an HEI, the authoritative
computation of FTEXX_CHED is by the HEI Registrar, not the Dean or Department
Chair or College Secretary.
CODING Numeric: 5 digits with 2 decimal places.

IS THE PROGRAM A “SMALL PROGRAM” OR A “BIG PROGRAM”?

CHED will need to compare programs across institutions, e.g. all Accounting programs or all Computer Science
programs. In comparing the accounting programs in hundreds of HEIs, it would be helpful to sort the programs
according to size. Thus, CHED could compare only the “small” programs against each other, the “medium-
sized” programs against each other,etc

How can CHED group programs according to “size”? There are at least 3 ways:
• according to average freshman intake per year ( i.e. FRESHMEN).
• according to average total enrolment (PROG_ENROLMT)
• according to the average number of graduates (PROG_TAPOS).
ELEMENT NUMBER A097
ELEMENT NAME THE CLASSIFICATION OF THE PROGRAM ACCORDING TO THE
INTAKE AT ENTRY LEVEL
SHORT NAME SIZE_FRESHMEN
PURPOSE To classify the program according to the average no. of students admitted at
the entry level.

In comparing similar programs across the country, only similar-sized programs

should be compared with each other. For instance, it might be unfair to compare
an Accounting program which admits 500 freshmen each year versus an
Accounting program which admits only 40 each year.

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Data Elements on a Degree Program 53

This data element is obviously for CHED purposes. An HEI does not have to
classify its own program by size.

DEFINITION The classification of the program according to the data element FRESHMEN, the
no. of freshmen admitted each year. Since enrolment varies from year to year,
this should be averaged over the most recent 3 consecutive schoolyears. Use
only first semester enrollment in each year. See definition of FRESHMEN

The classification is based on multiples of 40 on the presumption that this

is a usual HEI class size. This is obviously big for graduate programs but a
uniform cut-off has to be set by CHED somewhere.
CODING 1-digit code
1 FRESHMEN < 40 Over 3 consecutive years, the average no. of freshman
( or intake at the entry level of the program) in the first semester is 40 or
less. This may be presumed as constituting only one class or section at entry
level.
2 40 < FRESHMEN < 80
3 80 < FRESHMEN < 120
4 120 < FRESHMEN < 160
5 160 < FRESHMEN < 200
6 200 < FRESHMEN Over 3 consecutive years, the average no. of freshman
intake (or intake at the entry level of the program) in the first semester is 200
or more. This may be presumed to be a program which admits 4 sections or
more at the entry level.
9 No information available.

ELEMENT NUMBER A098

ELEMENT NAME THE CLASSIFICATION OF THE PROGRAM ACCORDING TO THE NUMBER
OF GRADUATES PER SCHOOLYEAR
SHORT NAME SIZE_PROG_TAPOS
PURPOSE To classify the program according to the average no. of graduates per
schoolyear.

In comparing similar programs across the country, only similar-sized programs

should be compared with each other. For instance, it might be unfair to compare
an Accounting program which graduates 300 each year versus an Accounting
program which graduates only 30 each year.

This data element is obviously for CHED purposes. An HEI does not have to
classify its own program by size.
DEFINITION The classification of the program according to the data element PROG_TAPOS,
the total no. of graduates in one year. Since this number varies from year to
year, it should be averaged over the most recent 3 consecutive schoolyears.
See definition of PROG_TAPOS.

The classification is based on multiples of 30 on the presumption that this is

an average graduating class size. It is somewhat arbitrary but a cut-off has to
be set somewhere.
CODING 1-digit code
1 PROG_TAPOS < 30 Over 3 consecutive years, the average no. of graduates
in one year is 30 or less. This may be imagined as constituting only one
graduating class or section.
2 30 < PROG_TAPOS < 60
3 60 < PROG_TAPOS < 90
4 90 < PROG_TAPOS < 120
5 120 < PROG_TAPOS Over 3 consecutive years, the average no. of
graduates in one year is 120 or more. This may be imagined to be a program
which graduates 4 or more sections each year.

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54 Data Elements on a Degree Program

9 No information available.

ELEMENT NUMBER A099

ELEMENT NAME THE CLASSIFICATION OF THE PROGRAM ACCORDING TO THE TOTAL
ENROLLMENT
SHORT NAME SIZE_PROG_ENROLMT
PURPOSE To classify the program according to total enrollment (all year levels
combined).

This data element is obviously for CHED purposes. An HEI does not have to
classify its own program by size.
DEFINITION The classification of the program according to the data element PROG_
ENROLMT. Since enrolment varies from year to year, this should be averaged
over the most recent 3 consecutive schoolyears. Use only first semester
enrollment in each year. See definition of PROG_ENROLMT
CODING 1-digit code
1 PROG_ENROLMT < 100 Over 3 consecutive years, the average enrolment
is 100 or less. This includes 1st year, 2nd year, etc.
2 100 < PROG_ENROLMT < 200
3 200 < PROG_ENROLMT < 300
4 300 < PROG_ENROLMT < 400
6 400 < PROG_ENROLMT. Over 3 consecutive years, the average enrolment
in the first semester is 400 or more.
9 No information available.

HOW SELECTIVE IS THE DEGREE PROGRAM?

Does the program admit anybody who applies? Is there an admission test which every applicant must pass?
Is there a minimum grade average?

ELEMENT NUMBER A100

ELEMENT NAME IF A MINIMUM GRADE IS REQUIRED FOR FIRST ADMISSION INTO THE
PROGRAM
SHORT NAME MINGRADE1
PURPOSE To answer: is there a minimum grade required for first admission into the
program?
DEFINITION If there is a minimum grade required for first admission. Classification of the
program into the categories shown below. Do not confuse with a minimum
grade required for retention in the program.
CODING
1 No minimum grade required for first admission.
2 Yes, a minimum grade is required for first admission. In other words,
any applicant which does not satisfy the minimum grade is automatically
disqualified from the program.
9 No information on the matter.

ELEMENT NUMBER A101

ELEMENT NAME IF AN APPLICANT HAS TO UNDERGO SOME SCREENING
PROCEDURE
SHORT NAME QUALEXAM
PURPOSE To answer: what screening procedure does an applicant undergo before
admission?
DEFINITION The screening procedure (if any) which every applicant has to undergo before
being admitted into the program.
CODING
1 The program has no screening procedure. Every applicant is admitted into
the program.

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Data Elements on a Degree Program 55

2 Every applicant has to take some examination. Depending on performance in

the exam, applicant could be admitted outright, rejected outright or admitted
“provisionally”.
9 No information on the matter.

ELEMENT NUMBER A102

ELEMENT NAME THE SELECTIVITY RATE OF THE PROGRAM
SHORT NAME SELECTIV%
PURPOSE To indicate the selectivity of the program.
DEFINITION Expressed in %, the no. of qualifiers divided by the total no. of applicants.
By formula, SELECTIV% = Q_QUOTA/ APPLICANT. If 300 students applied
and 100 were qualified, SELECTIV% = 33.3% ( = 100/300). Note that the
numerator is no. of qualifiers, not the no. of freshmen. In theory, all the
qualifiers could enroll and become students.

If every applicant is admitted into the program, SELECTIV%=100

CODING Numeric as in XXX.X No % sign necessary.

ELEMENT NUMBER A103

ELEMENT NAME THE YIELD RATE OF THE PROGRAM
SHORT NAME YIELD%
PURPOSE To indicate the “yield rate” of the program. Among those who were offered
admission, what % actually enrolled? HEI must investigate if the yield rate
is low because it means qualifiers are unable or unwilling to register. HEI
must investigate: why are those offered admissions do not actually enroll?
If qualifiers are not enrolling due to financial reasons, HEI must look for
scholarship funds. If qualifiers are enrolling because they don’t think the HE
is good enough, that merits self-examination by the HEI.
DEFINITION Expressed in %, the no. of freshmen divided by the total no. of qualifiers. By
formula, YIELD% = FIRSTYEAR / Q_QUOTA. Thus, if 300 students applied,
100 were qualified and 85 actually registered, YIELD% = 85.0% ( = 85/100).
CODING Numeric as in XX.X No % sign necessary.

EXAMPLE:

PROG_APPLIC PROG_QUAL SELECTIV% PROG_ADMIT YIELD%

2001-02 500 250 50.0% 240 96.0%

2002-03 600 270 45.0% 165 61.1%
2003-04 700 300 42.9% 270 90.0%

TOTAL 1,800 820 45.6% 675 82.3%

Imagine a program with the above hypothetical profile over 3 consecutive years.
1. SELECTIV% = 50.0%, 45.0% and 42.9% in the 3 years. The correct average over 3 years is given by
SELECTIV% = 45.6 % ( = 820/ 1800) but this is not the straight average of the 3 percentages.
2. The no. of applicants is increasing but the selectivity percentage is going down. Although the no. of
applicants is increasing, the no. of qualifiers is not able to keep pace. This could signal that the battle
for admissions will be getting tougher and tougher for this program

3. YIELD% = 96.0%, 61.6% and 90.0% and the correct 3-year average is YIELD% = 82.3 % ( = 675/820).
In this hypothetical example, 2002-03 is unusual year because the yield was unusually “low”. A total
of 270 applicants were offered admission but only 165 ( or 61.1%) actually enrolled. Did the HEI or
the program suffer some bad publicity that year which turned away many qualifiers? Was there an
unusual occurrence (e.g. controversy, tuition fee increase, curricular change, etc.) which prevented or

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56 Data Elements on a Degree Program

dissuaded many qualifiers from actually enrolling?

IS THERE A MINIMUM GRADE FOR RETENTION?

How does the program determine who are “in good academic standing”? Are there minimum performance
criteria which the program imposes? Is there a minimum average grade which the student has to maintain?

ELEMENT NUMBER A104

ELEMENT NAME IF A MINIMUM GRADE AVERAGE IS NEEDED TO MAINTAIN GOOD
STANDING IN THE PROGRAM
SHORT NAME RETAINGWA
PURPOSE To answer: is there a minimum grade required to maintain good standing in
the program?
DEFINITION Based on average grades, the retention rule for the program.
CODING
1 A passing average is all that is needed to maintain good standing. If
student passes all subjects – even at minimum passing grades only – then
good standing is assured. In a grading system where 1.0 is Excellent, 3
is Pass and 5 is Fail, a student who averages 3.00 would still be in good
standing.

2 An average better than just passing is required to maintain good

standing. That is, it is not enough for a student to pass all subjects. Student
must maintain an average higher than passing. Below this average, student
is put on probation or will be dismissed. In a grading system where 1.0 is the
highest, 3 is the lowest passing grade and 5.0 is fail, a student would have
maintain an average which is set strictly higher than 3.00.

If the minimum retention grade is set by the program at 2.50, a student with
an average of 2.51 would be put on probation or dismissed from the program
– but probably not dismissed from the HEI. If the bar is set very high, the
program is in effect “culling” its students but the students are not being
dismissed altogether from the HEI!
9 No information on the matter.

HOW GOOD ARE THE FRESHMEN?

The following series of elements serves as indicators of the academic caliber of the freshmen in an undergraduate
program. The best programs and the most popular programs attract the best high school graduates. Using
NSAT scores, high school grades and ranking in the HS graduating class, the data elements indicate the quality
of the freshman batch. These are all numeric data with format XXX.X No percentage sign necessary. They will
apply only if DepEd resumes giving the NSAT to all high school seniors.

ELEMENT NUMBER A105

ELEMENT NAME The mean NSAT OVERALL SCORE of the freshmen
SHORT NAME NSATAVG
DEFINITION The mean NSAT overall score of all freshmen in the program.
ELEMENT NUMBER A106
ELEMENT NAME The mean NSAT MATH SCORE of the freshmen
SHORT NAME NSATMATH
DEFINITION The mean NSAT MATH score of all freshmen in the program. Math proficiency
in HS is a good measure of possible success at tertiary level, esp in S & T
programs.

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Data Elements on a Degree Program 57

ELEMENT NUMBER A107

ELEMENT NAME The mean NSAT ENGLISH PROFICIENCY SCORE of the freshmen
SHORT NAME NSATENGL
DEFINITION The mean NSAT ENGLISH PROFICIENCY score of all freshmen in the
program. English proficiency in HS is a good measure of possible success at
tertiary level, esp in S & T programs.
CODING 1-digit code.
ELEMENT NUMBER A108
ELEMENT NAME The mean HS GENERAL AVERAGE of the freshmen.
SHORT NAME HSGRADEAVG
DEFINITION The mean average HS grade in 4th year of all freshmen in the program.
General average in all academic subjects (excluding PE).
ELEMENT NUMBER A109
ELEMENT NAME The mean HS MATH AVERAGE of the freshmen.
SHORT NAME HSMATH
PURPOSE The mean average HS grade in 4th year MATH of all freshmen in the program.
.
ELEMENT NUMBER A110
ELEMENT NAME The mean HS ENGLISH AVERAGE of the freshmen.
SHORT NAME HSENGL
DEFINITION The mean average HS grade in 4th year ENGLISH PROFICIENCY of all
freshmen in the program.

These data elements are based on the rank of the freshmen in their respective high school graduating classes.
To indicate the academic caliber of the incoming freshman batch. All elements are numeric of the form XX.X.
No % sign necessary. These data elements are very useful but they can be computed only if the HEI takes the
trouble of recording the rank of each freshman in his high school class. The rank of a student in his high school
class has to be certified by the high school principal or school registrar.

ELEMENT NUMBER A111

ELEMENT NAME As a percentage of total freshmen, the no. who were in the top 10% of
their HS graduating class.
SHORT NAME TOPTEN%
DEFINITION If there are 200 freshmen and 40 of them graduated among the top 10% of
their respective high school classes, then TOPTEN% = 20% ( = 40/ 200). If
TOPTEN%=75% , then it means 3 out of 4 freshmen belong to the top 10%
of their HS graduating class. This means a “high quality” batch of freshmen.
Graduating class means all high school graduates from the school, not just
the homeroom section.
ELEMENT NUMBER A112
ELEMENT NAME As a percentage of all freshmen, the no. who were in the top 25% of their
HS graduating class.
SHORT NAME TOPQUART%
DEFINITION If there are 200 freshmen and 60 of them graduated among the top 25% of
their high school classes, then TOPQUART% = 30% ( = 60/ 200).
ELEMENT NUMBER A113
ELEMENT NAME As a percentage of all freshmen, the no. who were in the top half of their
HS graduating class.
SHORT NAME TOPHALF%
DEFINITION If there are 200 freshmen and 80 of them graduated in the top half of their
high school classes, then TOPHALF% = 40% ( = 80/ 200).

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58 Data Elements on a Degree Program

THE SOCIOECONOMIC PROFILE OF THE FRESHMEN

What is the socioeconomic profile of the freshmen (i.e. first year students in undergraduate programs)? Although
probably not relevant to private HEIs, this profile is very relevant for SUCs – especially in the light of the national
policy to improve equity in higher education. One major rationale for the existence of SUCs is for social equity,
to provide opportunities for the poor. Does the SUC really cater to poor students?

The actual detailed procedure for socioeconomic bracketing will have to be discussed elsewhere. The series
of elements below is intended to capture the socioeconomic profile based on NET INCOME PER WEIGHTED
CAPITA. This is total family income net of income taxes divided by “weighted family size”. Please see the
Chapter 7: DATA ON AN INDIVIDUAL STUDENT for the definitions of the elements FAMSIZE1, FAMSIZE2,
GROSS_PC1, GROSS_PC2, NET_PC1 and NET_PC2.

All these elements are numeric with format XX.X No % sign necessary.

ELEMENT NUMBER A114

ELEMENT NAME As a percentage of all freshmen, the no. whose income per weighted
capita is in bottom decile of the Philippines.
SHORT NAME BRACKET_0
PURPOSE To indicate how many freshmen in the program are “really poor” and will need
financial aid. If there are 500 freshmen and 10 of them belong to families in
the lowest decile for income per capita in the Philippines, BRACKET_0 =
10/500 = 2%. In a perfectly equitable world, this element should be 10%.
ELEMENT NUMBER A115
ELEMENT NAME As a percentage of all freshmen, the no. whose income per weighted
capita is in bottom income quartile of the Philippines.
SHORT NAME BRACKET_1
PURPOSE To indicate how many are “poor” and will need financial aid. If there are 500
freshmen and 20 of them belong to families in the lowest decile for income per
capita in the Philippines, BRACKET_1 = 20/500 = 4%. In a perfectly equitable
world, this element should be 25%.
ELEMENT NUMBER A116
ELEMENT NAME As a percentage of all freshmen, the no. whose income per weighted capita
is in 2nd bottom income quartile (26-50th percentile) of the Philippines. If
there are 500 freshmen and 100 of them belong to families in the 26th to 50th
percentile of income per capita in the Philippines, BRACKET_2 = 100/500 =
20%. In a perfectly equitable world, this percentage should be 25%.
SHORT NAME BRACKET_2
ELEMENT NUMBER A117
ELEMENT NAME As a percentage of all freshmen, the no. whose income per weighted
capita is in 3rd income quartile (51-75th percentile) of the Philippines.
SHORT NAME BRACKET_3
ELEMENT NUMBER A118
ELEMENT NAME As a percentage of all freshmen, the no. whose income per weighted
capita is in top income quartile of the Philippines.
SHORT NAME BRACKET_4

ELEMENT NUMBER A119

ELEMENT NAME As a percentage of all freshmen, the no. whose income per weighted
capita is in top decile of the Philippines.
PURPOSE To indicate how many are really affluent. If there are 500 freshmen and 200
of them belong to families in the top decile for Philippine income per capita,
BRACKET_9 = 200/500 = 40%. In a perfectly equitable world, this percentage
should be 10%.
SHORT NAME BRACKET_9

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Data Elements on a Degree Program 59

FRESHMAN PROFILE BASED ON HIGH SCHOOL TYPE

The true socioeconomic profile of students can be problematic to determine. If the student is not applying for
financial aid, he cannot be compelled to reveal information on income. A surrogate measure is to use the type
of high school. The rule of thumb is that students from private schools are less poor than students from public
schools (where the tuition is zero but academic standards are generally deemed to be lower).

In the Chapter: DATA ON A HIGH SCHOOL, the data element HSTYPE classifies high schools into the following
categories:

1 Public General High School

2 Public Vocational/ Trade HS
3 Public Special (e.g. Philippine Science High School, Manila
Science High School, Philippine High School for the Arts, etc.)
4 SUC-administered HS or administered by am LGU-funded HEI
such as Pamantasan ng Lungsod ng Makati
5 Private non-sectarian HS
6 Private Sectarian HS
7 Foreign HS (i.e. HS located in a foreign country or foreign-
funded high school in the Philippines such as the International
School.)
8 No high school, i.e. equivalency certification only. Thus, “PEPT”
may be considered as one virtual high school.
9 Not known.

A120 HS_PUBLGEN Among the college freshmen, the no. who graduated from general
public high schools and the public Vocational/ Trade HS.
A121 HS_SUCS Among the college freshmen, the no. who graduated from SUC-
administered public high schools.
A122 HS_SPECIAL Among the college freshmen, the no. who graduated from special
public high schools, e.g. the DOST science HS.

A123 HSPRIVSEC Among the college freshmen, the no. who graduated from private
sectarian high schools.
A124 HSPRIVNON Among the college freshmen, the no. who graduated from private non-
sectarian high schools.

The elements below answer: what fraction of the undergraduate freshmen come from general public high
schools? All elements are numeric with format XX.X No % sign necessary.

ELEMENT NUMBER A125

ELEMENT NAME As a percentage of all freshmen, the no. who graduated from general
public high schools and the public vocational/trade HS.
SHORT NAME HS_%PUBLGEN
PURPOSE If there are 500 freshmen and 80 of them are graduates of general public
high schools or vocational/trade HS, HS_%PUBLGEN = 80/500=16%. Since
general public high schools contain about 60% of total high school enrollment
in the Philippines, the “perfectly equitable” value for HSPUBLIC1% should be
approximately 60%.
• If HSPUBLIC1% > 60%, the freshmen as a whole could be even poorer
than their cohorts in other HEIs.
• If HSPUBLIC1% < 10%, it means only a few of the graduates from
general public high schools made it into the HEI.
DEFINITION HS_%PUBLGEN = HS_PUBLGEN/ FRESHMEN.

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60 Data Elements on a Degree Program

ELEMENT NUMBER A126

ELEMENT NAME As a percentage of all freshmen, the no. who graduated from SUC-
administered public high schools.
SHORT NAME HS_%SUCS
ELEMENT NUMBER A127
ELEMENT NAME As a percentage of all freshmen, the no. who graduated from special
public high schools, e.g. the DOST science HS.
SHORT NAME HS_%SPECIAL

ELEMENT NUMBER A128

ELEMENT NAME As a percentage of all freshmen, the no. who graduated from private
sectarian high schools.
SHORT NAME HS_%PRIVSEC
ELEMENT NUMBER A129
ELEMENT NAME As a percentage of all freshmen, the no. who graduated from private non-
sectarian high schools.
SHORT NAME HS_%PRIVNON

This element is a good measure of the “affluence” of the college freshmen but it requires collecting data on
high school tuition of all freshmen or at least a random sample of them.

ELEMENT NUMBER A130

ELEMENT NAME The average tuition and miscellaneous fees paid by the freshmen in their
4th year high school ( one semester).
SHORT NAME HSTUITFEES
PURPOSE To serve as a measure of socioeconomic level of the freshmen. If 3 freshmen
paid P10,000, P 5,000 and none respectively for one semester of 4th year high
school, HSTUITFEES = P3,000 ( = 10000+5000+0)/3. Include tuition plus all
miscellaneous fees but exclude schoolbus fee.

ELEMENT NUMBER A131

ELEMENT NAME As a fraction of all freshmen, the no. whose 4th year high school ( one
semester) tuition and miscellaneous fees exceeds the average tuition
and miscellaneous per semester in the HEI.
SHORT NAME INVERTED%
PURPOSE To compare high school tuition versus tuition in the HEI. If there are 500
freshmen and 300 of them paid more in 4th high school tuition than they do in
the HEI, INVERTED%= 300/500=60%. Based on tuition and miscellaneous
fees, more than half of the freshmen spent more in high school than they did
in college.

SOCIOECONOMIC PROFILE BASED ON ELECTRICITY CONSUMPTION

Electricity consumption is a very good surrogate measure of socio-economic standing. The income tax return
is of course an indicator but not generally reliable. Electric consumption, i.e. the average consumption IN
KILOWATT-HOURS PER MONTH (not pesos), is a good indicator of how poor a family could be. For a more
complete discussion of why 100 KWH might be a critical value, see Chapter 3 DATA ON AN INSTITUTION.

ELEMENT NUMBER A132

ELEMENT NAME AS A PERCENTAGE OF ALL STUDENTS, THE NO. WHOSE FAMILIES
CONSUME LESS THAN 100 KWH PER MONTH.
SHORT NAME KURYENTE%
PURPOSE To indicate what fraction of the students’ families use less than 100 kwh per
month. A table in Chapter 3 shows why 100 KWH could be critical but a
slightly higher cutoff could also be used.
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Data Elements on a Degree Program 61

DEFINITION If there are 400 students in the program and 100 of them come from families
which 100 KWH or less per month, KURYENTE% = 25% = 100/400. This is
a very strong indication that 25% of the students come from poor families.

URBAN-RURAL PROFILE OF STUDENTS

What fraction of the students come from families living in urban areas? In rural areas? To provide some
indication of the cost of living of the family. ( This is of relevance to SUCs where equity considerations are
important.) All elements are numeric with format XX.X No % sign necessary.

ELEMENT NUMBER A133

ELEMENT NAME As a percentage of all students, the no. whose families live in NCR.
SHORT NAME NCR%
PURPOSE To indicate what fraction of the students’ families have to contend with the
high cost of living in the NCR.
ELEMENT NUMBER A134
ELEMENT NAME As a percentage of all students, the no. whose families live in urban
areas outside NCR.
SHORT NAME URBAN%
ELEMENT NUMBER A135
ELEMENT NAME As a percentage of all students, the no. whose families live in rural
areas.
SHORT NAME RURAL%
PURPOSE To indicate what fraction of the students come from families in rural areas,
those who contend with relatively lower costs of living.

AVERAGE GRADUATION RATE FROM THE PROGRAM

Without passing judgment on the academic standards of the program, graduation rate is one measure
of the “efficiency” of the academic program. A high rate means the program is “efficient” but, without any
quality assurance, it could also mean the program might be a “diploma mill”! In fact, there is no one way to
define “graduation rate”.

Consider a batch of 200 freshmen who enrol together in the 4-year BS Math program in 2000-01.
§ If 150 out of the original 200 eventually graduated at the end of 2003-04, we could say that the
graduation rate for BS Math is 75% ( = 150/200). More specifically, we should say the graduation
rate for BS Math Freshman Batch 2000-01 is 75%. ( This is sometimes referred to as cohort graduation
rate because it traces the history of the original group of freshmen).
§ But what if an additional 10 out of the original 200 were able to graduate in 2004-05 (i.e. after 5 years).
What then is the graduation rate?
§ But what if, in addition to the 150 who graduated in 2003-04, there were an additional 20 lateral transfers
who graduated with them at the end of 2003-04? In other words, there were only 200 freshmen in
2000-01 but 170 (=150+20) actually graduated in 2003-04. Does this mean the graduation rate for BS
Math is actually 85% ( = 170/200)?

The computation of graduation rate is not straightforward because of the following reasons:
§ The no. of freshmen may vary widely from year to year.
§ Some students leave before graduation and shift to another program within the same HEI while some
leave the HEI altogether. ( See definition of UMALIS1 and UMALIS2).
§ Some students shift into the program from within the HEI and others from other HEIs. ( See definition
of IMMIGRANTS1 and IMMIGRANTS2).
§ Some students are dropped or dismissed due to rules infractions or academic failures. (See definition
of PINAALIS).

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62 Data Elements on a Degree Program

§ There are students who are “resting”. Students counted in NAGPAHINGA may or may not be included
in the denominator.
§ Some students are unable to graduate ever. Some students graduate from the program but not within
the normal no. of years. Some students do not graduate from the program but graduate anyway, albeit
from another program in the same HEI or possibly from a different HEI altogether.

The graduation rate for an institution as a whole could be 100% but the graduation rate for a specific
program in the HEI could be less than 100%. See Chapter 3.

The data elements below specify how to compute the NORMALIZED GROSS GRADUATION RATE. It is called
“gross” because it uses total enrollment as a denominator instead of the enrollment in the final year level. It is
“normalized” because the perfect graduation rate is always 100% whether the program is a 4-year or 5-year
program.

ELEMENT NUMBER A136

ELEMENT NAME THE TOTAL NUMBER OF GRADUATES FROM THE PROGRAM IN ONE
SCHOOLYEAR.
SHORT NAME PROG_TAPOS
PURPOSE To measure output from the program in one schoolyear.
DESCRIPTION The headcount of graduates from one schoolyear (i.e. First Sem + Second
Sem + Summer). In the trimestral calendar, add graduates from all 3
trimesters. It should be pointed out that schoolyear 1997-98 means June 1
1997 to May 31, 1998.

In an HEI, the final arbiter of graduation date shall be the HEI Registrar.
CODING Numeric data. No coding necessary.

ELEMENT NUMBER A137

ELEMENT NAME THE NUMBER OF HONOR GRADUATES
SHORT NAME HONORGRADS
PURPOSE To answer: how many honor graduates were there? For use within the HEI. If
this rate is high ( say > 20% ), it could mean the students are very good or the
program has low standards. If the rate is low ( say < 2%), it could mean the
students are not very good or the program is very strict. Either way, the data
element is interesting and the HEI should tally it.
DEFINITION The no. of honor graduates in one schoolyear (i.e. SEM1+SEM2 + SUMMER).
The HEI Registrar is the final authority on the no. of honor graduates.
CODING Numeric data, integer.

ELEMENT NO. A138

ELEMENT NAME THE COHORT GRADUATION RATE OF A FRESHMAN BATCH IN THE
PROGRAM
SHORT NAME COHORT%
PURPOSE To provide one measure of graduation rate from the program for a specific
batch of freshmen who started together.

DESCRIPTION Out of the original batch of freshmen, the percentage of them who graduated
within the normal number of years.

Consider a 4-year BS Math program and suppose 200 students enrolled

together as freshmen in the program in 1997-98. Suppose further that four
years later (i.e. in 2000-01), 150 out of the original 200 freshmen graduated
from BS Math. In this case, we say that for the BS Math Freshman Batch of
1997-98, COHORT% = 150/200 = 75% in 2000-01.

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Data Elements on a Degree Program 63

In this example, COHORT% is attributed to a particular batch of students but it

is not clear if this should be attributed to the year 1997 when the batch started
or the year 2001 when the batch graduated.

OBSERVATIONS:
The numerator excludes some of the original 200 who transferred out of the
HEI before graduation.

The numerator excludes some of the original 200 who shifted to other programs
within the same HEI. For instance, the numerator excludes the original BS
Math freshmen in 1997-98 who shifted to Physics or Statistics but may have
been able to graduate from those new programs also in 2000-01.

The numerator excludes the lateral entries into the program who graduated in
2000-01, e.g. students who started in Engineering or Physics but graduated
from BS Math in 2000-01.

The numerator also excludes the BS Math graduates in 2000-01 who started
in 1996-97 or earlier. That is, it excludes BS Math graduates who took more
than 4 years to graduate.

Computing cohort graduation rate requires having to trace the history of a

batch over the normal length of the program. This data element is tedious to
compute. It is a rare HEI who takes the trouble to compute this data element
for each batch.

Compare with GROSSGRAD% below.

ELEMENT NUMBER A139

ELEMENT NAME THE NORMALIZED GROSS GRADUATION RATE FROM THE PROGRAM
SHORT NAME GROSSGRAD%
PURPOSE To indicate the normalized gross graduation rate (in percentage) from the
program.
DESCRIPTION GROSSGRAD% = 100* PROGYEARS* PROG_TAPOS/ PROG_
ENROLMT.
EXAMPLES:
• In a 4-year program, if PROG_ENROLMT= 600 (which includes all
four year levels) and PROG_TAPOS=100, then GROSSGRAD% =
100*4/600= 66.7%. The average enrolment per year level is presumed
to be 150 (=600/4). If there were 150 students in the 4th year and 100
graduated, then it makes sense to say that the gross graduation rate
is 66.7% ( = 100/150).

• In a 5-year program, if PROG_ENROLMT= 600 (which includes all

five year levels) and PROG_TAPOS=100, then GROSSGRAD%=
100*5/600 = 86.7%. The presumed enrollment in the 5th year is 120
(=600/5) and 100 graduated. Thus, it is natural to say that the gross
graduation rate is 86.7 % ( =100/120). It turns out the 5-year program
is more efficient than the 4-year program above.

• PROGYEARS is included in the formula to normalize the percentage.

The “perfect” gross graduation rate is 100% -- regardless of whether
PROGYEARS is 2, 4, 5, 6, etc.
Compare with COHORT% above.
CODING Numeric: xx.x No % sign necessary.

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64 Data Elements on a Degree Program

A140 GROSSGRAD4% THE NORMALIZED GROSS GRADUATION RATE FOR A 4-YEAR

PROGRAM
= 4*PROG_TAPOS/ PROG_ENROLMT

A141 GROSSGRAD5% THE NORMALIZED GROSS GRADUATION RATE OF A 5-YEAR

PROGRAM
=5*PROG_TAPOS/ PROG_ENROLMT

THE ALGEBRA OF AVERAGING PERCENTAGES:

The element GROSSGRAD% could be computed for just one schoolyear but a 3-year average would
have more statistical reliability. The average would be more stable without being outdated. To compute
GROSSGRAD% over 3 years,
• Sum the 3 values of PROG_TAPOS, and
• Sum up the 3 values of PROG_ENROLMT,
• If the program is a 4-year program, multiply the sum of PROG_TAPOS by 4 and then divide the result
by the sum of PROG_ENROLMT

Alternatively,
• Get the average of PROG_TAPOS over 3 years
• Get the average of PROG_ENROLMT over 3 years
• If the program is a 4-year program, multiply the average of PROG_TAPOS by 4 and then divide the
result by the average of PROG_ENROLMT

EXAMPLE:
The example below applies to a hypothetical 4-year program over 3 years. In the example, the GROSSGRAD4%
in each year are 80.0, 87.3 and 64.0 respectively and the straight average is ( 80.0 + 87.3 + 64.0) = 77.1%.
However, the correct 3-year average is computed as follows:
• The sum of PROG-TAPOS is 290. The sum of PROG_ENROLMT is 1,500. Thus, GROSSGRAD4%=
4*290/1500 = 77.3%
• The average no. of graduates is 97 ( = 290/3) while the average enrolment is 500 ( =1500/3). Thus,
GROSSGRAD4% = 4*97/500 = 77.3 %

It is WRONG to take the straight average of GROSSGRAD% over the 3 years. The straight average could be
close but it is NOT equal to the correct average. When taking the average percentage (or the average ratio)
over 3 years, remember College Algebra!

PROG_TAPOS PROG_ ENROLMT GROSS GRAD4%

2001-02 90 450 80.0%

2002-03 120 550 87.3%
2004-05 80 500 64.0%

TOTAL 290 1,500 77.3%

AVERAGE 97 500

TUITION AND MISCELLANEOUS FEES

The data elements below are very useful in estimating the costs to be incurred by a student enrolled in the
program from the first year until graduation. How much tuition does a student have to pay until graduation?
In addition to TUITION, how much other fees does the student have to pay? Most surveys ask how much is
the tuition fee per unit but PROGTUIT, PROGFEES and TOTALBAYAD as defined below are definitely more
informative to students, their parents – and to CHED officials.

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Data Elements on a Degree Program 65

There is no real need to obtain tuition per year or tuition per semester or miscellaneous fees per year or per
semester. Aggregate all the costs from 1st year until graduation. To get an idea of cost per semester, just
divide by the no. of semesters. In an 8-semester program, just divide TOTALBAYAD by 8 to obtain the cost per
semester.

ELEMENT NUMBER A142

ELEMENT NAME THE TOTAL TUITION TO BE PAID BY A STUDENT IN THE PROGRAM FROM
START UNTIL GRADUATION
SHORT NAME PROGTUIT
PURPOSE To indicate how much a “full-paying” student will have to pay in tuition only from
1st year until graduation. To indicate the total tuition expense which a student
(and his parents) must prepare for throughout his entire stay.
DESCRIPTION The total tuition to be paid by the student from the moment of initial
enrolment until graduation from the program.

• Assume there will be no tuition fee increases in the future.

• Assume the student will follow the same curriculum until graduation.
• Assume that the student will pass all subjects in one take.
• If this is a 4-year program, PROGTUIT is the sum of 4 years worth of
tuition.
• Do not include non-tuition or miscellaneous fees ( but see PROGFEES).
Do not include costs of textbook, board and lodging, transportation,
etc.
• Assume that the student is a Filipino citizen paying the full tuition rate
without any discounts but without any non-citizen surcharges either
such as those for late payments.
• The official source of the data is the HEI Registrar.
CODING Numeric data. No coding necessary.

ELEMENT NUMBER A143

ELEMENT NAME THE TOTAL “MISCELLANEOUS FEES” TO BE PAID BY A STUDENT IN
THE PROGRAM FROM START UNTIL GRADUATION.
SHORT NAME PROGFEES
PURPOSE To indicate how much a “full-paying” student will have to pay in MISCELLANEOUS
FEES, i.e. all fees other than tuition from 1st year until graduation. To inform
students and parents how much they would incur by way of miscellaneous
fees.

DESCRIPTION The total of all fees to be paid by the student other than tuition by whatever
name they are called, from beginning to graduation.

EXAMPLES OF WHAT TO INCLUDE: entrance fee, ID fee, registration fee,

matriculation fee, lab fees, library, medical, athletic, computer, Internet, library,
medical, electricity, development, air-conditioning, insurance, graduation,
diploma, documentation, transcript, thesis, materials, project, PE, NSTP,
student publication, student council, student annual, Community Chest (if
collected through the HEI), etc.

• The list above should be taken as indicative, not exhaustive. Include

whether the fee is “tuition-related” or non-tuition related. If it is not called
tuition but has to be paid to the HEI, include it anyway!
• If the student has to make a “donation” before admission, include it here
too. Include cost of uniforms if everybody in the program is required to
purchase uniforms from the HEI or a designated supplier.
• Do not include DEPOSITS if the amount is intended to be returned to
the student upon graduation.

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66 Data Elements on a Degree Program

• Do not include: board and lodging, books, laundry, transportation,

school bus, etc.
• Compute based on the current curriculum and the current rates (as if
there will be no price increases or curriculum changes in the future).
• Assume no special discounts (e.g. valedictorians or salutatorians,
siblings or children of the faculty) and no surcharges (e.g. late payment,
non-citizen fee).
• If the program is a 4-year program, then PROGFEES=PROGFEES1
+PROGFEES2+PROGFEES3+PROGFEES4 or four years worth of
miscellaneous fees. See related elements below.

CODING Numeric data. No coding necessary.

ELEMENT NUMBER A144

ELEMENT NAME THE TOTAL TUITION AND OTHER FEES TO BE INCURRED BY THE
STUDENT FROM START TO GRADUATION
SHORT NAME PROGBAYAD
PURPOSE To answer: from start to finish, how much will the student have to pay by way of
tuition and all other fees combined?
DESCRIPTION PROGBAYAD=PROGTUIT + PROGFEES.

If the program takes 4 years, PROGBAYAD is the sum of tuition and all other fees
over the 4 years. In an HEI, the official source of data is the HEI Registrar.
CODING Numeric data. No coding necessary.

EXAMPLE:
Consider the hypothetical example below tracing the increases in program tuition and non-tuition fees over a
4-year period.
1. Between 2001-02 and 2000-01, tuition increased by 6.3% ( = 500/8000). During that same year, the
non-tuition fees increased by 30.0% ( = 1500/5000).
2. In the 4-year period, the average % increase in tuition is 7.8%. This is just the straight average of the
year-on-year increases.
3. In the same 4-year period, the average % increase in the other fees is 21.8%.
4. The resultant average increase in PROG_BAYAD is 13.5%
5. Most newspapers focus on the increase in tuition rates but not on the increase in the other fees.
Actually, PROG_BAYAD is the most relevant data element to a student, the parents and the
institution itself.
6. In 2000-01, the non-tuition fees comprised only 38.5% ( = 5000/13,000) of PROG_BAYAD. In 2003-
04, these non-tuition fees comprised 47.4% ( =9000/ 19,000) of PROG_BAYAD.
7. As of May 2004, CHED has no data showing how much non-tuition fees are as a percentage of PROG-
BAYAD. It may not even be that urgent to monitor PROG_TUIT and PROG-FEES separately but CHED
should certainly keep track of PROG_BAYAD.
8. By definition, PROG_TUIT means the tuition to be paid by one student from start until graduation. If the
program were a 4-year or 8-semester program, the P 8,000 below would actually imply tuition of only
P1,000 per semester. This is too cheap for a private university but probably par for the course in an
SUC – except that SUCs hardly ever increase their tuition rates. In any event, CHED should produce
this template every year since most HEIs will not do it themselves!

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Data Elements on a Degree Program 67

% YEAR- % YEAR-
ON-YEAR ON-YEAR % YEAR-ON-YEAR
PROG_TUIT INCREASE PROF_FEES INCREASE PROG_BAYAD INCREASE
2000-01 8,000 5,000 13,000
2001-02 8,500 6.3% 30.0% 15.4%
6,500 15,000
2002-03 9,500 11.8% 18.5% 14.7%
7,700 17,200
2003-04 10,000 5.3% 16.9% 10.5%
9,000 19,000

AVERAGE 9,000 7.8% 7,050 21.8% 16,050 13.5%

RECIPIENTS OF STUDENT FINANCIAL AID COURTESY OF THE HEI ITSELF

These are the students who receive some form of financial aid COURTESY OF THE HEI ITSELF, i.e.
charged to the generosity of the institution instead of an external donor. For a more complete discussion,
see Chapter 3 DATA ELEMENTS ON AN INSTITUTION.

A145 HONORIFIC HONORIFIC SCHOLARS ONLY: NO TUITION OR CASH BENEFITS

A146 VARSITY ATHLETES, FOLK DANCERS, ETC. WHO RECEIVE TUITION AND/OR
OTHER BENEFITS FROM THE HEI.
A147 ANAKFACULTY HEI STAFF AND/OR THEIR DEPENDENTS WHO RECEIVE TUITION
PRIVILEGES
A148 GRANTEES1 RECIPIENTS OF TUITION BENEFITS ONLY (FROM THE HEI ITSELF)
A149 GRANTEES2 RECIPIENTS OF CASH BENEFITS FROM THE HEI ON TOP OF
TUITION WAIVERS.
A150 STUDASSTS STUDENTS WHO WORK FOR PAY INSIDE THE HEI

A151 SHORTLOANS1 RECIPIENTS OF SHORT-TERM LOANS FROM THE HEI ITSELF

A152 PAYLATER1 STUDENTS WHO ARE ON A “STUDY NOW PAY LATER” PLAN
COURTESY OF THE HEI ITSELF

RECIPIENTS OF STUDENT FINANCIAL AID FROM “EXTERNAL DONORS”

These are the students who receive some form of financial aid FROM EXTERNAL DONORS such as
DOST, CHED , private foundations, etc. In this context “external” means “not the HEI itself”. For the more
complete discussion, see CHAPTER 3 DATA ELEMENTS ON AN INSTITUTION. A student should be counted
at most once in the categories listed below.

A153 XGRANTS1 RECIPIENTS OF TUITION BENEFITS ONLY (FROM EXTERNAL

DONORS)
A154 XGRANTS2 RECIPIENTS OF OUTRIGHT CASH BENEFITS ONLY ( FROM
EXTERNAL DONORS)
A155 XGRANTS3 RECIPIENTS OF TUITION AND OUTRIGHT CASH BENEFITS FROM
EXTERNAL DONORS
A156 XLOANS RECIPIENTS OF SHORT-TERM LOANS FROM EXTERNAL SOURCES
A157 XPAYLATER STUDENTS WHO ARE ON A “STUDY NOW PAY LATER” PLAN FUNDED
BY EXTERNAL SOURCES

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68 Data Elements on a Degree Program

FORGONE INCOME AND CASH OUT DUE TO SCHOLARS/GRANTEES IN THE PROGRAM

How much revenue was forgone by the HEI due to the students in the program receiving financial
aid? These data elements have to do with scholars or recipients of financial aid. How many of the students in
the program receive financial aid? What is the total value of this financial aid? How much income, if any, was
forgone by the HEI due to the scholars in the program? What did the program sacrifice to provide education to
its scholars?

Some programs offer more scholaships than others. Conversely, students in certain programs (e.g. Social
Work, Community Development, etc.) are usually poorer than those in other programs (e.g. Medicine, Dentistry,
Business, etc.) The data elements below will capture such differences between programs.

ELEMENT NUMBER A158

ELEMENT NAME TOTAL AMOUNT FORGONE BY THE INSTITUTION DUE TO TUITION
WAIVERS AND DISCOUNTS IN THE PROGRAM
SHORT NAME TUITWAIVERS
PURPOSE To answer: how much tuition revenue did the HEI forgo because of all the tuition
waivers/discounts to scholars in the program? How much did it hurt the HEI to
provide tuition discounts or waivers to scholars and grantees in the program?
DEFINITION The total income or revenues forgone by the HEI (over one year) due
to tuition waivers and discounts – net of reimbursements from scholarship
donors.
EXAMPLE: If the annual tuition is P15,000 per student and 10 scholars
received a 20% tuition discount, then the HEI is bound to forgo P30,000 (
=0.20*10*15000) in tuition revenue.
§ If a scholarship donor reimburses the HEI in the amount of P20,000,
then TUITWAIVERS = 10,000 (=30000-20000) only. That is, the HEI
will forgo P10,000, not P30,000.
§ If the scholarship sponsor reimburses the full P 150,000 tuition of the
10 scholars, TUITWAIVERS = 0. The HEI suffers no revenue loss at
all.
§ If no sponsor covers the tuition discounts, TUITWAIVERS = 30,000.
The HEI suffers the full brunt of the 20% tuition discount.
CODING Numeric:7 digits. No decimal points and no peso signs needed.
ELEMENT NUMBER A159
ELEMENT NAME TOTAL AMOUNT FORGONE BY THE HEI DUE TO DISCOUNTS OR WAIVERS
OF MISCELLANEOUS FEES.
SHORT NAME FEESWAIVERS
PURPOSE To indicate how much income is forgone by the HEI due to waivers and
discounts on MISC FEES to students in the program. How much did it hurt
the HEI to provide waivers and discounts on miscellaneous fees to scholars or
grantees in the program?
DEFINITION The total income forgone by the institution due to waivers and discounts on
miscellaneus fees.

EXAMPLE:
Suppose miscellaneous fees total P5,000 per student and ten scholars receive
a 50% discount on miscellaneous fees. Then the HEI is bound to forgo P 25,000
( = 10*2500).
• If there is no other donor which will reimburse the HEI for this forgone
income, then FEESWAIVERS = P 25,000.
• On the other hand, if there is a scholarship sponsor who will cover the
entire miscellaneous fees of the 10 students, FEESWAIVERS=0. The
HEI suffers no revenue loss.
CODING Numeric:7 digits. No decimal points and no peso signs needed.

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Data Elements on a Degree Program 69

ELEMENT NUMBER A160

ELEMENT NAME TOTAL AMOUNT FORGONE BY THE HEI DUE TO FORGONE TUITION AND
OTHER FEES.
SHORT NAME TOTWAIVERS
PURPOSE To answer: all in all, how much did the HEI forgo due to the scholars or grantees
in this program?
DEFINITION TOTWAIVERS = TUITWAIVERS + FEESWAIVERS
CODING Numeric:7 digits. No decimal points and no peso signs needed.

ELEMENT NUMBER A161

ELEMENT NAME TOTAL VALUE OF STIPENDS AND ALLOWANCES PAID OUT TO
SCHOLARS IN THE PROGRAM.
SHORT NAME STIPENDS
PURPOSE To measure “cash out” or cash transfers as opposed to “forgone income”.
To tally how much cash is paid out by the HEI in the form of stipends and
allowances to scholars in the program.
DEFINITION The total value of stipends, living allowances, book allowances, thesis grants,
etc. or cash transfers from the HEI to scholars.
• Do not confuse with tuition waivers or tuition discounts because these
do not involve cash out by the HEI.
• Do not confuse with HEI expenditures in connection with psychosocial
assistance to the scholars or the administrative costs of implementing
the scholarship.
If the HEI paid out P500,000 in stipends but was reimbursed P200,000 by a
scholarship donor, STIPENDS= 300000 only. That is, STIPENDS is the actual
cost to the HEI after deducting the amount which is covered by an external
provider of stipends.
CODING Numeric:7 digits. No decimal points and no peso signs needed.

EXAMPLE:
It is worthwhile for the HEI to tabulate the following for each program: the no. of recipients of financial aid,
the total income forgone and the total stipends paid out. Consider the hypothetical example below for some
program, e.g. BSE (Math) or BSE (Science) in ABC University.
1. An average of 18 students in the program received waivers or discounts on tuition and/or other school
fees courtesy of the HEI itself. The average total forgone income is TOTWAIVERS = P 90,833. Thus,
the average value of the waiver on tuition and other fees is P 4,867 per grantee per year.
2. On the average, 13 students also received cash or stipends courtesy of the HEI itself (not an external
donor). Over the 3 years, the average expense of the HEI is P 90,333 per year for an average of P
8,200 stipend per grantee.
3. The amounts above are courtesy of the institution itself. They indicate the HEI’s commitment to support
the students in the program (whether due to academic performance and/or financial need). Every year,
the HEI below forgoes or spends an average of P 181,167 per year for recipients of financial aid in the
program.
4. The HEI should make a parallel tabulation for the students in the program who receive financial aid from
EXTERNAL DONORS (i.e. other than the HEI itself), e.g. DOST, CHED or private foundations.

TOTWAIVERS STIPENDS
TOTWAIVERSE
GRANTEES1 TOTWAIVERS PER GRANTEES2 STIPENDS PER
+STIPENDS
GRANTEES1 GRANTEES2

2000-01 20 100,000 5,000 15 9,000 200,000

100,000
2001-02 10 45,000 4,500 5 9,400 92,000
47,000
2002-03 25 127,500 5,100 20 6,200 251,500
124,000

AVERAGE 18 90,833 4,867 13 8,200 181,167

90,333

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70 Data Elements on an Institution

CHAPTER 3
DATA ELEMENTS ON AN INSTITUTION
DATA ENTITY TO BE DESCRIBED: The entity to be described is a specific higher education institution
(HEI), e.g. Adamson University, Central Luzon State University.

What are the pieces of data CHED needs or wants about an HEI? Certainly the full official name, the
address, the phone number, the name of the head of the institution, the number of academic programs, number
of students, number of graduates, number of faculty, the student-to-faculty ratio, the students-to-computer ratio,
etc. Each piece of data about an HEI is called a data element.

An HEI is a legal entity authorized by the government to implement degree programs and grant higher education
degrees. An HEI could be a single-campus stand-alone university such as Silliman University or Miriam College.
Or it could be a huge organization or an entire university system such as the U.P. System. Within a university
system there are so-called constituent universities (CUs) or autonomous universities (AUs), which by themselves
are also higher education institutions. Thus, UP Diliman, UPLB, UP Manila, UP Visayas, UP Mindanao and UP
Open U are all CUs of the U.P. System but each is an HEI in its own right.

Some HEIs are not formally designated as university systems but they do have extension campuses or
satellite campuses. For instance, the Ilocus Sur Polytechnic State College has a main campus and five satellite
campuses -- Cervantes, Candon, Narvacan, Santiago and Tagudin. Indeed many of the SUCs have satellite
campuses, some of them relatively big but many of them relatively small. Nominally there are only 111 SUCs
but they actually conduct classes in more than 350 sites!

Legally speaking, these campuses or sites are not independent HEIs by themselves but they do have students,
programs, graduates, faculty, scholars, etc. just like any stand-alone HEI. It is in the interest of CHED, DBM,
PASUC, and Congress and many other stakeholders to know how many students and faculty there are in each
campus or site and of course for the entire university as a whole.

For statistical purposes (but without any legal implications), each campus of an HEI may be considered
as a separate “institution”. The separate counting of enrollment, programs, faculty and expenditures by
geographic site is not intended to endow any legal personality or status on said sites or campuses. The
aggregations and disaggregations of data are purely for statistical purposes and have no legal implications
whatsoever.

COUNTING THE NUMBER OF HIGHER EDUCATION INSTITUTIONS

The existence of constituent universities and extension or satellite campuses has complicated the business
of counting the number of SUCs and HEIs. How many HEIs are there in all? When it is reported that the
Philippines has 1,800 HEIs, is the U.P. System counted as just one HEI? Is PUP, which offers classes is more
than 15 sites or campuses, also counted as just one of the 1,800? Among the private HEIs, is the STI system
of computer schools counted as just one HEI – or is every STI branch counted as a separate HEI? Does CHED
assign only one code number for the entire STI chain or does it assign one code number for each STI branch?
It is likely that U.P. Diliman and UPLB are assigned one code number each because each is a big university in
its own right – but is there a separate code number too for the U.P. Tacloban College?

In reality, almost all the data elements in this chapter apply just as well to a university system, a stand-alone
single-campus HEI, a multi-campus HEI – or even just a satellite campus of an HEI. Thus, the definitions of
data elements in this chapter will refer to a generic “institution”.

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Data Elements on an Institution 71

COMMONALITY OF DATA ELEMENTS AMONG AN INSTITUTION,

SCHOLARSHIP PROGRAM, COST CENTER, AND DEGREE PROGRAM

Many data elements on an institution apply just as well to:

• A cost center (such as college or department) within an HEI
• A scholarship program, or
• A degree program.

Examples of common elements: number of students, number of graduates, the no. of students who belong to
the top 10 of their graduating classes, the no. of students who are candidate for graduation with honors, etc.

In Chapter 4 DATA ON A COST CENTER, the number of students refers to the number of students in a college
or department. In Chapter 2 DATA ON A PROGRAM, the number of students refers to the number of students in
a specific degree program. In Chapter 8 DATA ON A SCHOLARSHIP PROGRAM, the number of students refers
to the number of scholars or grantees in a scholarship program. Technically, all these are different elements
(because they refer to different entities) but they do share a commonality or fall under the same concept. For
elements with the same concept, the definitions are spelled out in only one chapter. In the other chapters, the
elements are only named but the complete definitions are not repeated.

Chapter 4 DATA ON A COST CENTER contains the data elements which have to do with costs and income,
and other elements which are needed for cost analysis studies. These elements (e.g. cost of personal services
or the percentage of total expenses devoted to personal services) apply just as well to an entire institution or to
a degree program but the full definition and discussion is in the chapter on cost centers.

The chapter on Scholarship Programs contains data elements which have to do with scholarship benefits and
the costs incurred by scholars.

DATA ELEMENTS FOR DEVELOPING A TYPOLOGY OF HEIs

This chapter contains data elements which could be used as indicators of the quality of an institution, e.g.
the no. of programs which have accreditation at Level II and Level III, the selectivity of its admission system,
the quality of the incoming freshmen (based on high school grades, ranks in the HS graduation class, and
performance in national standard tests such as the NSAT), the qualifications of the faculty ( no. of faculty with
graduate degrees), indicator ratios such as students-to-faculty ratios, class sizes, faculty-per-program ratios,
average passing rates in PRC board exams, the no. of Centers of Excellence and Centers of Development in
the insitution, etc. Many of these elements can be used to introduce a typology of HEIs.

This chapter attempts to answer the following questions:

• Since there are about 1,800 institutions of higher learning in the Philippines, what specific pieces of
data will CHED need or want about each of these HEIs?
• Since there are 111 state universities and colleges, what specific pieces of data will CHED and DBM
need or want about each of the SUCs? (Indeed, since the 111 SUCs conduct classes in about 340
different sites all over the Philippines, what pieces of data would CHED and DBM want to know about
each of these sites?)
• What specific pieces of data would an accreditation agency or researcher ever need or want about
each of the 1,800 HEIs?

This is not to say that all data elements here should be collected about each of the HEIs but whenever the
need arises, the terminology, definitions, counting rules, and interpretations are all in this RCDEM.

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72 Data Elements on an Institution

SOME INTERESTING ELEMENTS ABOUT AN INSTITUTION

39. Is the institution an entire university system or just a constituent university of a system? See
ECHELON.
40. The institution holds classes in how many campuses? See SITES.
41. Is the institution declared “autonomous” by CHED? See AUTONOMOUS
42. Has the institution been officially declared a university by CHED? See UNIVERSITY.
43. How many programs does the institution offer? See UG_PROGS, MS_PROGS, PHD_PROGS, etc.
44. Based on the freshman intake, is the institution large, medium or small? See SIZE_FRESHMEN.
45. Based on total undergraduate enrollment, is the institution large, medium or small? See SIZE_
UGRADS.
46. Based on total enrollment in higher education programs, is the institution large? See SIZE_
HEPROGS.
47. Does the institution offer any program involving a foreign institution? See IMPORTED.
48. Does the institution offer any program which involves another Philippine HEI? See CONSORTIUM.
49. How many programs are accredited by FAAP? What percentage of all programs are accredited?
See UGACCRED_1, UGACCRED_2, UGACCRED_3, UGACCRED_123, MSACCRED_123,
PHDACCRED_123, UGACCRED%, MSACCRED%, etc.
50. How selective are the undergraduate programs? See E_QUOTA, Q_QUOTA, SELECTIV%.
51. How good are the freshmen? See NSATMEAN, NSATMEDIAN, HSTOP10%, HSTOP25%, etc.
52. What is the socioeconomic profile of the freshmen? See BRACKET_0, BRACKET_1, BRACKET_2,
etc.
53. How many students are enrolled in each program level? See ES_ENROL, HS_ENROL, TV_ENROL,
PREB_ENROL, UG_ENROL, POSTB_ENROL, MS_ENROL, PHD_ENROL, HE_ENROL, GRAD_
ENROL.
54. How much was the “thesis output” from the HEI? How many students completed their thesis in the past
year? As of July 1, how many are still in the thesis-writing stage? See UG_THESIS, MS_THESIS,
PHD_DISSERT, UG_WRITING, MS_WRITING, PHD_WRITING
55. How many thesis students until now have not finished writing within the “thesis writing period”? UG_
LAPSED, MS_LAPSED, PHD_LAPSED.
56. Is there a difference between UG_ENROLMT and UG_MAJORS?
57. How many of the students are recipients of financial aid courtesy of the HEI itself? See VARSITY,
ANAKFACULTY, GRANTEES1, GRANTEES2, etc.
58. How many of the students are recipients of financial aid from external donors? See XGRANTS1,
XGRANTS2, XGRANTS3, etc.
59. How many of the majors passed all their subjects? See %PASS100, %PASS90, etc.
60. Do we just add up enrolment from Kindergarten to PhD? See TOT_ENROL, WTD_ENROL.
61. How many full-time equivalent students are in each program level? See UG_FTEZZ, UG_FTEXX,
MS_FTEZZ, MS_FTEXX, etc.
62. How many graduates in each program level? See UG_GRADXX, MS_GRADXX, PHD_GRADXX, etc.
63. What is the graduation rate for the 4-year programs? 5 year programs? UG_GRAD4%, UG_
GRAD5%.
64. What is the graduation rate for the HEI as a whole? See COHORT%, GROSSGRAD%.
65. What is the passing rate in board exams? See SUBOKAGAD%, AGADPASA%, TALAGA%,
BOARDPASS%, %TOP20

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Data Elements on an Institution 73

66. What % of the undergrads graduate with honors? See UG_HONORS%

67. How many “cost centers” does the institution have? See COSTCTR1, COSTCTR2, etc.
68. How many generic classrooms does the HEI have? See CLASSROOMS, LABS1, LABS2, etc.
69. How many computers are generally available to the higher education students? What is the BANDWIDTH?
How many students per computer? See COMPUTERS1, STCOMP_RATIO.
70. How many books published after January 1990 are in the libraries? See LIB_AREA, LIB_SEATS,
BOOKS2000, BOOKS1990, BOOKS1980, JOURNALS2000, JOURNALS1990, etc.
71. How many faculty members are tenured or on tenure track? See FTFAC_TENURED, FTFAC_TRACK,
FTFAC_NONTRACK, etc.
72. How many full-time faculty members? How many half-time? How many of them are “currently in
the service of the HEI”? See FULLTYMFAC1, FULLTYMFAC2, HALFTYMFAC1, PARTTYMFAC1,
PARTTYMFAC2.
73. What is the ratio of full-time faculty to part-time faculty? See FULLTYMFAC1%, FULLTIMEFAC2%,
etc.
74. What is the student-to-faculty ratio? How many possible definitions are there? STFR_FTFAC, STFR_
ALLFAC, STFR_WTD, STFR_FTE,etc.
75. How many of the faculty have advanced degrees regardless of discipline where they teach? How many
have advanced degrees “in the discipline”? MS_FTAC1, MS_FTFAC2, PHD_FTFAC1, PHD_FTAC2,
MS_TENURED%, PHD_TENURED%, etc.
76. How many of the faculty members are “in active pursuit of an advanced degree” in the discipline where
they teach? See MS_PURSUE, PHD_PURSUE.
77. What % of the tenured faculty have published at least once in the past 10 years? See PUBL_TENUR%,
AUTH_TENUR%
78. What % of the full-time faculty are Instuctors? Assistant Professors? Full Professors? See INSTRUC%,
ASSTPROF%, ASSOCPROF%, FULLPROF%.
79. What is the faculty workload (in hours) during a typical week when classes are in session? See LECT_
HOURZ, LAB_HOURZ, ADMIN_HOURZ, TOT_HOURZ, etc.
80. What is the total faculty workload measured in credit units? See LECT_UNITXX, LAB_UNITXX,
ADMIN1_UNITXX, ADMIN2_UNITXX, STUDY1_UNITXX, STUDY2_UNITXX, TOT_UNITXX, etc.
81. What is the average teaching load per faculty? Average research load? See TEACH_AVG, RES_
AVG,
82. What percentage of total faculty hours is devoted to teaching, research, extension? See TEACH%,
RESEARCH%, EXTNSERV%

DEFINITIONS AND CODING OF ELEMENTS

NOTE: The data elements below refer to a generic “institution” or sometimes “HEI”. As mentioned earlier,
this could be an entire university system, a constituent university of a university system, a stand-alone single
campus HEI, a multi-campus HEI, or the satellite campus of a multi-campus HEI. The data element ECHELON
clarifies the delineation.

ELEMENT NUMBER B001

NAME OF ELEMENT FULL OFFICIAL NAME OF THE INSTITUTION
SHORT NAME INSTNAME
PURPOSE To record the full official name of the institution.
DEFINITION The full official name of the institution. Examples: University of the Philippines
System, Dr. Emilio B. Espinosa Sr. Memorial State College, Ateneo de Naga,
STI Tarlac, etc. The full name used in legal documents.
CODING Text data. 120 characters.

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74 Data Elements on an Institution

ELEMENT NUMBER B002

NAME OF ELEMENT UNIQUE ID CODE NUMBER ASSIGNED BY CHED TO THE
INSTITUTION
SHORT NAME INSTCODE
PURPOSE To provide a unique identifier code for each institution.
DEFINITION Unique ID code number assigned by CHED to the institution.
CODING 8-digit numeric code. ( Each geographic campus will merit its own code but
CHED will have to keep track of “mother” units and number of “children”).
In theory, an 8-digit code is enough to distinguish among 100 million HEIs
in the country. If the first 2 digits are used to designate the region and the
third digit is used to designate the trichotomy among private, SUC and local
government-funded HEI, the distinguishing power of INSTCODE is reduced
to 100,000 HEIs per type per region. Clearly 8 digits are more than enough,
even if the 4th and 5th digits are used to indicate other information.

ELEMENT NUMBER B003

NAME OF ELEMENT ACRONYM OF THE INSTITUTION
SHORT NAME ACRONYM
PURPOSE To record the acronym of the institution.
DEFINITION The acronym, as used by the institution itself or as popularly known. For
instance, the Polytechnic University of the Philippines has the acronym
PUP. Ateneo de Manila University has the acronym AdMU while Adamson
University has the acronym ADU. If there is no popular acronym, leave
acronym blank.
CODING Text data: 10 characters.
ELEMENT NUMBER B004
NAME OF ELEMENT THE SHORT NAME OF THE INSTITUTION
SHORT NAME SHORTNAME
PURPOSE To provide a name which is shorter than the full name but more mnenomic
and more recognizable than the acronym. To provide a name which could
be used as a column heading or row title in tabulations.
DEFINITION The “short name” – shorter than the official name but more readable than an
acronym. For instance, the Dr. Emilio B. Espinosa Memorial State College
has an acronym DEBEMSC which may not ring a bell with many people.
However, the short name ESPINOSA MEM ST COLL is not too long and
yet is more recognizable. The short name can also be used to distinguish
between/among institutions with the same initials such as Arellano University,
Aquinas University, and Adamson University or between University of Manila
and University of Mindanao.
CODING Text data: 25 characters.
ELEMENT NUMBER B005
NAME OF ELEMENT THE “ECHELON LEVEL” OF THE INSTITUTION
SHORT NAME ECHELON
PURPOSE To indicate the “echelon level” of the institution. To indicate the position
of the institution in the chain of aggregations and disaggregations of
data such as enrollment, number of faculty, expenditures, etc.

For instance, if the institution is a constituent university of a system, the data

from the institution may stand by itself (since it is an HEI in its own right),
be aggregated upward as part of university system data – or disaggregated
downward to its main campus and satellite campuses.

DEFINITION The classification of higher education institutions according to “echelon

level”, as coded below.
CODING 1-digit code.

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Data Elements on an Institution 75

1 A university system composed of autonomous universities. Not simply

an HEI with satellite campuses. Example: U.P. System. This means data
from the institution can stand by itself, be disaggregated down to constituent
universities (CUs) – and still further down to the main and satellite campuses
of constituent universities.
2 A constituent or autonomous university of a university system.
Example: UP Diliman, UP Manila, UPLB and UP Visayas which are all CUs
of the U.P. System. This means data from UPLB can stand by itself (since
UPLB is an HEI in its own right) but UPLB data could also be aggregated
upward as part of U.P. System data.
3 A stand-alone single-campus HEI. Example: Silliman University. With
respect to data aggregation, this is the simplest situation to handle: the data
from the institution stands on its own. There is no need for aggregation
upward or downward.
4 A satellite campus of an HEI which is part of a university system. Not a
main campus and not a constituent/autonomous university either. Example:
U.P. College Cebu is a satellite campus of U.P. Visayas. With respect to
data aggregation, the data from the satellite campus can be aggregated
upward as part of CU data – and then aggregated still further upward as part
of University System Data. That is, data can be aggregated upward twice!
(NOTE: This means a student from a satellite campus such as UP Cebu
could be counted as many as three times).
5 A satellite campus of an HEI which is NOT part of a university system.
Example: DMMMSU-La union is a satellite campus of DMMMSU which is not
a university system. Thus, data from DMMMSU-La Union can be aggregated
upward only once as part of DMMMSU. Data from DMMMSU-La Union will
not be disaggregated downward.
9 No information provided on the matter.
ELEMENT NUMBER B006
NAME OF ELEMENT The “mother institution” of the institution.
SHORT NAME MOTHER
PURPOSE To indicate the echelon immediately above the institution. To serve as
guide in aggregating data in the upward direction.
DEFINITION The institution which is in the echelon immediately above.

Examples. For U.P. Diliman, MOTHER=U.P. SYSTEM. This means that

data reported under the name “U.P. Diliman” may be aggregated – or could
already have been previously reported --- under the name “U.P. System”. For
U.P. College Cebu, MOTHER=U.P. VISAYAS. This means that data reported
under the name “U.P. College Cebu” can be aggregated -- or could already
have been reported -- under the name “U.P. Visayas”. Keeping track of the
mother institutions is important to avoid double-counting or in ensuring that
every piece of data is accounted for.

Do not confuse with “grandmother”. Observe that U.P. Diliman has a “mother”
but no “grandmother”. U.P. College Cebu has both a “mother” (UP Visayas)
and a “grandmother” (UP System).

CHED must keep track of the institutions which report no “mother” – in

other words the “orphans”! To aggregate enrollment for the entire country,
CHED must avoid double-counting. It should add only the enrollment
of institutions which report no mothers!

CODING Same coding as SHORTNAME. In other words, key in the short name -
- not the full name INSTNAME and not ACRONYM. there is no “mother”
institution, write “NONE”: do not leave a blank entry.
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76 Data Elements on an Institution

ELEMENT NUMBER B007

NAME OF ELEMENT The number of institutions immediately below the institution.
SHORT NAME CHILDREN
PURPOSE To indicate the number of institutions immediately below the institution. To
serve as guide in disaggregating data from the institution.
DEFINITION The number of institutions immediately below the institution – including the
institution itself. In a sense this is a count of “children”.

Examples. If the institution is the Ilocos Sur Polytechnic State College, then
CHILDREN= 6. The said state college has 6 campuses: Cervantes, Candon,
Narvacan, Santiago, Tagudin and its main campus in Sta. Maria. This means
that data reported under the name “Ilocos Sur Polytechnic State College”
can be disaggregated into 6 pieces.

If the institution is a single-campus institution, CHILDREN = 1 and this

indicates that there is no need for disaggregation. The data reported from
that institution stands by itself.

If the institution is the U.P. System, then CHILDREN=7. This is a count

of its constituent universities --- UP Diliman, UPLB, UPV, UP Manila, UP
Mindanao, UP OpenU, and UP Baguio – because these are the institutions
or campuses immediately below the UP System. (N.B. UP Baguio is not yet
a full-fledged constituent university but it reports directly to the UP System.
It is no longer under UP Diliman). CHILDREN=7 means that data reported
under the the name “U.P. System” can be disaggregated into 7 pieces.

Note that the UP campuses in Cebu, Tacloban and Pampanga are not
immediately below the UP System and therefore are not counted among
the 7. If the institution is UP Visayas, CHILDREN = 4 to stand for Cebu,
Tacloban, Iloilo and Miag-ao. This signals that data reported under the name
“U.P. Visayas” can be disaggregated into 4 pieces.

Put another way, the element CHILDREN is a count of “children”, not

“grandchildren”.
CODING Numeric: 2 digits.
ELEMENT NUMBER B008
NAME OF ELEMENT THE NO. OF GEOGRAPHIC SITES
SHORT NAME SITES
PURPOSE To indicate the geographic dispersal of HEI operations.
DEFINITION The no. of geographic sites where the HEI holds classes or where it has a
research laboratory or station. Two sites will be considered different if they
are more than 10 km away from each other. If SITES=1, it means that all
HEI classrooms, research labs are in just one site.
The term SITE is being used instead of CAMPUS because the latter could
imply some formal recognition as a college or autonomous unit of a University
system. A campus is certainly a site but a site need not be a “campus”!
CODING Numeric, integer format.

ELEMENT NUMBER B009

NAME OF ELEMENT IF THE INSTITUTION IS PUBLIC OR PRIVATE
SHORT NAME PUBLPRIV
PURPOSE To identify if the institution is a public or private HEI. To indicate which
institution is subject to COA, DBM and other government restrictions.
DEFINITION If the institution is public or private.
CODING 1-digit code.

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Data Elements on an Institution 77

1 Public, funded by the National Government. Example: the SUCs.

2 Public, funded by a Local Government Unit (LGU) Example: Pamantasan
ng Lungsod ng Maynila
3 Private SECTARIAN.
4 Private Non-Sectarian stock.
5 Private Non-Sectarian non-stock
9 No information provided on the matter.

ELEMENT NUMBER B010

NAME OF ELEMENT IF THE INSTITUTION IS ”DEREGULATED” AS DECLARED BY CHED
SHORT NAME DEREGUL
PURPOSE To indicate if the institution is DEREGULATED. This means for instance that
the HEI is free to set its own tuition rates and is exempted from the Special
Orders requirement.
DEFINITION If the institution is “deregulated”, as declared by CHED.
CODING 1-digit code.
1 Deregulated private HEI as officially declared by CHED.
2 Private HEI not yet deregulated by CHED.
3 Public HEI (i.e. deregulated automatically).
9 No information provided on the matter.
ELEMENT NUMBER B011
NAME OF ELEMENT IF THE INSTITUTION IS ”AUTONOMOUS” AS DECLARED BY CHED
SHORT NAME AUTONOMOUS
PURPOSE To identify if the institution is AUTONOMOUS. This means CHED has allowed
the HEI full autonomy from CHED regulations for a 5-year period.
DEFINITION If the HEI is officially “autonomous”, a status conferred by CHED on the most
developed private HEIs based on their good track record over a certain no.
of years.

Terminology does not apply to the public HEIs.

CODING 1-digit code.
1 Private HEI is “autonomous”, as officially declared by CHED.
2 Private HEI not declared autonomous by CHED – and therefore still subject
to some regulation by CHED.
3 Public HEI.
9 No information provided on the matter.

ELEMENT NUMBER B012

NAME OF ELEMENT THE YEAR WHEN THE INSTITUTION WAS ”DEREGULATED”
SHORT NAME DEREGYEAR
PURPOSE To answer: in what year was the HEI declared DEREGULATED? Since the
status has a 5-year expiry period, this indicates when CHED has the review
the HEI.
DEFINITION The most recent year when the institution was “deregulated”. This
element does not apply to public institutions. For public institutions,
DEREGYEAR=0000.
CODING Format: YYYY.
ELEMENT NUMBER B013
NAME OF ELEMENT THE YEAR WHEN THE INSTITUTION WAS ”AUTONOMOUS”
SHORT NAME AUTONOYEAR
PURPOSE To answer: in what year was the HEI declared autonomous? Since the
status has a 5-year expiry period, this indicates when CHED has the review
the HEI.
DEFINITION The most recent year when the institution was declared autonomous.
This element does not apply to public institutions. For public institutions,
AUTONOYEAR=0000.
CODING Format: YYYY.

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78 Data Elements on an Institution

ELEMENT NUMBER B014

NAME OF ELEMENT IF THE INSTITUTION IS LISTED EXPLICITLY IN THE GAA
SHORT NAME LISTEDGAA
PURPOSE To answer: is the SUC listed explicitly in the GAA? Does the GAA specify the
appropriations for the SUC?
DEFINITION If the institution has its own appropriations explicitly listed in the GAA.
For instance, MSU-IIT is part of the MSU System but has its appropriations
specified in the GAA. On the other hand, UPLB is part of the UP System but
its appropriations are not specified in the GAA.
CODING 1-digit code
1 Institution is a public institution listed explicitly in the GAA.
2 Institution is a public institution not listed explicitly in the GAA.
3 Institution is private.
9 No information on the matter.

ELEMENT NUMBER B015

NAME OF ELEMENT GENERIC CLASS OF THE INSTITUTION BASED ON ITS NAME
NICKNAME GENERIC
PURPOSE To indicate the generic class of the institution based on its official name. To
enable the computer to put all “universities” together, all “colleges” together,
all “institutes”, all “centers” together, etc.
DESCRIPTION Based on the full name of the institution, to provide a convenient way to put
together all institutions of the same generic class. The alphabetization of
INSTNAME may not put universities together because the word “university”
signifying the generic class may appear in front, in the middle, or at the
end of the full official name. Consider “University of Northern Philippines”,
“Technological University of the Philippines”, and “De La Salle University”.

The classification under the element GENERIC is based only on the generic
class embedded in INSTNAME. The official recognition by CHED of the
institution as a “university” is captured by the element UNIVERSITY.
CODING 2-digit code.
01 College/ Colegio/ Kolehiyo
02 Academy/ Academia
03 Institute/ Instituto
04 Center
05 School
06 Program
07 Project
08 Others
99 Not known.

ELEMENT NUMBER B016

NA NAME OF ELEMENT IF THE PRIVATE INSTITUTION IS OFFICIALLY CLASSIFIED BY CHED
AS A UNIVERSITY
SHORT NAME UNIVERSITY
PURPOSE To indicate if the private institution has been officially classified by CHED as
a full-fledged “university”.
DEFINITION The official designation or recognition by CHED of the private HEI as a
“university” by CHED. Not simply a self-declaration by a private institution.
Not simply because the HEI name contains the word “University” in it.
The data element does not apply to public-funded HEIs (whether SUC or
LGU-funded) because designation as a University is usually decided by
legislation. Thus the public HEIs are coded separately.
CODING 1-digit code.
1 Private HEI officially designated by CHED as a “university”.
2 Private HEI with no official designation by CHED as a “university”.

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Data Elements on an Institution 79

3 Public HEI (SUC or LGU-funded). Designation as a University is decided by

legislation, not CHED.

9 No information provided on the matter.

ELEMENT NUMBER B017

NAME OF ELEMENT THE NAME OF THE HEAD OF THE INSTITUTION
SHORT NAME INSTHEAD
PURPOSE To indicate the name of the head of institution.
DEFINITION The name of the head of the institution (as of a specific date).
CODING Text data: 100 characters. Following the trend in computerization, the name
may be split into 3 separate data elements: first name, middle name, last
name --- INSTHEAD1, INSTHEAD2. INSTHEAD3

ELEMENT NUMBER B018

NAME OF ELEMENT THE OFFICIAL POSITION TITLE OF THE HEAD OF THE INSTITUTION
SHORT NAME HEADTITLE
PURPOSE To answer: what is the position title of the institution head? For protocol
purposes.
DEFINITION The official position title attached to the headship of the institution, not the
title of the incumbent. For instance, HEADTITLE could be President or
Chancellor even if the personal title of the incumbent is Doctor, Professor,
Attorney, Brother, Father, etc.
CODING 2-digit code
01 President
02 Chancellor
03 Executive Director
04 Dean
05 Rector
06 Head
07 Administrator
08 Principal
09 Managing Director
10 Director
11 Chair
12 Others
99 Not known or not indicated.
ELEMENT NUMBER B019
NAME OF ELEMENT The region where the institution is located.
SHORT NAME REGION
PURPOSE To indicate the region where the institution is located.
DEFINITION The region where the institution itself is located. For example: for UP College
Cebu, REGION= 7 -- although the mother institution U.P. Visayas is in Region
6. In other words, record the location of the institution, not the location
of its”mother”. For U.P. Visayas itself, REGION=6 although the mother
institution U.P. System is headquartered at NCR. For the U.P. System itself,
Region = NCR athough it has campuses all over the country.
CODING Numeric: 2 digits. ( For ease in computer sorting, use Arabic numerals –
not Roman numerals and not alphabetic. Thus Region VIII=8, NCR=13,
CAR=14, ARMM=15, CARAGA=16).

ELEMENT NUMBER B020

NAME OF ELEMENT The province where the institution is located.
SHORT NAME PROVINCE
PURPOSE To answer: in what province is the HEI located?
DEFINITION
CODING Use Philippine Standard Geographic Code (PSGC)

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80 Data Elements on an Institution

ELEMENT NUMBER B021

NAME OF ELEMENT The city where the institution is located.
SHORT NAME CITY
PURPOSE To answer: in what city is the HEI located?
DEFINITION
CODING Use PSGC.
ELEMENT NUMBER B022
NAME OF ELEMENT Congressional district where institution is located.
SHORT NAME DISTRICT
PURPOSE To comply with congressmen’s usual requests.
DEFINITION
CODING Use standard DILG code.

ELEMENT NUMBER B023

NA NAME OF ELEMENT Street Address of the institution
NICKNAME STREET
PURPOSE To indicate the street and building address of the institution, not a PO box.
To be used by messengers to deliver documents or visitors to locate the
institution.
DESCRIPTION Street address (not mailing address) of the institution.

ELEMENT NUMBER B024

NAME OF ELEMENT LATITUDE FOR GLOBAL POSITIONING SYSTEM
SHORT NAME LATITUDE
PURPOSE To indicate the geographic LATITUDE of the institution. For computerized
global positioning system (GPS). To be used for “program mapping”.
DEFINITION The latitude coordinates in format suitable for GPS.
CODING Numeric data in GPS format as in: 35 degrees, 20 minutes, 40 seconds
North. ( This element could be split into 4 parts: DEGREES, MINUTES,
SECONDS, NORTH )
ELEMENT NUMBER B025
NAME OF ELEMENT LONGITUDE FOR GLOBAL POSITIONING SYSTEM
SHORT NAME LONGITUDE
PURPOSE To indicate the geographic LONGITUDE of the institution. For computerized
global positioning system (GPS). To be used for “program mapping”.
DEFINITION The longitude coordinates in format suitable for GPS.
CODING Numeric data in GPS format as in: 85 degrees, 30 minutes, 42 seconds
East. ( This element could be split into 4 parts: DEGREES, MINUTES,
SECONDS, EAST )

ELEMENT NUMBER B026

NAME OF ELEMENT Titled Land area of the institution ( in hectares).
SHORT NAME LANDAREA1
PURPOSE To indicate size of land area titled to the HEI.
DEFINITION As of a specific date: The land area in hectares officially or formally titled
to the institution. Include only land with “clean titles”. Compare with next
element.
CODING Numeric: 7 digits with 2 decimal points as in 12345.67.
ELEMENT NUMBER B027
NAME OF ELEMENT Titled and untitled land area of the institution ( in hectares).
SHORT NAME LANDAREA2
PURPOSE To indicate size of land area administered by the HEI whether fully titled or
not.
DEFINITION As of a specific date: the land area in hectares belonging to or assigned to or
in the administrative control of the HEI whether fully titled or not. Compare
with previous element.
CODING Numeric: 7 digits with 2 decimal points as in 12345.67.

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Data Elements on an Institution 81

PHYSICAL FACILITIES IN THE HEI

ELEMENT NUMBER B028

NAME OF ELEMENT NUMBER OF “REGULAR CLASSROOMS”
SHORT NAME CLASSROOMS
PURPOSE To answer: How many “regular classrooms” does the HEI have? To determine
the full capacity of the HEI to handle lecture classes with 30-45 students.
DEFINITION The total no. of “generic classrooms” in the HEI which can be used in
conducting lecture-type classes. Do not include classrooms for elementary
or high school pupils.
These are the typical classrooms with 30-45 student desks (or chairs) and at
least three 4 feet-by-8 feet blackboards.
ELEMENT NUMBER B029
NAME OF ELEMENT NUMBER OF “BIG LECTURE HALLS”
SHORT NAME LECTHALLS
PURPOSE To answer: How many big lecture classrooms does the HEI have? To
determine the full capacity of the HEI to handle lecture classes with 100-200
students. Do not include lecture halls for elementary or secondary school
kids.
DEFINITION The total no. of “big lecture halls” in the HEI which can be used in conducting
lecture-type classes with 100 to 200 students.
ELEMENT NUMBER B030
NAME OF ELEMENT TOTAL SEATING CAPACITY IN ALL CLASSROOMS AND LECTURE
HALLS
SHORT NAME SEATCAPACITY
PURPOSE To answer: How many students can be accommodate SIMULTANEOUSLY in
all classrooms and lecture halls combined? To measure the capacity of the
HEI to handle the HEI entrance exam or departmental exams when 500 to
1,000 students may have to take the test simultaneously.
DEFINITION The total seating capacity in all lecture classrooms and big lecture halls. For
instance, if there are 10 classrooms with 40 seats each and 2 big lecture
halls with 100 seats, then SEATCAPACITY = 10*40 +2*100 = 400 + 100 =
500. This means the HEI can administer a departmental final exam to 500
students at a time.
ELEMENT NUMBER B031
NAME OF ELEMENT NUMBER OF SCIENCE LABORATORIES
SHORT NAME SCIENCELABS
PURPOSE To answer: How many science labs does the HEI have? To determine the full
capacity of the HEI to handle physical or natural science lab classes.
DEFINITION The total no. of “science laboratories” in the HEI. This means labs for Physics,
Chemistry, Biology. Do not include computer labs or labs for Engineering.
ELEMENT NUMBER B032
NAME OF ELEMENT NUMBER OF ENGINEERING LABORATORIES
SHORT NAME ENGGLABS
PURPOSE To answer: How many ENGINEERING LABS labs does the HEI have? To
determine the full capacity of the HEI to handle engineering lab classes.
DEFINITION The total no. of “engineering labs” in the HEI. Do not include science labs
counted in SCIENCELABS. Do not include computer labs.
ELEMENT NUMBER B033
NAME OF ELEMENT NUMBER OF COMPUTER CLASSROOMS
SHORT NAME COMPULABS
PURPOSE To answer: How many COMPUTER CLASSROOMS (or computer labs) does
the HEI have? To determine the “full capacity” of the HEI to handle classes
which require students to be at computers.

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82 Data Elements on an Institution

DEFINITION The total no. of “computer classrooms” in the HEI. Include only rooms which
have at least 10 computers which can seat at least 30 students, at most 3
students at each computer. Do not include a computer room which is intended
only for faculty or administrative use.

LIBRARY FACILITIES IN THE INSTITUTION

B034 LIBRARIES TOTAL NO. OF LIBRARIES IN THE INSTITUTION.

B035 LIB_AREA TOTAL FLOOR AREA ( SQ M) OF ALL LIBRARIES COMBINED
B036 LIB_SEATS TOTAL SEATS IN ALL HEI LIBRARIES COMBINED.
To indicate the total seating capacity in all the libraries of the HEI.

LIBRARY BOOKS AND JOURNAL TITLES

B037 BOOKS2000 TOTAL NO. OF LIBRARY BOOKS PUBLISHED AFTER JAN 1, 2000.
B038 BOOKS1990 TOTAL NO. OF LIBRARY BOOKS PUBLISHED BETWEEN JAN 1990
AND DEC 1999.
B039 BOOKS1980 TOTAL NO. OF LIBRARY BOOKS PUBLISHED BETWEEN JAN 1980
AND DEC 1989.
B040 BOOKS1970 TOTAL NO. OF LIBRARY BOOKS PUBLISHED BETWEEN JAN 1970
AND DEC 1979.
B041 BOOKS1960 TOTAL NO. OF LIBRARY BOOKS PUBLISHED BETWEEN JAN 1960
AND DEC 1969.
B042 BOOKS_OLD TOTAL NO. OF BOOKS PUBLISHED BEFORE DEC 31 1959.
B043 LIB_BOOKS ALL LIBRARY BOOKS COMBINED ( REGARDLESS OF AGE)
B044 BOOKS_RATIO NO. OF UNDERGRAD AND GRADUATE STUDENTS PER BOOK.

BOOKS_RATIO = (UG_ENROL + MS_ENROL +PHD_ENROL)/ LIB_

BOOKS
B045 JOURNALS2000 TOTAL NO. OF JOURNAL TITLES PUBLISHED AFTER JAN 1, 2000.
Count journal titles, not individual issues. If a journal title has 4 issues per
year, the count is only 1, not 4. Do not include popular magazines such
as National Geographic, TIME, NEWSWEEK, The Economist, etc.
B046 JOURNALS1990 TOTAL NO. OF JOURNAL TITLES PUBLISHED BETWEEN JAN 1990
AND DEC 1999.
B047 JOURNALS1980 TOTAL NO. OF JOURNAL TITLES PUBLISHED BETWEEN JAN 1980
AND DEC 1989.
B048 JOURNALS1970 TOTAL NO. OF JOURNAL TITLES PUBLISHED BETWEEN JAN 1970
AND DEC 1979.
B049 JOURNALS1960 TOTAL NO. OF JOURNAL TITLES PUBLISHED BETWEEN JAN 1960
AND DEC 1969.
B050 JOURNALS_OLD TOTAL NO. OF JOURNAL TITLES PUBLISHED BEFORE DEC 31
1959.
B051 JOURNALS_TOT TOTAL NO. OF JOURNAL TITLES (REGARDLESS OF AGE)
B052 JOURN_PROG TOTAL NO. OF JOURNALS PER HIGHER EDUCATION PROGRAM
= JOURNALS_TOT/ ( UG_PROGS + MS_PROGS + PHD_PROGS)

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Data Elements on an Institution 83

NUMBER OF COMPUTERS AVAILABLE TO STUDENTS

How many computers are available to students at the higher education level? How many computers are available
to the faculty and staff? What is the bandwidth or the capacity of the communications channel of the HEI?
COMPUTERS1 THE NUMBER OF COMPUTERS AVAILABLE TO STUDENTS ( AT
B053 TECH/VOC LEVEL AND HIGHER)

REMARKS:
The no. of computers available to the students, e.g. those in the student computer
labs, libraries, dormitories, etc. Include only the computers which are available at
least during office hours during schooldays. Exclude computer terminals which
might be made available only during special occasions, e.g. registration week. Do
not include computers inside administrative offices or faculty offices. Do not include
computers in elementary and secondary school. See COMPUTERS2.
B054 COMPUTERS2 THE NUMBER OF COMPUTERS AVAILABLE TO THE FACULTY AND
THE STAFF

REMARKS:
Include computers in administrative offices and faculty offices. Include computers
in a common faculty computer room but exclude computers in student computer
labs. See COMPUTERS1.

ELEMENT NUMBER B055

NAME OF ELEMENT THE BANDWIDTH OF ACCESS TO THE INTERNET
SHORT NAME BANDWIDTH
PURPOSE To measure the capacity of HEI to transmit or receive electronic data.
DEFINITION Bandwidth = the amount of data that can be passed along a
communications channel in a given period of time.

For instance: “8 megabits per second (via 2 2xE1 links).”

CODING Numeric.
ELEMENT NUMBER B056
NAME OF ELEMENT STUDENTS-TO-COMPUTER RATIO ( AT THE HIGHER EDUCATION
LEVEL).
SHORT NAME STCOMP_RATIO
PURPOSE To measure access of higher education students to computers.
DEFINITION Formula:
STCOMP_RATIO = COMPUTERS1/ ( TV_ENROL + PREB_ENROL + UG_
ENROL + POSTB_ENROL +MS_ENROL + PHD_ENROL).

The denominator excludes elementary and secondary students. The

numerator excludes the computers in the elementary and secondary schools
of the HEI. If 2000 higher ed students are given access to 200 computers,
the STCOMP_RATIO = 10 = 2000/200 regardless of the amount of time
each student is able to spend at a computer.
CODING Numeric.

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84 Data Elements on an Institution

OTHER FACILITIES IN THE INSTITUTION

B057 DORMBEDS TOTAL CAPACITY OF RESIDENCE HALLS OWNED OR OPERATED

BY THE HEI.
B058 BASKETBALL1 TOTAL NO. OF OUTDOOR BASKETBALL COURTS IN THE HEI.
B059 BASKETBALL2 TOTAL NO. OF COVERED BASKETBALL COURTS IN THE HEI.
B060 TENNIS TOTAL NO. OF TENNIS COURTS IN THE HEI.
B061 TRACKOVAL If the HEI HAS A STANDARD 400M TRACK OVAL IN ITS CAMPUS
B062 SWIMPOOLS TOTAL NO. OF SWIMMING POOLS IN THE HEI FOR THE USE OF
STUDENTS

B063 COUNSELORS TOTAL NO. OF FULL-TIME GUIDANCE COUNSELORS IN THE HEI

B064 INFIRMARY TOTAL NO. OF BEDS IN THE HOSPITAL CLINIC OR INFIRMARY.

B065 STAFFHOUSES TOTAL NO. OF APARTMENTS OR BUNGALOWS FOR HEI FACULTY
AND STAFF.

ELEMENT NUMBER B066

NAME OF ELEMENT Mailing or Postal Address of the institution
NICKNAME MAILADDR
PURPOSE To indicate the mailing address.
DESCRIPTION The most convenient mailing address, thus possibly a PO Box.
CODING Text information. Field length: 60 characters. Use abbreviations whenever
possible.

ELEMENT NUMBER B067

NAME OF ELEMENT Postal or Zip Code of the institution
NICKNAME ZIPCODE
PURPOSE To facilitate mailing. To narrow down geographic location in more precise
terms than the element REGION but simpler to use than the GPS
DESCRIPTION The national code used for postal sorting
CODING Numeric in the format XXXX.
See Appendix ___ RP POSTAL CODES.

ELEMENT NUMBER B068

NAME OF ELEMENT E-mail Address of the institution
NICKNAME EMAIL
PURPOSE To indicate the E-mail address of the institution.
DESCRIPTION E-mail address for use by the general public.
CODING Text information. Field length: 20 characters.

ELEMENT NUMBER B069

NAME OF ELEMENT WEBSITE Address of the institution
NICKNAME WEBSITE
PURPOSE To indicate the WEBSITE address of the institution where the general public
can get more information about the institution.
DESCRIPTION Website address for use by the general public.
CODING Text information. Field length: 30 characters as in www.AdamsonUniv.edu.
ph Be precise with the use of UPPERCASE and lowercase.

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Data Elements on an Institution 85

ELEMENT NUMBER B070

NAME OF ELEMENT Official Telephone of the institution
NICKNAME INSTPHONE
PURPOSE To enable the general public to access the institution by telephone
DESCRIPTION The telephone number which the institution uses for public access, e.g. a
prospective applicant for admission.
CODING Phone number with area or access code so phone can be accessed by
anybody from any part of the Philippines. Formats: For a cellphone (0917)
123-4567 or for a landline (54) 123-4567.

ELEMENT NUMBER B071

NAME OF ELEMENT Official Fax Telephone of the institution
NICKNAME INSTFAX
PURPOSE To enable the general public to access the institution by fax telephone
DESCRIPTION The fax telephone number which can receive fax messages from the general
public,
CODING Fax phone number with area or access code so phone can be accessed by
anybody from any part of the Philippines. Formats: (54) 123-4567.

ELEMENT NUMBER B072

NAME OF ELEMENT Current legal authority to operate
NICKNAME LEGALAUTH
PURPOSE This element captures the current legal authority for the institution to operate
as an HEI in the Philippines. It will be published in the Directory of Higher
Education Institutions.
DESCRIPTION This is the legal authority under which the institution is authorized to operate
as an HEI e.g., Republic Act, Presidential Decree, Articles of Incorporation,
local government Act, etc. It is a text file. It should name the instrument, e.g.,
Don Severino Agricultural College - R.A. Number 3917. It does not include
satellite campuses.
CODING Text: 80 alphanumeric.

ELEMENT NUMBER B073

NAME OF ELEMENT Year Current Legal Authority Granted.
NICKNAME YEARAUTH
PURPOSE This element captures the year in which the current legal authority under
which the institution is authorized to operate was granted. It will be published
in the Directory of Higher Education Institutions.
DESCRIPTION This is the date under which the legal authority as described in element A012
was granted.
CODING Numeric: 4 digits as in 1995.

ELEMENT NUMBER B074

NAME OF ELEMENT THE FOUNDING DATE OF THE INSTITUTION
SHORT NAME FOUNDATE
PURPOSE To indicate “age” of the institution. To indicate the “anniversary date”.
DESCRIPTION The date when the institution was founded or the date when the institution
accepted its first student (whichever date is more recent).
CODING Numeric: 6 digits in the MMDDYYYY format.

ELEMENT NUMBER B075

NAME OF ELEMENT Year of Official Conversion to College Status
NICKNAME COLLYEAR
PURPOSE This element captures the year in which an institution became a college if it
is currently a college. It will be included in the Directory of Philippine Higher
Education Institutions for the information of the public.

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86 Data Elements on an Institution

DESCRIPTION If an institution is currently a college and was once another kind of institution,
the year shown should be the year it was authorized to become a college
as set out in national legislation (SUCs) or the Batas Pambansa 232 (private
institutions).
CODING Numeric: 4 digits as in 1995.

ELEMENT NUMBER B076

NAME OF ELEMENT Year of Official Conversion to University Status
NICKNAME UNIVYEAR
PURPOSE If an institution is currently a university and was once some other kind of
institution, this element captures the year it was granted university status.
It will be included in the Directory of Higher Education Institutions for public
information.
DESCRIPTION This element represents the year that in which the institution was granted
university status as set out in a national statute (SUC) or as defined by
Batas Pambansa 232 (private institutions) assuming it was not previously a
university. If it is not currently a university, the element does not apply. This
element does not apply to satellite campuses.
CODING Numeric: 4 digits as in 1995.

ELEMENT NUMBER B077

NAME OF ELEMENT Highest educational attainment of the head of the institution
NICKNAME HEADQUAL
PURPOSE This information will be coded and will be used for statistical purposes. An
indication of the qualification of the HEI head.
DESCRIPTION This element captures the highest earned educational credential of the
executive head of the institution.
CODING 2-digit code as used in PROGLEVL. (See Chapter 2 DATA ON A
PROGRAM).

ELEMENT NUMBER B078

NAME OF ELEMENT THE NUMBER OF COLLEGES IN THE INSTITUTION
SHORT NAME COLLEGES
PURPOSE To indicate the number of “free-standing” colleges or degree-granting units
in the institution. This element is similar to the element CHILDREN defined
earlier except that here we are making an explicit count of “colleges”. If
COLLEGES=5, it means that the teaching costs data for the institution will
have to be disaggregated into 5 portions.

DEFINITION The number of “free-standing” colleges or degree-granting units.

Include all free-standing teaching units under the institution even if they go by
different names: colleges, schools, faculty, institutes, centers, etc.

• Do not count the departments or centers which are subsumed under

colleges or schools. Count only the “free-standing” degree-granting
or teaching units.
• The only exception to this rule are the Department of Physical
Education (if not a college) or the Department of Military Science.
Even if these departments are free-standing or not attached to a
college, they should not be counted as colleges.
• The College of Human Kinetics or Sports Sciences (if so designated
as a college) is of course counted as a college.
Please see the following data element DEPTS.

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Data Elements on an Institution 87

CODING Numeric: 2 digits. If the number is not indicated, key in COLLEGES=-1. The
computer will read this as a signal that the number of colleges is not known
or has not been reported. For a satellite campus with no colleges under
it (or if the satellite campus is a college by itself but no colleges under it),
COLLEGES=0.
ELEMENT NUMBER B079
NAME OF ELEMENT THE NUMBER OF DEPARTMENTS or ‘SECOND-TIER” UNITS INSIDE
THE COLLEGES OF THE INSTITUTION
SHORT NAME DEPTS
PURPOSE To indicate the number of departments inside or subsumed under the free-
standing colleges. This is a count of the “second-tier” teaching units of the
institution. To be used as guide in disaggregating data from a college.
DEFINITION The number of departments, institutes or divisions immediately under the
free-standing colleges. These are the “second-tier” units below a college. The
Dept of Military Science (if any) or Dept of Physical Education ( if any) should
be counted as part of this element DEPTS even if it is not attached to any
specific college.

Example: If the institution has 5 colleges and each college has 4 departments,
then DEPTS=20. In a cost study, this is a signal that the data from the 5
colleges will have to be disaggregated into 20 portions.

If the 5 colleges have no departments under them, DEPTS=0 although

COLLEGES=5.
CODING Numeric: 2 digits.

TEMPLATE: NO. OF FACULTY BY COLLEGE

The HEI can use the template below to indicate the no. of faculty in each college. The elementary and secondary
schools should be listed separately even if they might be under the College of Education. This would make it
obvious how many faculty members are assigned exclusively or primarily to teach basic education.

Every faculty member should be counted exactly once in the table below. Nobody should be counted in more
than one college. A faculty member teaching at both the basic and collegiate level should be listed at
the basic level if more than half of his/her teaching hours are at the basic level. This is to facilitate the
counting of faculty members committed to basic education as opposed to higher education. The colleges listed
below are for illustration only.

TEMPLATE H-1: FACULTY HEADCOUNTS IN EACH COLLEGE

COLLEGES FULL-TIME HALF-TIME PART-TIME WTD_FACULTY

FACULTY FACULTY FACULTY
1 ELEM SCHOOL
2 SECONDARY SCHOOL
3 COLL OF ARTS AND SCIENCES
4 COLL OF EDUCATION
5 COLL OF ENGINEERING
6 COLL OF BUSINESS ADMINISTRATION
7 COLL OF HEALTH SCIENCES

TOTAL

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88 Data Elements on an Institution

TEMPLATE: NO. OF PROGRAMS BY COLLEGE

How many masters programs are in each college? How many undergraduate programs? The HEI can
use the template below to indicate the no. of programs in each level in each college. The elementary and
secondary school should be listed separately even if they are administratively under a college.

TEMPLATE H-2: NO. OF PROGRAMS IN EACH COLLEGE

COLLEGES TV_PROGS UG_PROGS MS_PROGS PHD_PROGS TOT_PROGS

1 ELEM SCHOOL
2 SECONDARY SCHOOL
3 COLL OF ARTS AND SCIENCES
4 COLL OF EDUCATION
5 COLL OF ENGINEERING
6 COLL OF BUSINESS ADMINISTRATION
7 COLL OF HEALTH SCIENCES

TOTAL

TEMPLATE: ENROLMENT BY COLLEGE

The HEI can use the template below to tabulate enrollment by college. The elementary and secondary school
may not be “colleges” themselves but they are listed separately anyway to facilitate segregation of enrollment
in basic education versus that in higher education. Enrollment at the elementary or secondary schools, even if
they are lab schools, should not be mixed with undergraduate or graduate enrollment.

TEMPLATE H-3: ENROLMENT IN EACH PROGRAM LEVEL

WTD_ENROL
COLLEGES ES_ENROL TV_ENROL UG_ENROL MS_ENROL PHD_ENROL
or HS_
ENROL
1 ELEM SCHOOL
2 SECONDARY SCHOOL
3 COLL OF ARTS AND SCIENCES
4 COLL OF EDUCATION
5 COLL OF ENGINEERING
6 COLL OF BUSINESS ADMINISTRATION
7 COLL OF HEALTH SCIENCES
TOTAL

TEMPLATE H-4: AVERAGE NO. OF STUDENTS PER PROGRAM IN EACH EDUCATIONAL LEVEL

If a college offers 4 masters programs and if the total masters enrollment in the 4 programs is 100, then the
average no. of students per masters program is of course 25 ( =100/4). This template will enable the reader
to spot the program levels with low enrollment (i.e. less than 10) or those with big enrollment.

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Data Elements on an Institution 89

ES_ENROL TV_ENROL UG_ENROL MS_ENROL PHD_ENROL WTD_ENROL PER

COLLEGES PER PER PER PER PER PROGRAM
PROGRAM PROGRAM PROGRAM PROGRAM PROGRAM
or HS_
ENROL PER
PROGRAM
1 ELEM SCHOOL
2 SECONDARY SCHOOL
3 COLL OF ARTS AND SCIENCES
4 COLL OF EDUCATION
5 COLL OF ENGINEERING
6 COLL OF BUSINESS ADMINISTRATION
7 COLL OF HEALTH SCIENCES
TOTAL

TEMPLATE H-5: NO. OF GRADUATES FROM EACH PROGRAM LEVEL

S_GRADXX TV_GRADXX UG_GRADXX MS_GRADXX PHD_GRADXX WTD_GRADXX

COLLEGES or HS_
GRADXX
1 ELEM SCHOOL
2 SECONDARY SCHOOL
3 COLL OF ARTS AND SCIENCES
4 COLL OF EDUCATION
5 COLL OF ENGINEERING
6 COLL OF BUSINESS ADMINISTRATION
7 COLL OF HEALTH SCIENCES
TOTAL

TEMPLATE H-6: NO. OF GRADUATES PER EDUCATIONAL LEVEL

If a college offers 4 masters programs and there are a total of 20 graduates from the 4 programs, then the
average no. of graduates per program is of course 5 ( =20/4). This table would enable to reader to spot the
program levels with very few graduates per program.

COLLEGES ES_GRADXX TV_GRADXX UG_GRADXX MS_GRADXX PHD_GRADXX WTD_GRADXX

PER PER PER PER PER PER PROGRAM
PROGRAM PROGRAM PROGRAM PROGRAM PROGRAM
or HS_
GRADXX
PER
PROGRAM
1 ELEM SCHOOL
2 SECONDARY SCHOOL
3 COLL OF ARTS AND SCIENCES
4 COLL OF EDUCATION
5 COLL OF ENGINEERING
6 COLL OF BUSINESS ADMINISTRATION
7 COLL OF HEALTH SCIENCES
TOTAL

TEMPLATE: APPLICANTS, ADMISSIONS, ENROLLMENT, GRADUATES

This template traces a natural sequence for the undergraduate programs ( baccalaureate and post-bacc
levels combined): E_QUOTA, APPLICANTS, Q_QUOTA, ADMISSIONS, TOTAL ENROLLMENT and FINALLY
GRADUATES.

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90 Data Elements on an Institution

TEMPLATE H-7: APPLICANTS, NEW ADMISSIONS, ENROLMENT BY COLLEGE

COLLEGES APPLICANTS NEW ADMISSIONS TOTAL ENROLMT NO. OF GRADUATES

1 ELEM SCHOOL
2 SECONDARY SCHOOL
3 COLL OF ARTS AND
SCIENCES
4 COLL OF EDUCATION
5 COLL OF ENGINEERING
6 COLL OF BUSINESS ADMINISTRATION
7 COLL OF HEALTH
SCIENCES
TOTAL

TEMPLATE H-8: NO. OF PROGRAMS BY LEVEL AND BY DISCIPLINE

In each major discipline, how many undergrad programs are there? How many masters programs? Etc. In this
template, the students in basic education are not classified into any of the major disciplines and are therefore
tabulated in separate rows. The list of major disciplines below is the same classification used by the National
Statistics Coordination Board (NSCB).

TECH/
BASIC ED UNDERGRAD MASTERS
VOC PHD PROGS
PROGRAMS PROGS PROGS
PROGS
ELEMENTARY SCHOOL
  SECONDARY SCHOOL
EDUCATION SCIENCE AND
1
TEACHER TRAINING
2 FINE AND APPLIED ARTS
3 HUMANITIES
4 RELIGION AND THEOLOGY
SOCIAL AND BEHAVIORAL
5
SCIENCES
BUSINESS ADMINISTRATION
6
AND RELATED
7 LAW AND JURISPRUDENCE
8 NATURAL SCIENCE
9 MATHEMATICS
10 IT-RELATED DISCIPLINES
11 MEDICAL AND ALLIED
12 TRADE, CRAFT AND INDUSTRIAL
13 ENGINEERING AND TECH
ARCHITECTURE AND TOWN
14
PLANNING
AGRICULTURE, FORESTRY,
15
FISHERIES
16 HOME ECONOMICS
17 SERVICE TRADES
MASS COMMUNICATION AND
18
DOCUMENTATION
19 OTHER DISCIPLINES
20 GENERAL
21 MARITIME
  UNCLASSIFIED

GRAND TOTAL

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Data Elements on an Institution 91

THE GRADING SYSTEM USED BY THE HEI

If an undergrad student in the HEI received a grade of 1.00, should his parents be happy or sad?

ELEMENT NUMBER B080

NAME OF ELEMENT THE GRADING SYSTEM USED BY THE HEI
SHORT NAME GRADINGSYS
PURPOSE To indicate the grading system at the undergraduate and graduate level. To
answer a question such as: Does a grade of 1.00 in the HEI mean Excellent
or Failed? Or does a grade of 4.00 mean a good grade or a bad grade for
a student?
To inform students, their parents and the Registrars of the other HEIs.
DEFINITION The grading system used by the HEI at the undergraduate and graduate
level.
CODING 1-digit code
1 1-5 Grading System.
A grade of 1.00 means Excellent, 5.00 means Fail, and 3.00 is the lowest
passing grade. The honor graduates are those with averages close to
1.00
2 4-1 Grading System.
A grade of 4.00 means Excellent and 1.00 means Fail. The lowest passing
grade is 2.00 The honor graduates are those with averages close to 4.00
3 A-F Grading System.
A grade of A means Excellent and F means Fail. The lowest passing grade
is D.
4 Percentage grading system.
100% means perfect and the lowest passing grade is either 60% or 75%.
5 The grading system is not one of the above.
9 NO INFORMATION ON THE MATTER.

OUTRIGHT AND EVENTUAL PASSING RATES IN SUBJECTS

Among all the undergraduate subjects in the HEI, which has the lowest EVENTUAL PASSING RATE? The
HEI could tabulate the outright and eventual passing rates in its subjects. ( For a more complete discussion of
OUTRIGHT PASSING RATE and EVENTUAL PASSING RATE, see Chapter 5 DATA ON A SUBJECT).
The hypothetical tabulation below shows that PHYSICS 70 has the lowest EVENTUAL passing rate of 53.3% (
= 320/600). Its outright passing rate is only 50.0% ( = 300/600). However, 60 more students were able to pass
after they passed their removal exams and completed their INCOMPLETES.

As noted in Chapter 5, these percentages should be averaged for at least one schoolyear to reveal any
seasonality factor. Better yet, the HEI should average over 3 consecutive schoolyears to spot any trends. If the
passing rate is “too low” ( e.g. less than 66.7%) or if it is too high (e.g. 98% or above), it should merit a closer
look by the VPAA. At the very least, this tabulation should be done for the GE subjects.

EXAMPLE: Subjects sorted according to eventual passing rates.

The figures shown below are purely fictitious. They have been chosen for illustration purposes only. However,
it is very likely that the lowest passing rates are in math, chemistry, and physics! First semester rates should be
tabulated separately from second semester rates because of “seasonality” factors.

Commission on Higher Education

92 Data Elements on an Institution

TEMPLATE H-9: OUTRIGHT AND EVENTUAL PASSING RATES BY SUBJECT

OUTRIGHT
ANNUAL
SUBJECT ENROLLMENT
PUMASA1 PASSING PUMASA2 EVENTUAL PASSING RATE
RATE

1 PHYSICS 70 600 300 50.0% 320 53.3%

2 CHEM 16 400 250 62.5% 275 68.8%
3 MATH 17 1,000 600 60.0% 700 70.0%
4 ENGG 11 700 500 71.4% 500 71.4%
5 MATH 155 800 600 75.0% 610 76.3%
6 ECON 101 750 550 73.3% 650 86.7%
7 PHSYCH 100 400 350 87.5% 350 87.5%
8 COMP SCI 22 300 250 83.3% 270 90.0%
9 ENGLISH 10 1,200 1,000 83.3% 1,100 91.7%
10 FILIPINO 11 800 750 93.8% 760 95.0%
11 BA 101 600 525 87.5% 575 95.8%
12 HISTORY 1 1,000 950 95.0% 1,000 100.0%
TOTAL

THE NUMBER OF ACADEMIC PROGRAMS

This is the number of programs at each level, e.g. elementary level, secondary level, technical/vocational, pre-
baccalaureate, baccalaureate or undergraduate level, post-baccallaureate, masters level, doctoral level.

One issue in counting programs is when 2 programs have a significant intersection. The following rule-of-thumb
is proposed:
• if two programs share at least 75% commonality in their requirements, then the two programs should
be counted as just one program.

This test may be used inside the HEI to determine if programs such as BS Economics, BS Finance-Economics,
and BS Business-Economics deserve to be counted separately. The same test may be used to decide if MA
English (Literature) and MA English (Teaching of a Foreign Language) deserve to be counted separately. The
75% cut-off is quite arbitrary but a limit has to be set at some point.

Chapter 2 DATA ON A PROGRAM explains the counting rules for ladderized programs and double degrees.
Please see definition and coding of PROGLEVEL also in Chapter 2.

B081 BASIC_PROGS NUMBER OF BASIC EDUCATION PROGRAMS

REMARKS:
For purposes of counting basic ed programs, elementary level and secondary
level will be counted separately.
• If the HEI offers only the elementary level (whether it is a lab school or
not), BASICPROGS=1. A laboratory elementary school attached to a
College of Education is counted as an elementary school.
• If the HEI offers both elementary and secondary levels ( whether
separately or in integrated form), BASICPROGS =2.
• If the institution offers only secondary level (whether it is a lab school
or not), BASIC PROGS=1.
• A pre-school will be treated as part of elementary level. No need to
count it separately.

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Data Elements on an Institution 93

B082 TV_PROGS NUMBER OF TECH/VOC PROGRAMS

REMARKS:
Strictly speaking, the tech/voc programs in an HEI are under the sphere of TESDA, not
CHED. However, if the institution is an HEI, it is still important for CHED to know the full
range of offerings of the HEI. The HEI should report the value of TVPROGS to both
TESDA and CHED.

B083 PREB_PROGS NUMBER OF PRE-BACCALAUREATE PROGRAMS

B084 UG_PROGS NUMBER OF BACCALAUREATE OR UNDERGRAD DEGREE PROGRAMS
(include DVM, DMD, D Opt, MD, LLB)
REMARKS:
• A bachelors degree with a double major is counted as just one degree.
• A “double degree” (if granted simultaneously) will be counted as just one
degree. If the two degrees are granted in sequence, the first degree after 4
years and the second degree after another year, then it will be counted as 2
separate degrees. See remarks in CHAPTER 1.
• A ladder of 3 programs will be counted as 3 separate programs, each
classified in the appropriate program level.
• In a 4-year program, if the first 2 years are offered in HEI 1 and the last 2
years are offered in HEI 2, the program is counted only in HEI 2, not in HEI 1.
• Two related programs are counted as just one program if their common
requirements exceed 75%. This could happen between MA Humanities (Art
History) and MA Humanities ( Museum Management).
B085 POSTB_PROGS NUMBER OF POST-BACCALAUREATE PROGRAMS
B086 MS_PROGS NUMBER OF MASTERS PROGRAMS

REMARKS:
Apply the 75%-common intersection test to determine if 2 related programs should be
counted separately or as just one.
B087 PHD_PROGS NUMBER OF DOCTORATE PROGRAMS

REMARKS:
Apply the 75%-common intersection test to determine if 2 related programs should be
counted separately or as just one.
B088 TOT_PROGS TOTAL NO. OF PROGRAMS IN ALL LEVELS ( = BASIC_PROGS+ TV_
PROGS + PREB_PROGS + UG_PROGS + POSTB_PROGS + MS_PROGS+
PHD_PROGS)
B089 HE_PROGS TOTAL NO. OF HIGHER EDUCATION PROGRAMS ( = PREB_PROGS, +
UG_PROGS + POSTBPROGS + MS_PROGS+ PHD_PROGS)

REMARKS:
Note that the PREBACC programs are counted as part of higher education
programs. This is a very important element because it could be used to
classify HEIs into small, medium and large.
B090 GRAD_PROGS NUMBER OF GRADUATE PROGRAMS (OR “POST GRADUATE”
PROGRAMS)
= POSTB_PROGS + MS_PROGS + PHD_PROGS

REMARKS:
Note that post-bacc programs are counted as part of graduate programs.

THE NUMBER OF PROGRAMS BY UNESCO MAJOR FIELD OF STUDY (ISCED 1997)

This template is based on the 12 major fields of study designated by UNESCO in the ISCED 1997. How many
undergraduate programs are in the natural and physical sciences? In IT? In engineering and technology? The
template below can be used by the HEI and CHED to tabulate the no. of programs by UNESCO major field of
study.

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94 Data Elements on an Institution

TEMPLATE H-10: NO. OF PROGRAMS BY UNESCO MAJOR FIELD OF STUDY (ISCED 1997)

TECH VOC
UNESCO FIELDS (12) PROGS UG_PROGS MASTERS_PROGS PHD_PROGS
1 NATURAL AND PHYSICAL SCIENCES

2 INFORMATION TECHNOLOGY

ENGINEERING AND RELATED

3
TECHNOLOGY

4 ARCHITECTURE AND BUILDING

AGRICULTURE, ENVIRONMENTAL AND

5
RELATED STUDIES

6 HEALTH

7 EDUCATION

8 MANAGEMENT AND COMMERCE

9 SOCIETY AND CULTURE

10 CREATIVE ARTS

FOOD, HOSPITALITY AND PERSONAL

11
SERVICES

12 MIXED FIELD PROGRAMS

TOTAL NO. OF PROGRAMS

NUMBER OF PROGRAMS IN THE 71 UNESCO DISCIPLINES:

This template is based on the 71 specific disciplines listed by UNESCO.

TEMPLATE H-11: NO. OF PROGRAMS IN THE 71 UNESCO DISCIPLINES

UNESCO DISCIPLINES ( 71) TECH/VOC UG_PROGS MASTERSS_ PHD_PROGS

PROGS PROGS
0101 MATHEMATICAL SCIENCES
0103 PHYSICS AND ASTRONOMY
0105 CHEMICAL SCIENCES
0107 EARTH SCIENCES
0109 BIOLOGICAL SCIENCES
OTHER NATURAL AND PHYSICAL
0199
SCIENCES
0201 COMPUTER SCIENCE
0203 INFORMATION SYSTEMS
0299 OTHER INFORMATION TECHNOLOGY

0301 MANUFACTURING ENGINEERING AND TECHNOLOGY

PROCESS AND RESOURCES
0303
ENGINEERING
AUTOMOTIVE ENGINEERING AND
0305
TECHNOLOGY
MECHANICAL AND INDUSTRIAL
0307
ENGINEERING AND TECHNOLOGY

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Data Elements on an Institution 95

0309 CIVIL ENGINEERING

0311 GEOMATIC ENGINEERING
ELECTRICAL AND ELECTRONIC
0313
ENGINEERING AND TECHNOLOGY
AEROSPACE ENGINEERING AND
0315
TECHNOLOGY
MARITIME ENGINEERING AND
0317
TECHNOLOGY
OTHER ENGINEERING AND RELATED
0399
TECHNOLOGIES
ARCHITECTURE AND URBAN
0401
ENVIRONMENT
0403 BUILDING
0501 AGRICULTURE
0503 HORTICULTURE AND VITICULTURE
0505 FORESTRY STUDIES
0507 FISHERIES STUDIES
0509 ENVIRONMENTAL STUDIES
OTHER AGRICULTURE,
0599 ENVIRONMENTAL AND RELATED
STUDIES
0601 MEDICAL STUDIES
0603 NURSING
0605 PHARMACY
0607 DENTAL STUDIES
0609 OPTICAL SCIENCE
0611 VETERINARY STUDIES
0613 PUBLIC HEALTH
0615 RADIOGRAPHY
0617 REHABILITATION THERAPIES
0619 COMPLEMENTARY THERAPIES
0699 OTHER HEALTH
0701 TEACHER EDUCATION
CURRICULUM AND EDUCATION
0703
STUDIES
0799 OTHER EDUCATION
0801 ACCOUNTING
0803 BUSINESS AND MANAGEMENT
0805 SALES AND MARKETING
0807 TOURISM
0809 OFFICE STUDIES
BANKING, FINANCE AND RELATED
0811
FIELDS
OTHER MANAGEMENT AND
0899
COMMERCE
POLITICAL SCIENCE AND POLICY
0901
STUDIES
0903 STUDIES IN HUMAN SOCIETY
HUMAN WELFARE STUDIES AND
0905
SERVICES
0907 BEHAVIOURAL SCIENCE
0909 LAW
0911 JUSTICE AND LAW ENFORCEMENT

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96 Data Elements on an Institution

LIBRARIANSHIP, INFORMATION
0913 MANAGEMENT AND CURATORIAL
STUDIES
0915 LANGUAGE AND LITERATURE
0917 PHILOSOPHY AND RELIGIOUS STUDIES
0919 ECONOMICS AND ECONOMETRICS
0921 SPORT AND RECREATION
0999 OTHER SOCIETY AND CULTURE
1001 PERFORMING ARTS
1003 VISUAL ARTS AND CRAFTS
1005 GRAPHIC AND DESIGN STUDIES
1007 COMMUNICATION AND MEDIA STUDIES
1099 OTHER CREATIVE ARTS
1101 FOOD AND HOSPITALITY
1103 PERSONAL SERVICES
1201 GENERAL EDUCATION PROGRAMMES
1203 SOCIAL SKILLS PROGRAMMES
1205 EMPLOYMENT SKILLS PROGRAMMES
1299 OTHER MIXED FIELD PROGRAMMES
9999 Not known or not indicated.
TOTAL

IS THE HEI A “SMALL HEI” OR A “BIG HEI”?

There are about 1,800 HEIs in the Philippines. Some HEIs are small and some are big – but how will CHED
classify HEIs according to size? Regarding the discipline classifications of their programs, some HEIs are
“specialized” and some are “full range”. How can CHED classify the 1,800 based on the range of their program
offerings?

How can CHED group HEIs according to “size”? One way is to focus on the size on the undergraduate
enrolment and classify HEIs according to::
• The average freshman intake per year ( UG_ADMIT).
• The average total enrolment (UG_ENROL)
• The average number of graduates (UG_GRADXX).

The HEIs can also be classified according to HE_PROGS, the number of higher education programs or the
breadth of the disciplines of the programs.

ELEMENT NUMBER B091

ELEMENT NAME THE CLASSIFICATION OF THE HEI ACCORDING TO FRESHMAN
INTAKE.
SHORT NAME SIZE_FRESHMEN
PURPOSE To classify the HEI according to the average no. of students admitted at the
entry points of UNDERGRADUATE PROGRAMS.

In comparing HEIs across the country, only similar-sized HEis should be

compared with each other. For instance, it might be unfair to compare an HEI
which admits 1,000 freshmen each year versus another which admits 3,000
each year.

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Data Elements on an Institution 97

DEFINITION The classification of the HEI according to the data element UG_ADMIT, the no.
of brand-new freshmen admitted during the first semester of each year. Since
enrolment varies from year to year, this should be averaged over the most
recent 3 consecutive schoolyears.
CODING 2-digit code
1 UG_ADMIT < 500 Over 3 consecutive years, the average no. of freshman
in the first semester is 500 or less.
2 501 < UG_ADMIT < 1,000
3 1,001 < UG_ADMIT < 2,000
4 2,001 < UG_ADMIT < 3,000
5 3,001 < UG_ADMIT < 4,000
6 4,001 < UG_ADMIT < 5,000
7 5,001 < UG_ADMIT < 6,000
8 6,001 < UG_ADMIT < 7,000
9 7,001 < UG_ADMIT < 8,000
10 8,001 < UG_ADMIT < 9,000
11 9,001 < UG_ADMIT < 10,000
12 10,001 < UG_ADMIT Over 3 consecutive years, the average no. of freshman
is 10,001 or more.
99 No information available.

ELEMENT NUMBER B092

ELEMENT NAME THE CLASSIFICATION OF THE HEI ACCORDING TO THE NUMBER OF
GRADUATES PER YEAR
SHORT NAME SIZE_UGRADXX
PURPOSE To classify the HEI according to UG_GRADXX, the number of graduates from
all undergrad programs combined.

In comparing similar HEIs across the country, only similar-sized HEIs should
be compared with each other. For instance, it might be unfair to compare an
HEI which graduates less than 500 each year versus an HEI which graduates
more than 1,000 each year.
DEFINITION The classification of the HEI according to the data element UG_GRADXX, the
total no. of graduates in one year. Since this number varies from year to year,
it should be averaged over the most recent 3 consecutive schoolyears. See
definition of UG_GRADXX.
CODING 1-digit code CUTOFFS UNDER REVIEW
1 UG_GRADXX < 250 Over 3 consecutive years, the average no. of graduates
in one year is 250 or less
2 251 < UG_GRADXX < 500 Over 3 consecutive years, the average no. of
graduates in one year is 500 or less.
3 501 < UG_GRADXX < 1,000
4 1,001 < UG_GRADXX < 2,000
5 2,001 < UG_GRADXX < 3,000
6 3,001 < UG_GRADXX < 4,000
7 4,001 < UG_GRADXX < 5,000
8 5,001 < UG_GRADXX . That is, over 3 consecutive years, the average no. of
graduates from the UNDERGRAD programs is 5,001 or more.
9 No information available.

ELEMENT NUMBER B093

ELEMENT NAME THE CLASSIFICATION OF THE HEI ACCORDING TO THE TOTAL
ENROLLMENT
SHORT NAME SIZE_UGENROL
PURPOSE To classify the HEI according to UG_ENROL, the total enrollment in all
undergraduate programs (all year levels combined).
DEFINITION The classification of the HEI according to the data element UG_ENROL.
Since enrolment varies from year to year, this should be averaged over the
most recent 3 consecutive schoolyears. Use only first semester enrollment in
each year. See definition of UG_ENROL
Commission on Higher Education
98 Data Elements on an Institution

CODING 2-digit code

1 UG_ENROL < 1,000 Over 3 consecutive years, the average enrolment is
1000 or less. This includes 1st year, 2nd year, 3rd year, etc.
2 1,001 < UG_ENROL < 2,500
3 2,501 < UG_ENROL < 5,000
4 5,001 < UG_ENROL < 10,000
5 10,001 < UG_ENROL < 15,000
6 15,001 < UG_ENROL < 20,000
7 20,001 < UG_ENROL < 25,000
8 25,001 < UG_ENROL < 30,000
9 30,001 < UG_ENROL < 35,000
10 35,001 < UG_ENROL < 40,000
11 40,001 < UG_ENROL < 50,000
12 50,001 < UG_ENROL
99 No information available.

ELEMENT NUMBER B094

ELEMENT NAME THE CLASSIFICATION OF THE HEI ACCORDING TO THE NUMBER OF
HIGHER EDUCATION PROGRAMS
SHORT NAME SIZE_HEPROGS
PURPOSE To classify the HEI according to the number of higher education programs
offered.
DEFINITION The classification of the HEI according to HE_PROGS, the number of higher
education programs. See definition of HE_PROGS.
CODING 2-digit code
1 HE_PROGS < 5 Five or fewer higher education programs in the HEI.
2 6 < HE_PROGS < 10
3 11 < HE_PROGS < 20
4 21 < HE_PROGS < 30
5 31 < HE_PROGS < 40
6 41 < HE_PROGS < 50
7 51 < HE_PROGS < 75
8 76 < HE_PROGS < 100
9 101 < HE_PROGS < 150
10 151 < HE_PROGS < 200
11 201 < HE_PROGS < 251
12 251 < HE_PROGS
99 No information.

ELEMENT NUMBER B095

ELEMENT NAME THE CLASSIFICATION OF THE HEI ACCORDING TO THE BREADTH OF
HIGHER EDUCATION PROGRAMS
SHORT NAME SIZE_HEPROGS
PURPOSE To classify the HEI according to the breadth or the range of the disciplines of
its higher education programs.
DEFINITION The classification of the HEI according to the breadth or range of program
offerings.
TO BE DEFINED LATER.
CODING 1-digit code
1 SPECIALIZED The HEI clearly specializes in a discipline or field of study, e.g.
Education or Engineering.
2 NARROW RANGE OF OFFERINGS
3 FULL RANGE OF OFFERINGS The HEI offers programs in many disciplines
or fields of study.
9 No information available.

ELEMENT NUMBER B096

ELEMENT NAME THE CLASSIFICATION OF THE HEI BASED ON MATURITY OF TEACHING
AND RESEARCH PROGRAMS
SHORT NAME MATURITY
PURPOSE To classify the HEI according to state of development of its research
program.

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Data Elements on an Institution 99

DEFINITION TO BE DEFINED LATER.

CODING 1-digit code
1 PRIMARILY A TEACHING INSTITUTION. No self-sustaining research program
or hardly any.
2 SOME MODEST ACHIEVEMENTS IN RESEARCH
3 RESEARCH IS A WELL-DEVELOPED FUNCTION IN THE HEI.
The HEI has a good track record in research (i.e. publications in refereed
journals, patents and copyrights, etc.) Research is a well-recognized faculty
function. Load reductions, research grants or awards for completed research
are given. Faculty includes a core of researchers. Technical research staff
support is available.
9 No information available.

ELEMENT NUMBER B097

ELEMENT NAME IF THE HEI OFFERS ANY PROGRAM WHICH INVOLVES A FOREIGN-
BASED INSTITUTION
SHORT NAME IMPORTED
PURPOSE To answer: does the HEI offer any program which has the formal involvement
of a foreign-based HEI? Is the Philppine HEI “affiliated” with some foreign HEI?
What is the nature of the affiliation or partnership? The answers are important
to prospective students in these programs and also for CHED.
DEFINITION If the HEI has any program which has the formal involvement of a foreign-
based HEI. “Involvement” as described in the categories below.
CODING 1-digit code
1 The HEI has no program which involves a foreign-based HEI. Purely HEI or
purely Philippines. (However, see element CONSORTIUM).
2 A foreign-based institution supplies the curriculum and/or teaching materials
in at least one program. The graduate from the program does not receive a
certificate or diploma from the foreign HEI.
3 A foreign-based institution supplies the curriculum and/or teaching in at
least one program. Moreover the foreign institution itself gives the graduate
a certificate or diploma. Thus, the graduate earns a Philippine certificate or
diploma as well as a foreign one.
4 Other arrangements with a foreign-based institution.
9 No information on the matter.
ELEMENT NO. B098
ELEMENT NAME IF THE HEI OFFERS ANY PROGRAM WHICH INVOLVES ANOTHER
PHILIPPINE HEI
SHORT NAME CONSORTIUM2
PURPOSE To answer: does the HEI have any formal partnerships with another Philippine
HEI?
DEFINITION If the HEI has any program which has the formal involvement of another
Philippine HEI. “Involvement” as described in the categories below.
CODING 1-digit code
1 By formal agreement, the HEI allows its faculty to teach in other Philippine
HEIs or allows faculty from other HEI to teach in it.
2 By formal agreement, a consortium with another HEI re a degree program.
For instance, cross-listing of courses. Coordinated scheduling so that at any
semester, only one HEI need offer a particular subject. Full recognition of
credits earned by students in the other HEI.
3 RELAY-TYPE PARTNERSHIP. The first 1-2 years of a program are offered in
one HEI. The last 1-2 years of the program are taken in the other HEI.
5 The HEI is NOT involved in formal partnership with a Philippine HEI in any of
the manners listed above.
9 No information on the matter.

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100 Data Elements on an Institution

NUMBER OF ACCREDITED PROGRAMS

One measure of quality is the “accreditation level” of a program. The highest accreditation level is “Level 3” and
the lowest is no accreditation at all. Although this is not the only possible indicator of quality, the accreditation
level is important. The elements below capture accreditation by an external agency which is a member of FAAP
( Federation of Accrediting Agencies of the Philippines). Accreditations by a non-FAAP agency is tabulated
separately.

Please see definition and coding of PROGACCRED in Chapter 2: DATA ON A PROGRAM.

NUMBER OF PROGRAMS WHICH HAVE NO ACCREDITATION

AT ALL BY ANY EXTERNAL AGENCY
B099 TVACCRED_0 NUMBER OF TECH/VOC PROGRAMS WITH NO
ACCREDITATION AT ALL
B100 UGACCRED_0 NUMBER OF BACCALAUREATE OR UNDERGRAD PROGRAMS
WITH NO ACCREDITATION AT ALL
B101 MSACCRED_0 NUMBER OF MASTERS PROGRAMS WITH NO
ACCREDITATION AT ALL
B102 PHDACCRED_0 NUMBER OF DOCTORAL PROGRAMS WITH NO
ACCREDITATION AT ALL
NUMBER OF PROGRAMS ACCREDITED LEVEL 1 BY A FAAP
AGENCY
B103 TVACCRED_1 NUMBER OF TECH/VOC PROGRAMS ACCREDITED LEVEL 1
BY A FAAP AGENCY
B104 UGACCRED_1 NUMBER OF BACCALAUREATE OR UNDERGRAD PROGRAMS
ACCREDITED LEVEL 1 BY A FAAP AGENCY
B105 MSACCRED_1 NUMBER OF MASTERS PROGRAMS ACCREDITED LEVEL 1 BY
A FAAP AGENCY
B106 PHDACCRED_1 NUMBER OF DOCTORAL PROGRAMS ACCREDITED LEVEL 1
BY A FAAP AGENCY
NUMBER OF PROGRAMS ACCREDITED LEVEL 2 BY A FAAP
AGENCY
B107 TVACCRED_2 NUMBER OF TECH/VOC PROGRAMS ACCREDITED LEVEL 2
BY A FAAP AGENCY
B108 UGACCRED_2 NUMBER OF BACCALAUREATE OR UNDERGRAD PROGRAMS
ACCREDITED LEVEL 2 BY A FAAP AGENCY
B109 MSACCRED_2 NUMBER OF MASTERS PROGRAMS ACCREDITED LEVEL 2 BY
A FAAP AGENCY
B110 PHDACCRED_2 NUMBER OF DOCTORAL PROGRAMS ACCREDITED LEVEL 2
BY A FAAP AGENCY
NUMBER OF PROGRAMS ACCREDITED LEVEL 3 BY A FAAP
AGENCY
B111 TVACCRED_3 NUMBER OF TECH/VOC PROGRAMS ACCREDITED LEVEL 3
BY A FAAP AGENCY
B112 UGACCRED_3 NUMBER OF BACCALAUREATE OR UNDERGRAD PROGRAMS
ACCREDITED LEVEL 3 BY A FAAP AGENCY
B113 MSACCRED_3 NUMBER OF MASTERS PROGRAMS ACCREDITED LEVEL 3 BY
A FAAP AGENCY
B114 PHDACCRED_3 NUMBER OF DOCTORAL PROGRAMS ACCREDITED LEVEL 3
BY A FAAP AGENCY
NUMBER OF PROGRAMS ACCREDITED AT LEAST LEVEL 1
B115 TVACCRED_123 =TVACCRED1+TVACCRED2+TVACCRED3
B116 UGACCRED_123 = UGACCRED1 + UGACCRED2 + UGACCRED3
B117 MSACCRED_123 = MSACCRED1 + MSACCRED2 + MSACCRED3
B118 PHDACCRED_123 =PHDACCRED1+PHDACCRED2+PHDACCRED3

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Data Elements on an Institution 101

NUMBER OF PROGRAMS ACCREDITED BY A NON-FAAP

AGENCY
B119 TVACCRED_X NUMBER OF TECH/VOC PROGRAMS ACCREDITED BY A NON-
FAAP AGENCY
B120 UGACCRED_X NUMBER OF BACCALAUREATE OR UNDERGRAD PROGRAMS
ACCREDITED BY A NON-FAAP AGENCY
B121 MSACCRED_X NUMBER OF MASTERS PROGRAMS ACCREDITED BY A NON-
FAAP AGENCY
B122 PHDACCRED_X NUMBER OF DOCTORAL PROGRAMS ACCREDITED BY A NON-
FAAP AGENCY

What % of the programs are accredited by a FAAP agency at least at level 1?

AMONG ALL PROGRAM OFFERINGS, THE NUMBER WHICH

HAVE AT LEAST LEVEL 1 ACCREDITATION BY A FAAP
AGENCY.
B123 TV_ACCRED%
B124 UG_ACCRED% UG_ACCRED%= UGACCRED_123/ UG_PROGS.

EXAMPLES:
• If the HEI has 10 undergraad programs and 6 of them are
accredited at least level 1 by FAAP, then UG_ACCRED% =
60 % =6/10.
• If UG_ACCRED% =100%, then all the programs are
accredited at least level 1 by FAAP.
• If UG_ACCRED%=0, then none of the programs is
accredited by FAAP.

B125 MS_ACCRED% MS_ACCRED% = MSACCRED_123/ MS_PROGS

B126 PHD_ACCRED% PHDACCRED% = PDACCRED_123/ PHD_PROGS

TEMPLATE H-12: NO. OF ACCREDITED BACCALAUREATE PROGRAMS BY DISCIPLINE

This template is based on the 21 disciplines as listed by the National Statistics Coordination Board (NSCB). In
each major discipline, how many baccalaureate programs are accredited Level 1? Level 2? Level 3?

NO LEVEL 1 LEVEL 2 LEVEL 3 TOTAL BACC

ACCREDITATION PROGRAMS
ELEMENTARY SCHOOL
  SECONDARY SCHOOL
EDUCATION SCIENCE AND
1
TEACHER TRAINING
2 FINE AND APPLIED ARTS
3 HUMANITIES
4 RELIGION AND THEOLOGY
SOCIAL AND BEHAVIORAL
5
SCIENCES
BUSINESS ADMINISTRATION
6
AND RELATED
7 LAW AND JURISPRUDENCE
8 NATURAL SCIENCE
9 MATHEMATICS
10 IT-RELATED DISCIPLINES

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102 Data Elements on an Institution

11 MEDICAL AND ALLIED

12 TRADE, CRAFT AND INDUSTRIAL
13 ENGINEERING AND TECH
ARCHITECTURE AND TOWN
14
PLANNING
AGRICULTURE, FORESTRY,
15
FISHERIES
16 HOME ECONOMICS
17 SERVICE TRADES
MASS COMMUNICATION AND
18
DOCUMENTATION
19 OTHER DISCIPLINES
20 GENERAL
21 MARITIME
  UNCLASSIFIED
GRAND TOTAL

TEMPLATE H-13: % ACCREDITED BACCALAUREATE PROGRAMS BY DISCIPLINE

This template is based on the 21 disciplines specified by the NSCB. In each major discipline, how many
baccalaureate programs are accredited Level 1? Level 2? Level 3?

% NO % LEVEL 1 % LEVEL 2 % LEVEL 3 TOTAL = 100%

ACCREDITATION
ELEMENTARY SCHOOL
  SECONDARY SCHOOL
EDUCATION SCIENCE AND
1
TEACHER TRAINING
2 FINE AND APPLIED ARTS
3 HUMANITIES
4 RELIGION AND THEOLOGY
SOCIAL AND BEHAVIORAL
5
SCIENCES
BUSINESS ADMINISTRATION
6
AND RELATED
7 LAW AND JURISPRUDENCE
8 NATURAL SCIENCE
9 MATHEMATICS
10 IT-RELATED DISCIPLINES
11 MEDICAL AND ALLIED
12 TRADE, CRAFT AND INDUSTRIAL
13 ENGINEERING AND TECH
ARCHITECTURE AND TOWN
14
PLANNING
AGRICULTURE, FORESTRY,
15
FISHERIES
16 HOME ECONOMICS
17 SERVICE TRADES
MASS COMMUNICATION AND
18
DOCUMENTATION
19 OTHER DISCIPLINES
20 GENERAL
21 MARITIME
  UNCLASSIFIED
GRAND TOTAL

NUMBER OF APPLICANTS (IN A SCHOOLYEAR)

This series of data elements captures the number of applicants to the different programs of the institution. The
number of applicants is a gauge of the drawing power of the institution, whether such attraction is due to the

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Data Elements on an Institution 103

high prestige or good reputation of the institution, proximity to the residence of the applicant, low tuition and
fees, availability of the program chosen by the applicant, good chances for graduation, etc.

The applicants are sorted according to program level. Masters level and doctoral level are separated but there
is a consolidated entry which combines them together under the generic label “graduate programs”. The no.
of applicants varies from year to year. The following data elements could apply to single years. For statistical
stability, it is better to average the no. of applicants over the most recent 3 consecutive years. Thus, the data
reported for June 2002 should be the average no. of applicants in June 2000, June 2001 and June 2002 itself.
B127 ES_APPLIC 3-YEAR AVERAGE NUMBER OF APPLICANTS INTO KINDERGARTEN or
GRADE 1, whichever is the entry point to the elementary level.
B128 HS_APPLIC 3-YEAR AVERAGE NUMBER OF APPLICANTS INTO FIRST YEAR HS
B129 PREB_APPLIC 3-YEAR AVERAGE NUMBER OF APPLICANTS INTO 1ST YEAR OF PRE-
BACCALAUREATE PROGRAMS
B130 TV_APPLIC 3-YEAR AVERAGE NUMBER OF APPLICANTS INTO 1ST YEAR TECH/VOC
PROGRAMS
B131 UG_APPLIC 3-YEAR AVERAGE NUMBER OF APPLICANTS INTO 1ST YEAR
BACCALAUREATE OR UG PROGS
REMARKS:
Averaged over 3 years, the total no. of applicants to the undergraduate programs of
the institution. Include the no. of students seeking lateral transfer into the institution at
the undergraduate level.
B132 POSTB_APPLIC 3-YEAR AVERAGE NUMBER OF APPLICANTS INTO 1ST YEAR OF POST-
BACCALAUREATE PROGRAMS
B133 MS_APPLIC 3-YEAR AVERAGE NUMBER OF APPLICANTS TO MS PROGS
B134 PHD_APPLIC 3-YEAR AVERAGE NUMBER OF APPLICANTS TO DOCTORAL
PROGRAMS
REMARKS:
Averaged over 3 years, the total no. of applicants to the doctoral programs.
In a “straight PhD” program, applicants need not be masters degree holder.
In a “non-straight” PhD program, applicants must already be masters degree
holders.
B135 GRAD_APPLIC 3-YEAR AVERAGE NUMBER OF APPLICANTS TO GRADUATE PROGRAMS
( = MSAPPLIC+PHDAPPLIC)

ENROLLMENT QUOTA (E_QUOTA)

The enrolment quota of an institution is the number of entry-level students (or “freshmen’) it is ready and willing
to admit. It is the target number of students the HEI wants to admit. The E_QUOTA is a measure of the capacity,
the hope, and the willingness of the institution to accommodate a certain number of students. For instance, if
the typical class size is 40, it would seem natural for an HEI to admit students in multiples of 40, e.g. 40,80,120,
etc. If the “enrollment quota” of the institution is 120, it means the institution is planning to admit 3 freshman
classes of 40 each. If less than 120 students enrol, there will be some underutilization of capacity. On the other
hand, if more than 120 students enrol, there could be overcrowding.

The institution has to calibrate its intentional overbooking so that the correct number of students will enrol. This
is akin to the overbooking done by an airline so that its airplanes will be just exactly full -- no empty seat on
the plane but no irate passenger with a confirmed booking but no actual seat on the plane! For reference, see
definition of the element E_QUOTA in Chapter 2 DATA ON A PROGRAM.

B136 ES_EQUOTA THE 3-YEAR AVERAGE NUMBER OF GRADE 1 STUDENTS THE SCHOOL
IS READY TO ADMIT
B137 HS_EQUOTA THE 3-YEAR AVERAGE NUMBER OF 1ST YEAR HIGH SCHOOL STUDENTS
THE SCHOOL IS READY TO ADMIT
B138 TV_EQUOTA THE 3-YEAR AVERAGE NUMBER OF 1ST YEAR STUDENTS THE SCHOOL IS
READY TO ADMIT INTO ITS TECH/VOC PROGRAMS

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104 Data Elements on an Institution

B139 PREB_EQUOTA THE 3-YEAR AVERAGE NUMBER OF 1ST YEAR STUDENTS THE SCHOOL IS
READY TO ADMIT INTO ITS PRE-BACCALAUREATE PROGRAMS
B140 UG_EQUOTA THE 3-YEAR AVERAGE NUMBER OF 1ST YEAR STUDENTS THE SCHOOL IS
READY TO ADMIT INTO BACCALAUREATE PROGRAMS
REMARKS:
How many freshmen does the HEI really wish to admit? How many freshmen is the HEI
ready to admit? In effect, the no. of “seats” in the programs. This is very important in
programs where laboratory space is in critical supply.
B141 POSTB_EQUOTA THE 3-YEAR AVERAGE NUMBER OF 1ST YEAR STUDENTS THE SCHOOL IS
READY TO ADMIT INTO IS POST-BACCALAUREATE PROGRAMS
B142 MS_EQUOTA THE 3-YEAR AVERAGE NUMBER OF 1ST YEAR STUDENTS THE SCHOOL IS
READY TO ADMIT INTO MASTERS PROGRAMS
B143 PHD_EQUOTA THE 3-YEAR AVERAGE NUMBER OF 1ST YEAR STUDENTS THE SCHOOL IS
READY TO ADMIT INTO DOCTORAL PROGRAMS
B144 GRAD_EQUOTA GRAD_EQUOTA=MS_EQUOTA+ PHD_EQUOTA.

NUMBER OF QUALIFIERS OR APPLICANTS ELIGIBLE FOR ADMISSION

If the target of the institution is to admit 1,000 students ( i.e., E_QUOTA =1,000), then it should actually offer
admissions to more than 1,000 students. Most everybody who receives an offer of admission will actually enrol
but some will not for the usual reasons, e.g. health problems, inability to come up with the finances, or decision
to enrol elsewhere. Even if the E_QUOTA is 1,000, the HEI may have to offer admissions to 1,100 applicants.
These applicants are the “qualifiers” into the HEI.

This series of elements indicate the number of qualifiers – whether they actually enrolled or not. Do
not confuse with actual admissions or freshmen. The elements below have very much to do with the element
Q_QUOTA defined with respect to a degree program. For reference, see definition of Q_QUOTA in Chapter 2
DATA ON A PROGRAM.

The no. of qualifiers varies from year to year. The data elements below could be defined for a specific schoolyear
but more statistical reliability, they should be averaged over 3 consecutive years. For instance, the data reported
for June 2002 should be the average no. of qualifiers in June 2000, June 2001 and June 2002 itself.

B145 ES_QUALIF 3-YEAR AVERAGE NUMBER OF QUALIFIERS IN GRADE 1

B146 HS_QUALIF 3-YEAR AVERAGE NUMBER OF QUALIFIERS IN FIRST YEAR HS
B147 TV_QUALIF 3-YEAR AVERAGE NUMBER OF QUALIFIERS TO TECH/VOC
PROGRAMS
B148 PREB_QUALIF 3-YEAR AVERAGE NUMBER OF QUALIFIERS TO PRE-BACC
PROGRAMS
B149 UG_QUALIF 3-YEAR AVERAGE NUMBER OF QUALIFIERS TO BACCALAUREATE
OR UG PROGS (I.E. FRESHMEN)
REMARKS:
Averaged over 3 years, the total no. of students who were offered admission into the
undergraduate programs of the institution. This is not necessarily the no. of students
admitted.
B150 POSTB_QUALIF 3-YEAR AVERAGE NUMBER OF QUALIFIERS TO THE POST-BACC
PROGRAMS
B151 MS_QUALIF 3-YEAR AVERAGE NUMBER OF QUALIFIERS TO MS PROGS
B152 PHD_QUALIF 3-YEAR AVERAGE NUMBER OF QUALIFIERS TO DOCTORAL
PROGRAMS
B153 GRAD_QUALIF GRAD_QUALIF= MS_QUALIF + PHD_QUALIF

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Data Elements on an Institution 105

NUMBER OF NEW ADMISSIONS (E.G. FRESHMEN)

To continue our example: there might be 3,000 applicants but only 1,200 qualifiers. Among the 1,200 qualifiers,
only 1,100 might actually enroll. The missing 100 are sometimes referred to as “no shows”. The series of
elements below tracks those who actually enrol in the institution, the new admissions into the first year of the
degree program. Do not confuse with lateral transfers or those who shift from one college to another within
the same institution.

The no. of freshmen or first year students varies from year to year. The following data elements should be
averaged over 3 consecutive years. Thus, the data reported for June 2002 should be the average no. of
freshmen in June 2000, June 2001 and June 2002 itself.

For comparison, see definition of FRESHMEN in Chapter 2: DATA ON A PROGRAM.

B154 ES_ADMIT 3-YEAR AVERAGE NUMBER OF NEW ADMISSIONS IN GRADE 1

REMARKS:
At this level, FRESHMEN means the brand-new Grade 1 students. Do not include the
repeaters or the balik-aral.
B155 HS_ADMIT 3-YEAR AVERAGE NUMBER OF NEW ADMISSIONS IN FIRST YEAR HS
REMARKS:
At this level, FRESHMEN means the brand-new 1st year students. Do not include the
repeaters or the balik-aral.
B156 TV_ADMIT 3-YEAR AVERAGE NUMBER OF NEW ADMISSIONS TO TECH/VOC
PROGRAMS
B157 PREB_ADMIT 3-YEAR AVERAGE NUMBER OF NEW ADMISSIONS TO PRE-BACC
PROGRAMS
B158 UG_ADMIT 3-YEAR AVERAGE NUMBER OF NEW ADMISSIONS TO BACCALAUREATE
OR UG PROGS (I.E. FRESHMEN)
REMARKS:
Averaged over 3 years, the actual no. of freshmen who registered in the institution.
B159 POSTB_ADMIT 3-YEAR AVERAGE NUMBER OF NEW ADMISSIONS TO POST-BACC
PROGRAMS
B160 MS_ADMIT 3-YEAR AVERAGE NUMBER OF NEW ADMISSIONS TO MS PROGS
REMARKS:
At this level, FRESHMEN means the brand-new masters students.
B161 PHD_ADMIT 3-YEAR AVERAGE NUMBER OF NEW ADMISSIONS TO DOCTORAL
PROGRAMS
REMARKS:
At this level, FRESHMEN means the brand-new PhD students. In a straight PhD program,
this could mean a bachelors degree holder. In a non-straight PhD program, FRESHMEN
includes only masters degree holders.
B162 GRAD_ADMIT GRAD_ADMIT = MS_ADMIT + PHD_ADMIT

TEMPLATE H-14: APPLICANTS, NEW ADMISSIONS, ENROLMENT BY DISCIPLINE

This template is based on the 21 disciplines listed by the NSCB. In each major discipline, how many applied,
how many were admitted, how much is total enrolment (new + continuing students) and how many graduated?
In this template, the students in basic education are not classified into any of the major disciplines and are
tabulated in separate rows.

APPLICANTS NEW TOTAL NO. OF

ADMISSIONS ENROLMT GRADUATES
ELEMENTARY SCHOOL
  SECONDARY SCHOOL
EDUCATION SCIENCE AND TEACHER
1
TRAINING
2 FINE AND APPLIED ARTS

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106 Data Elements on an Institution

3 HUMANITIES
4 RELIGION AND THEOLOGY
5 SOCIAL AND BEHAVIORAL SCIENCES
BUSINESS ADMINISTRATION AND
6
RELATED
7 LAW AND JURISPRUDENCE
8 NATURAL SCIENCE
9 MATHEMATICS
10 IT-RELATED DISCIPLINES
11 MEDICAL AND ALLIED
12 TRADE, CRAFT AND INDUSTRIAL
13 ENGINEERING AND TECH
14 ARCHITECTURE AND TOWN PLANNING
15 AGRICULTURE, FORESTRY, FISHERIES
16 HOME ECONOMICS
17 SERVICE TRADES
MASS COMMUNICATION AND
18
DOCUMENTATION
19 OTHER DISCIPLINES
20 GENERAL
21 MARITIME
  UNCLASSIFIED
GRAND TOTAL

TEMPLATE: THE NO. OF NEW STUDENTS IN EACH PROGRAM LEVEL AND MAJOR FIELD OF STUDY

TEMPLATE H-15: NEW ADMISSIONS BY UNESCO DISICIPLINE

UNESCO FIELDS (12) UG_ADMIT MS_ADMIT PHD_ADMIT

NATURAL AND PHYSICAL
1
SCIENCES
INFORMATION
2
TECHNOLOGY
ENGINEERING AND
3
RELATED TECHNOLOGY
ARCHITECTURE AND
4
BUILDING
AGRICULTURE,
5 ENVIRONMENTAL AND
RELATED STUDIES
6 HEALTH

7 EDUCATION

MANAGEMENT AND
8
COMMERCE

9 SOCIETY AND CULTURE

10 CREATIVE ARTS

FOOD, HOSPITALITY AND

11
PERSONAL SERVICES

12 MIXED FIELD PROGRAMS

TOTAL “FRESHMEN” OR
BRAND-NEW STUDENTS

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Data Elements on an Institution 107

SELECTIVITY IN ADMISSIONS
How selective is the institution with its admissions? If 3,000 apply but only 1,200 are qualified for admission,
we say that the selectivity rate is 40% ( = 1200/3000). If 2,000 apply but only 1,500 are qualified for admission,
the selectivity rate is 75% ( =1500/2000). The selectivity rate depends a lot on the capacity of the institution
because even if there are many good applicants, the institution may not be able to offer admissions to all of
them because of limited capacity. Observe that the selectivity rate is based on the number of students who are
deemed qualified to enroll – whether they actually enrolled or not. This data element is very much related to the
data element SELECTIV% defined in connection with a degree program. See Chapter 2.

The selectivity rate varies from year to year. Thus, the data elements below should be averaged over 3
consecutive years. By formula, UGADMIT% = UGADMIT*100/ UGAPPLIC. The other elements are similarly
defined.

B163 ES_ADMIT% 3-YEAR AVERAGE SELECTIVITY ADMISSION RATE IN GRADE 1

B164 HS_ADMIT% 3-YEAR AVERAGE SELECTIVITY ADMISSION RATE IN FIRST YEAR HS

B165 TV_ADMIT% 3-YEAR AVERAGE SELECTIVITY ADMISSION RATE AT TECH/VOC FIRST

YEAR
B166 PREB_ADMIT% 3-YEAR AVERAGE SELECTIVITY ADMISSION RATE AT PRE-BACC FIRST
YEAR
B167 UG_ADMIT% 3-YEAR AVERAGE SELECTIVITY ADMISSION RATE AT BACCALAUREATE
FIRST YEAR

REMARKS:
Suppose, on the average over 3 years, 5000 students apply each year to the undergraduate
programs and 3000 are offered admissions, then UGADMIT%= 60.0% (=3000/5000).
The numerator is the no. of qualifiers, not the no. of freshmen who actually enrolled. If
anybody who applies is admitted, then UG_ADMIT% = 100%.
B168 POSTB_ADMIT% 3-YEAR AVERAGE SELECTIVITY ADMISSION RATE AT PRE-BACC FIRST
YEAR
B169 MS_ADMIT% 3-YEAR AVERAGE SELECTIVITY ADMISSION RATE AT MASTERS FIRST
YEAR
B170 PHD_ADMIT% 3-YEAR AVERAGE SELECTIVITY ADMISSION RATE AT DOCTORAL FIRST
YEAR
B171 GRAD_ADMIT% 3-YEAR AVERAGE SELECTIVITY ADMISSION RATE AT GRADUATE LEVEL
FIRST YEAR
REMARKS:
• If the average over 3 years is that 200 students apply to the masters programs
and 100 are admitted, the MS_ADMIT%=50.0 % (=100/200).
• If the average over 3 years is that 50 apply each year to the doctoral programs
and 20 are admitted, PHD_ADMIT%=40.0% =(20/50).
• Given the above, GRAD_ADMIT% = 48.0% = (100+20)/ (200+50) = 120/250.
Observe this is not the straight average of MS_ADMIT% and PHD_ADMIT%.

THE QUALITY OF INCOMING FRESHMEN

The best universities, the best colleges – and of course the most popular degree programs – usually attract the
best high school seniors. How good are the incoming freshmen of the institution?

• The best measure is some national standardized examination such as the NSAT. The mean or median
NSAT overall score of freshmen should be recorded. Special attention could also be given to the
mathematics and English proficiency scores since these have been shown to be critical indicators of
success at the tertiary level. One measure is to count the number of college freshmen who come from
the top 5%, top 10% or top 25% based on NSAT overall scores. ( NOTE: Each year there are about
750,000 high school graduates.) Sad to say, the NSAT was not administered in 2001 and it may take
a while before a similar standard test could be developed.

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108 Data Elements on an Institution

• Another measure of freshman quality is the mean high school general average of the freshmen.
Unfortunately this has the defect of wide variability. It would be very difficult to factor in the academic
standards of the high schools where the freshmen come from.

• Another measure of freshman quality way is the number of freshmen who belonged to the top 5%, top
10% or top 25% of their respective high school classes.

• The DOST selects its scholars by administering a national scholarship exam. Thus another measure is
to count the number of DOST scholars who enroll in the institution. ( This is most relevant to the science
and technology colleges but this is one measure of the quality of the incoming freshmen).

For reference, please see the elements NSAT, NSATMATH, NSATENGL in Chapter 2: DATA ELEMENTS ON
A PROGRAM. These data elements apply only to the tech/voc, pre-baccalaureate, and undergraduate level
programs of the institution.

These data elements are potentially useful but they can be recorded only if the HEI takes the trouble of
tallying the NSAT and the high school graduating class rank of each freshman. A number of HEIs may be
doing this but it is doubtful if most HEIs are doing this regularly. Now that the data elements have been defined,
some special study could be commissioned by CHED to tally these data elements from a sample set of HEIs,
e.g. the SUCs. In 2001 the DepEd stopped giving out NSAT but there are plans to give out a different national
examination in 2004 or 2005. The data elements below can then be redefined in favor of the new national
examination for high school graduates.

B172 NSATMEAN MEAN NSAT OVERALL SCORE OF THE INCOMING FRESHMEN

B173 NSATMEDIAN MEDIAN NSAT OVERALL SCORE OF THE FRESHMEN

B174 NSATMATH_1 MEAN NSAT MATH SCORE OF INCOMING FRESHMEN

B175 NSATENGL_1 MEAN NSAT ENGLISH SCORE OF INCOMING FRESHMEN

B176 NSATMATH_2 MEDIAN NSAT MATH SCORE OF INCOMING FRESHMEN

B177 NSATENG_2 MEDIAN NSAT ENGLISH SCORE OF INCOMING FRESHMEN

B178 NSAT95% AS A PERCENTAGE OF ALL FRESHMEN, THE NUMBER OF FRESHMEN

WITH NSAT SCORES IN THE TOP 5% FOR THE PHILIPPINES

EXAMPLE:
Suppose the institution admitted 1000 freshmen and 200 of them had NSAT scores
placing them in the top 5% of NSAT for the Philippines. Then NSAT95% = 200/1000 =
20.0%. If NSAT95% is much greater than 5%, as it is in the example, it means a high-
quality batch of freshmen. If NSAT5% = 100%, it means that all the HEI freshmen were
recruited from the Top 5% of NSAT in the Philippines.
B179 NSAT90% AS A PERCENTAGE OF ALL FRESHMEN, THE NUMBER OF FRESHMEN
WITH NSAT SCORES IN THE TOP DECILE FOR THE PHILIPPINES
B180 NSAT75% AS A PERCENTAGE OF ALL FRESHMEN, THE NUMBER OF FRESHMEN
WITH NSAT SCORES IN THE TOP QUARTILE
B181 NSAT50% AS A PERCENTAGE OF ALL FRESHMEN, THE NUMBER OF FRESHMEN
WITH NSAT SCORES IN THE TOP HALF FOR THE COUNTRY

EXAMPLE:
Suppose the institution admitted 1000 freshmen and 300 of them had NSAT scores
placing them in the top 50% for the Philippines. Then NSAT50% = 300/1000 = 30.0%.
Since this is less than 50%, it means a relatively low-quality batch of freshmen. If
NSAT50% =100%, it means all the freshmen scored better than the national median of
NSAT.

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Data Elements on an Institution 109

HOW MANY HIGH SCHOOL HONOR GRADUATES WERE ADMITTED?

How many of the freshmen came from the top 10% of their high school graduating classes? This is not a
foolproof measure of the quality of the freshmen but it is certainly an indicator. The data elements below can be
determined only if the HEI meticulously records the numerical high school rank of its freshmen. Numerical rank
must be certified by the HS Principal or HS Registrar. Self-declared rank by the student is not reliable. The rank
must be taken over all the high school graduates, not just the homeroom section where freshman belonged.

B182 HSTOPTEN NUMBER OF FRESHMEN WHO BELONGED TO THE TOP 10% OF THEIR
HS GRADUATING CLASSES
The no. of “high-achieving” high school graduates admitted into the HEI.
B183 HSTOP10% AS A PERCENTAGE OF ALL FRESHMEN, THE NUMBER OF FRESHMEN WHO
BELONGED TO THE TOP 10% OF THEIR HS GRADUATING CLASSES
EXAMPLE:
If there are 500 freshmen and 150 of them belong to the top 10% of their
respective HS graduating class ( not just the homeroom section), then
HSTOP25%= 150/500 = 30.0%. Since this is much greater than 10%, it means
a relatively good freshman batch.

If HSTOP25%=100%, it means that all the freshmen were in the upper quartile
of their respective high school graduating classes. Numerical rank in the HS
class must be certified by the HS Principal or Registrar.

B184 HSTOP25% AS A PERCENTAGE OF ALL FRESHMEN, THE NUMBER OF FRESHMEN WHO

BELONGED TO THE TOP 25% OF THEIR HS GRADUATING CLASSES

B185 HSTOP50% AS A PERCENTAGE OF ALL FRESHMEN, THE NUMBER OF FRESHMEN WHO

BELONGED TO THE TOP HALF OF THEIR HS GRADUATING CLASSES
EXAMPLE:
If there are 500 freshmen and 400 of them belong to the top 50% of their
respective HS graduating class ( not just the homeroom section), then
HSTOP50%= 400/500 = 80.0%. Since this is much greater than 50%, it means
a relatively good freshman batch.

If HSTOP50%=100%, it means that all the freshmen were in the top half of their
respective HS graduating classes.

B186 HSGWA AVG HIGH SCHOOL GRADE (GEN WEIGHTED AVERAGE) OF INCOMING
FRESHMEN
REMARKS:
This is a measure of quality of the freshmen. Its defect comes from the fact that high
schools have varying academic standards. An 85% average in a very selective high
school cannot be compared with an 85% average in a barangay high school.
B187 HSMATH AVG HIGH SCHOOL MATH GRADE OF INCOMING FRESHMEN
B188 HSENGL AVG HS ENGLISH GRADE OF INCOMING FRESHMEN

THE SOCIOECONOMIC PROFILE OF THE FRESHMEN

What is the socioeconomic profile of the FRESHMEN? Although not as relevant to private HEIs, this profile is
very relevant for SUCs and public HEIs – especially in the light of the national policy to improve socioeconomic
equity in higher education. One major rationale for the existence of SUCs is for socioeconomic equity, to provide
higher education opportunities for the poor. Does the institution really cater to “poor” FRESHMEN?

These data elements can be determined only if each freshman is willing to disclose its family income and family
size. The HEI must have some process for verifying the data even if only on a random sampling basis. See
Chapter 7 DATA ELEMENTS ON A STUDENT.

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110 Data Elements on an Institution

ELEMENT NUMBER B189

ELEMENT NAME The number of freshmen whose income per weighted capita is in bottom
decile of the Philippines.
PURPOSE To indicate how many are “really poor” and will certainly need financial aid.
SHORT NAME BRACKET_0
ELEMENT NUMBER B190
ELEMENT NAME The number of freshmen whose income per weighted capita is in bottom
income quartile of the Philippines.
PURPOSE To indicate how many are “poor” and will need financial aid.
SHORT NAME BRACKET_1
ELEMENT NUMBER B191
ELEMENT NAME The number of freshmen whose income per weighted capita is in 2nd
bottom income quartile (26-50th percentile) of the Philippines.
SHORT NAME BRACKET_2
ELEMENT NUMBER B192
ELEMENT NAME The number of freshmen whose income per weighted capita is in 3rd
income quartile (51-75th percentile) of the Philippines.
SHORT NAME BRACKET_3
ELEMENT NUMBER B193
ELEMENT NAME The number of freshmen whose income per weighted capita is in top
income quartile of the Philippines.
SHORT NAME BRACKET_4
ELEMENT NUMBER B194
ELEMENT NAME The number of freshmen whose income per weighted capita is in top
decile of the Philippines.
PURPOSE To indicate how many are really affluent.
SHORT NAME BRACKET_9

ELEMENT NUMBER B195

ELEMENT NAME As a percentage of all FRESHMEN, the number whose income per weighted
capita is in bottom decile of the Philippines.
PURPOSE To indicate how many are “really poor” and how many will need financial aid.
If there are 500 FRESHMEN and 10 of them belong to families in the lowest
decile for income per capita in the Philippines, BRACKET_0 = 10/500 = 2%. In
a perfectly equitable world, this element should be 10%.
SHORT NAME BRACKET%_0

ELEMENT NUMBER B196

ELEMENT NAME As a percentage of all FRESHMEN, the number whose income per
weighted capita is in bottom income quartile of the Philippines. If there
are 500 FRESHMEN and 50 of them belong to families in the bottom quartile
of income per capita in the Philippines, BRACKET_1 = 50/500 = 10%. In a
perfectly equitable world, this percentage should be 25%.
SHORT NAME BRACKET%_1
PURPOSE To indicate how many are “poor” and how many will need financial aid.
ELEMENT NUMBER B197
ELEMENT NAME As a percentage of all FRESHMEN, the number whose income per
weighted capita is in 2nd bottom income quartile (26-50th percentile) of the
Philippines. If there are 500 FRESHMEN and 100 of them belong to families in
the 26th to 50th percentile of income per capita in the Philippines, BRACKET_2 =
100/500 = 20%. In a perfectly equitable world, this percentage should be 25%.
SHORT NAME BRACKET%_2

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Data Elements on an Institution 111

ELEMENT NUMBER B198

ELEMENT NAME As a percentage of all FRESHMEN, the number whose income per weighted
capita is in 3rd income quartile (51-75th percentile) of the Philippines.
SHORT NAME BRACKET%_3
ELEMENT NUMBER B199
ELEMENT NAME As a percentage of all FRESHMEN, the number whose income per weighted
capita is in top income quartile of the Philippines.
SHORT NAME BRACKET%_4
ELEMENT NUMBER B200
ELEMENT NAME As a percentage of all FRESHMEN, the number whose income per weighted
capita is in top decile of the Philippines.
PURPOSE To indicate how many are really affluent. If there are 500 FRESHMEN and 150
of them belong to families in the top decile for Philippine income per capita,
BRACKET_9 = 150/500 = 30%. In a perfectly equitable world, this percentage
should be 10%. If this much higher than 10%, it means the freshmen are
relatively well off. If much lower than 10%, it means the freshmen are relatively
poor.
SHORT NAME BRACKET%_9

The data elements above can be computed only if the HEI records the “income per weighted capita” of its
students. In turn, this can be done only if the students provide the correct and complete data. In the U.P. System,
students who apply for financial aid under STFAP are required to provide and document socioeconomic data
about themselves and their families. The data are subject to random checks, including house visits. However,
students who do not need financial aid are not required to submit any socioeconomic data.
If a student financial aid program is targeted for the “poor”, applicants will have to be willing to provide
data and documentation. For instance, applicants will have to supply data that will enable CHED to compute
“income per weighted capita”.

The data element income per weighted capita has several versions, e.g. GROSS_PC1 (gross income per
capita), NET_PC1 (net income per capita), GROSS_PC3 (gross income per weighted capita) and NET_PC3
(net income per weighted capita). The detailed definitions of these elements are in the Chapter 7 DATA ON A
STUDENT. A discussion of the issue is also found in the Chapter 8 DATA ON A SCHOLARSHIP PROGRAM.
TEMPLATE H-16: NO. OF POOR STUDENTS BY DISCIPLINE

TOTAL POOR NON-POOR

ENROLMENT STUDENTS STUDENTS
ELEMENTARY SCHOOL
  SECONDARY SCHOOL
1 EDUCATION SCIENCE AND TEACHER TRAINING
2 FINE AND APPLIED ARTS
3 HUMANITIES
4 RELIGION AND THEOLOGY
5 SOCIAL AND BEHAVIORAL SCIENCES
6 BUSINESS ADMINISTRATION AND RELATED
7 LAW AND JURISPRUDENCE
8 NATURAL SCIENCE
9 MATHEMATICS
10 IT-RELATED DISCIPLINES
11 MEDICAL AND ALLIED
12 TRADE, CRAFT AND INDUSTRIAL
13 ENGINEERING AND TECH
14 ARCHITECTURE AND TOWN PLANNING
15 AGRICULTURE, FORESTRY, FISHERIES
16 HOME ECONOMICS

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112 Data Elements on an Institution

17 SERVICE TRADES
18 MASS COMMUNICATION AND DOCUMENTATION
19 OTHER DISCIPLINES
20 GENERAL
21 MARITIME
  UNCLASSIFIED
GRAND TOTAL

FRESHMAN PROFILE BASED ON HIGH SCHOOL TYPE

The true socioeconomic profile of students can be problematic to determine. If the student is not applying for
financial aid, he cannot be compelled to reveal information on income. A surrogate measure is to use the type of
high school. Conventional wisdom says that students from private schools and those in special public schools
(e.g. the science high schools and those in SUCs) are less poor than students from the general public schools.
Thus, the no. of students from these general public schools is a good indicator of the no. of poor students.

In the Chapter: DATA ON A HIGH SCHOOL, the data element HSTYPE classifies high schools into the following
categories:

1 Public General High School

2 Public Vocational/ Trade HS
3 Public Special (e.g. Philippine Science High School, Manila Science High School, Philippine High
School for the Arts, etc.)
4 SUC-administered HS or administered by am LGU-funded HEI such as Pamantasan ng Lungsod
ng Makati
5 Private non-sectarian HS
6 Private Sectarian
7 Foreign HS (i.e. HS located in a foreign country or foreign-funded high school in the Philippines
such as the International School.)
8 No high school, i.e. equivalency certification only. Thus, “PEPT” may be considered as one virtual
high school.

B201 HS_PUBLGEN AMONG THE COLLEGE FRESHMEN, THE NO. WHO GRADUATED FROM
GENERAL PUBLIC HIGH SCHOOLS AND THE PUBLIC VOCATIONAL/
TRADE HS.
B202 HS_SUCS AMONG THE COLLEGE FRESHMEN, THE NO. WHO GRADUATED FROM
SUC-ADMINISTERED PUBLIC HIGH SCHOOLS.
B203 HS_SPECIAL AMONG THE COLLEGE FRESHMEN, THE NO. WHO GRADUATED FROM
SPECIAL PUBLIC HIGH SCHOOLS, E.G. THE DOST SCIENCE HS.
B204 HSPRIVSEC AMONG THE COLLEGE FRESHMEN, THE NO. WHO GRADUATED FROM
PRIVATE SECTARIAN HIGH SCHOOLS.
B205 HSPRIVNON AMONG THE COLLEGE FRESHMEN, THE NO. WHO GRADUATED FROM
PRIVATE NONSECTARIAN HIGH SCHOOLS.

The elements below answer: what fraction of the undergraduate freshmen come from general public high
schools? All elements are numeric with format XX.X No % sign necessary.

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Data Elements on an Institution 113

ELEMENT NUMBER B206

ELEMENT NAME AS A PERCENTAGE OF ALL FRESHMEN, THE NO. WHO GRADUATED
FROM GENERAL PUBLIC HIGH SCHOOLS OR THE PUBLIC VOCATIONAL/
TRADE HS.
SHORT NAME HS_%PUBLGEN
PURPOSE If there are UG_ADMIT = 500 freshmen and 8 HS_PUBLGEN = 80 of them are
graduates of general public or public vocational/trade high schools, HS_%PUBLGEN=
80/500=16%. Since these high schools account for about 50% of total high school
enrollment in the Philippines, the “perfectly equitable” value for HSPUBLIC1% should
be approximately 50%.

• If HSPUBLIC1% > 50%, the freshmen as a whole could be even poorer than
their cohorts in high school.
• If HSPUBLIC1% < 10%, it means only a few of the graduates from general
public high schools made it into the HEI.

ELEMENT NUMBER B207

ELEMENT NAME AS A PERCENTAGE OF ALL FRESHMEN, THE NO. WHO GRADUATED
FROM SUC-ADMINISTERED PUBLIC HIGH SCHOOLS.
SHORT NAME HS_%SUCS
ELEMENT NUMBER B208
ELEMENT NAME AS A PERCENTAGE OF ALL FRESHMEN, THE NO. WHO GRADUATED
FROM SPECIAL PUBLIC HIGH SCHOOLS, E.G. THE DOST SCIENCE HS.
SHORT NAME HS_%SPECIAL
ELEMENT NUMBER B209
ELEMENT NAME AS A PERCENTAGE OF ALL FRESHMEN, THE NO. WHO GRADUATED
FROM PRIVATE SECTARIAN HIGH SCHOOLS.
SHORT NAME HS_%PRIVSEC
ELEMENT NUMBER B210
ELEMENT NAME AS A PERCENTAGE OF ALL FRESHMEN, THE NO. WHO GRADUATED
FROM PRIVATE NONSECTARIAN HIGH SCHOOLS.
SHORT NAME HS_%PRIVNON

TEMPLATE H-17: BACCALAUREATE ENROLMENT BY HIGH SCHOOL TYPE BY DISCIPLINE

How many of the HEI students are from public secondary schools? Private secondary schools? On the common
wisdom that students from private secondary schools are more well-off (than public general secondary schools),
the tabulation below gives a rough indication whether students are poor or non-poor.

PUBLIC SPECIAL PRIVATE PRIVATE TOTAL

GEN HS PUBLIC HS SECTARIAN NON- ENROLMT
HS SECT
ELEMENTARY SCHOOL
  SECONDARY SCHOOL
EDUCATION SCIENCE AND TEACHER
1
TRAINING
2 FINE AND APPLIED ARTS
3 HUMANITIES
4 RELIGION AND THEOLOGY
5 SOCIAL AND BEHAVIORAL SCIENCES
BUSINESS ADMINISTRATION AND
6
RELATED
7 LAW AND JURISPRUDENCE

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8 NATURAL SCIENCE
9 MATHEMATICS
10 IT-RELATED DISCIPLINES
11 MEDICAL AND ALLIED
12 TRADE, CRAFT AND INDUSTRIAL
13 ENGINEERING AND TECH
14 ARCHITECTURE AND TOWN PLANNING
15 AGRICULTURE, FORESTRY, FISHERIES
16 HOME ECONOMICS
17 SERVICE TRADES
MASS COMMUNICATION AND
18
DOCUMENTATION
19 OTHER DISCIPLINES
20 GENERAL
21 MARITIME
  UNCLASSIFIED
GRAND TOTAL

This element is a good measure of the “affluence” of the college freshmen but it requires collecting data on
high school tuition of all freshmen or at least a random sample of them.

ELEMENT NUMBER B211

ELEMENT NAME The MEDIAN tuition and miscellaneous fees paid by the freshmen in their
4th year high school ( one semester).
SHORT NAME HSTUITFEES
PURPOSE To serve as a measure of socioeconomic level of the freshmen. If 3 freshmen
paid P10,000, P 5,000 and none respectively for one semester of 4th year high
school, HSTUITFEES = P3,000 ( = 10000+5000+0)/3. Include tuition plus all
miscellaneous fees but exclude schoolbus fee.
ELEMENT NUMBER B212
ELEMENT NAME As a fraction of all freshmen, the no. whose 4th year high school ( one
semester) tuition and miscellaneous fees exceeds the tuition and
miscellaneous per semester in the HEI.
SHORT NAME INVERTED%
PURPOSE To compare high school tuition versus tuition in the HEI. If there are 500
freshmen and 300 of them paid more in 4th high school tuition than they do
in the HEI, INVERTED%= 300/500=60%. Based on tuition and miscellaneous
fees, more than half of the freshmen spent more in high school than they are
spending at the college level.

SOCIOECONOMIC PROFILE BASED ON ELECTRICITY CONSUMPTION

Electricity consumption is a very good surrogate measure of socioecomic standing. The income tax return is also
an indicator but is not generally reliable. Electric consumption, i.e. the average consumption IN KILOWATT-
HOURS PER MONTH (not pesos), is a good indicator of how poor a family could be. The tabulation below
shows that a family with the consumption profile shown in Set A below is probably poor. Incidentally, at the
average price of P6.50/ KWH, 100 KWH would of course mean P 650 per month. This is not to say that more
than 100 KWH already means “rich” but see the table below. The cutoff is expressed in terms of KWH instead
of pesos because the price of electricity varies too much over the country. Note that Set A includes a color TV
at 6 hours per day but excludes a refrigerator. See consumption of other appliances in Set B.

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TEMPLATE H-18: PROFILE OF ELECTRICITY CONSUMPTION

COST/KWH
APPLIANCES ( SET A ) =
USAGE:
USAGE: USAGE:
APPLIANCE HOURS
HOURS KWH PER
WATTAGE PER
PER DAY MONTH
WEEK
1 RADIO 40 8 56 9.6
2 COLOR TV 12” 65 6 42 11.7
3 FLAT IRON 600 1 7 18.0
4 LIGHT BULB 50 8 56 12.0
5 LIGHT BULB 50 8 56 12.0
6 FLUORESCENT 40 8 56 9.6
7 FAN ( 14 “) 60 6 42 10.8
8 FAN ( 12 “) 50 8 56 12.0
======
TOTAL PER MONTH ( SET A ) 95.7
OTHER APPLIANCES ( SET B )
9 REF ( 6 cu ft ) 100 24 168 72.0
10 REF ( 8 cu ft ) 130 0 0 0.0
11 FREEZER ( 8 cuft) 160 0 0 0.0
RICE COOKER
12
(1.8L)
650 1 7 19.5
13 COMPUTER 225 2 14 13.5
14 AIRPOT 600 0.25 1.75 4.5
15 COLOR TV 14” 80 0 0 0.0
16 B & W TV 14” 36 0 0 0.0
STEREO MINI-
17
COMPO
380 2 14 22.8
18 VHS 45 2.5 17.5 3.4
19 AIRCON ( 1 HP) 1,420 6 42 255.6
20 AIRCON ( 1.5 HP) 2,250 0 0 0.0
21 WASH MACHINE 280 3 21 25.2
INSTANT H20
22
HEATER
1,600 0.5 3.5 24.0
23 TURBO BROILER 1,000 0 0 0.0
24 RANGE 2-BURNER 2,200 3 21 198.0
25 MICROWAVE 1,000 0.5 3.5 15.0
26 STOVE ( 6” COIL) 1,500 0 0 0.0
======
TOTAL PER MONTH ( SET B ) 653.5
COMBINED TOTAL PER MONTH ( SETS A + B ) 749.2

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116 Data Elements on an Institution

ELEMENT NUMBER B213

ELEMENT NAME As a percentage of all students, the no. whose families consume less than
100 KWH per month.
SHORT NAME KURYENTE%
PURPOSE To indicate what fraction of the students’ families use less than 100 kwh per
month.
DEFINITION If there are 400 students in the program and 100 of them come from families
which 100 KWH or less per month, KURYENTE% = 25% = 100/400. This is a
very strong indication that 25% of the students come from poor families.

URBAN-RURAL PROFILE OF STUDENTS

What fraction of the students come from families living in urban areas? In rural areas? To provide some indication
of the cost of living of the family. ( This is of relevance to SUCs where equity considerations are important.) All
elements are numeric with format XX.X No % sign necessary.

ELEMENT NUMBER B214

ELEMENT NAME As a percentage of all students, the no. whose families live in NCR.
SHORT NAME NCR%
PURPOSE To indicate what fraction of the students’ families have to contend with the high
cost of living in the NCR.

ELEMENT NUMBER B215

ELEMENT NAME As a percentage of all students, the no. whose families live in urban areas
outside NCR.
SHORT NAME URBAN%
ELEMENT NUMBER B216
ELEMENT NAME As a percentage of all students, the no. whose families live in rural
areas.
SHORT NAME RURAL%
PURPOSE To indicate what fraction of the students come from families in rural areas, those
who contend with relatively lower costs of living.

NUMBER OF “FUNDED STUDENT PLACES” ( FOR PUBLIC HEIS ONLY)

The concept of “funded student places” is crucial for an Output Funding or Normative Financing System for
SUCs and other public HEIs. The number of funded student places is the number of students which the
National Government is willing to fund or subsidize. This is a new concept not yet implemented. For a more
complete elaboration please see definition in Chapter 2: DATA ELEMENTS ON A PROGRAM.

B217 ES_PLACES NUMBER OF FUNDED ELEMENTARY LEVEL STUDENT PLACES

B218 HS_PLACES NUMBER OF FUNDED SECONDARY LEVEL STUDENT PLACES

B219 TV_PLACES NUMBER OF FUNDED TECH/VOC LEVEL STUDENT PLACES

B220 PREB_PLACES NUMBER OF FUNDED PRE-BACC LEVEL STUDENT PLACES

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B221 UG_PLACES NUMBER OF FUNDED BACCALAUREATE OR UNDERGRADUATE

LEVEL STUDENT PLACES
EXAMPLE:
If UG_PLACES=1000, it means the National Government is willing to fund only
1000 freshmen at the undergraduate level. The SUC is responsible for funding
any freshmen in excess of this number. If the SUC is able to admit only 900
freshmen, funding will be given only for 900 – not the 1000. Thus, UG_PLACES
is a actually an upper bound.

B222 POSTB_PLACES NUMBER OF FUNDED TPOST-BACC LEVEL STUDENT PLACES

B223 MS_PLACES NUMBER OF FUNDED MASTERS LEVEL STUDENT PLACESS

B224 PHD_PLACES NUMBER OF FUNDED DOCTORAL LEVEL STUDENT PLACES

B225 GRAD_PLACES GRAD_PLACES= MS_PLACES + PHD_PLACES.

B226 TOTAL_PLACES TOTAL_PLACES = ES_PLACES+ HS_PLACES + PREB_PLACES +

UG_PLACES + POSTB_PLACES+ MS_PLACES + PHD_PLACES

TEMPLATE H-19: THE TOTAL NO. OF STUDENT PLACES BY UNESCO FIELD

UNESCO FIELDS (12) UG_PLACES MS_PLACES PHD_PLACES TOTAL

ELEMENTARY AND
SECONDARY STUDENTS
1 NATURAL AND PHYSICAL
SCIENCES
2 INFORMATION
TECHNOLOGY
3 ENGINEERING AND
RELATED TECHNOLOGY
4 ARCHITECTURE AND
BUILDING
5 AGRICULTURE,
ENVIRONMENTAL AND
RELATED STUDIES
6 HEALTH

7 EDUCATION

8 MANAGEMENT AND
COMMERCE
9 SOCIETY AND CULTURE

10 CREATIVE ARTS

11 FOOD, HOSPITALITY AND

PERSONAL SERVICES
12 MIXED FIELD PROGRAMS

TOTAL

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118 Data Elements on an Institution

TEMPLATE H-20: NO. OF STUDENT PLACES BY PSCED DISCIPLINES

T E C H
V O C UG_PLACES MS_PLACES PHD_PLACES TOTAL
PLACES
ELEMENTARY SCHOOL
  SECONDARY SCHOOL
EDUCATION SCIENCE AND TEACHER
1
TRAINING
2 FINE AND APPLIED ARTS
3 HUMANITIES
4 RELIGION AND THEOLOGY
5 SOCIAL AND BEHAVIORAL SCIENCES
BUSINESS ADMINISTRATION AND
6
RELATED
7 LAW AND JURISPRUDENCE
8 NATURAL SCIENCE
9 MATHEMATICS
10 IT-RELATED DISCIPLINES
11 MEDICAL AND ALLIED
12 TRADE, CRAFT AND INDUSTRIAL
13 ENGINEERING AND TECH
14 ARCHITECTURE AND TOWN PLANNING
15 AGRICULTURE, FORESTRY, FISHERIES
16 HOME ECONOMICS
17 SERVICE TRADES
MASS COMMUNICATION AND
18
DOCUMENTATION
19 OTHER DISCIPLINES
20 GENERAL
21 MARITIME
  UNCLASSIFIED
GRAND TOTAL

ENROLLMENT (HEADCOUNTS) PER PROGRAM LEVEL

These are the usual enrollment data or student headcounts. In particular, this is total enrollment per program
level in the institution. Within each program level, there is no need to separate who are in 1st year, 2nd year, 3rd
year, etc. This series captures only aggregate headcounts per program level. Do not confuse with full-time
equivalent students.

These data elements should be collected every semester on a fixed national census day, say
• July 1 for the first semester and
• December 1 for the second semester.
Enrollment data should be “frozen” on these census days. The HEI itself will tally enrollment every semester
but for CHED purposes, only the first semester count will be tallied nationally. See Chapter 2 for a more
complete elaboration of ENROLMT and MAJORS in a specific program

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Data Elements on an Institution 119

B227 PRESCH_ENROL NUMBER OF PRE-SCHOOL STUDENTS IN THE HEI

REMARKS:
Count only the pre-school pupils. Include Kindergarten..
B228 ES_ENROL NUMBER OF ELEMENTARY LEVEL STUDENTS IN THE HEI
REMARKS:
This means from Grade 1 to Grade 6. Do not include Kindergarten and pre-school
if any.
B229 HS_ENROL NUMBER OF SECONDARY LEVEL STUDENTS IN THE HEI
REMARKS: This means from 1st year to 4th year.
B230 TV_ENROL NUMBER OF TECH/VOC LEVEL STUDENTS IN THE HEI
REMARKS:
Although TESDA, not CHED, is the authority on tech/voc education, it is still part
of the business of CHED to keep track of tech/voc enrollments in the HEIs. It is
important for CHED to see the full range of offerings in an HEI. CHED will not tally
the no. of tech/voc students outside the higher education institutions.
B231 PREB_ENROL NUMBER OF PRE-BACC STUDENTS IN THE HEI
B232 UG_ENROL NUMBER OF BACCALAUREATE OR UNDERGRADUATE LEVEL
STUDENTS

REMARKS: UG_ENROL includes students in 4-year programs and 5-year

programs. In preparation for computing graduation rates, there is need to
segregate enrollment according to PROGYEARS. Please see UG_ENROL4 and
UG_ENROL5 below.

Include only the students who are currently enrolled. Exclude those who are
temporarily not enrolled even if they are still eligible to return or resume studying.
Compare with UG_MAJORS.
B233 POSTB_ENROL NUMBER OF POST-BACC STUDENTS
B234 HE_ENROL ENROLMENT IN HIGHER EDUCATION PROGRAMS
B235 MS_ENROL NUMBER OF MASTERS LEVEL STUDENTS
REMARKS:
Include only those who are currently enrolled. Include students officially enrolled
“for residence only”. A student writing thesis will not be counted unless enrolled
officially. Do not include those who are not currently enrolled even if they are still in
good standing and eligible to return or resume.

Compare with MS_MAJORS.

B236 PHD_ENROL NUMBER OF DOCTORAL LEVEL STUDENTS
REMARKS:
Include only those who are currently enrolled even if “for residence only”. A student
writing his thesis will not be counted if not enrolled officially.
B237 GRAD_ENROL GRADUATE ENROLMENT

GRAD_ENROL = MS_ENROL + PHD_ENROL

B238 TOT_ENROL GRAND TOTAL ENROLMENT IN ALL LEVELS

TOT_ENROL = ES_ENROL + TV_ENROL + PREB_ENROL + UG_

ENROL + POSTB_ENROL + MS_ENROL + PHD_ENROL

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120 Data Elements on an Institution

TEMPLATE: ENROLMENT BY PSCED DISCIPLINE GROUPS

In the HEI, enrollment is classified according to the PSCED major discipline groups. CHED will use the same
template to compile reports per region, for the Philippines as a whole, or for the group of SUCs.

TEMPLATE H-21: ENROLMENT BY PSCED DISCIPLINE GROUP

TECH
VOC_ UG_ENROL MS_ENROL PHD_ENROL TOTAL _ENROL
CODE PSCED (21) ENROL

00 General
Education Science and
14 Teacher Training
18 Fine and Applied Arts
22 Humanities
26 Religion and Theology
Social and Behavioral
30 Sciences
Business Administration
34 and Related
38 Law and Jurisprudence
42 Natural Science
46 Mathematics
50 Medical and Allied
52 Trade, Craft and Industrial
Engineering and
54 Technology
Architectural and Town-
58 Planning
Agricultural, Forestry, and
62 Fisheries
66 Home Economics
78 Service Trades
Mass Communication and
84 Documentation
89 Other Disciplines
47 IT Related Discipline
90 Maritime
GRAND TOTAL
Note: CHED created separate codes for IT and Maritime.

TEMPLATE: ENROLMENT BY MAJOR UNESCO FIELD OF STUDY (ISCED 1997)

In the HEI, how many are enrolled at the PhD level in the natural and physical sciences? In management and
commerce? The HEI will classify its enrollment by program level and major field of study as in the template
below. CHED will use the same template to compile reports per region, for the Philippines as a whole, or for
the group of SUCs.

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Data Elements on an Institution 121

TEMPLATE H-22: ENROLMENT BY MAJOR UNESCO FIELD OF STUDY (ISCED 1997)

TECH VOC _
UNESCO FIELDS (12) ENROL UG_ENROL MS_ENROL PHD_ENROL
1 NATURAL AND PHYSICAL
SCIENCES
2 INFORMATION TECHNOLOGY

3 ENGINEERING AND RELATED

TECHNOLOGY
4 ARCHITECTURE AND
BUILDING
5 AGRICULTURE,
ENVIRONMENTAL AND
RELATED STUDIES
6 HEALTH

7 EDUCATION

8 MANAGEMENT AND
COMMERCE
9 SOCIETY AND CULTURE

10 CREATIVE ARTS

11 FOOD, HOSPITALITY AND

PERSONAL SERVICES
12 MIXED FIELD PROGRAMS

TOTAL

TEMPLATE H-23: ENROLMENT IN THE 71 UNESCO DISCIPLINES:

UNESCO DISCIPLINES ( 71) TECH VOC _ UG_ENROL MS_ PHD_ENROL

ENROL ENROL
0101 MATHEMATICAL SCIENCES
0103 PHYSICS AND ASTRONOMY
0105 CHEMICAL SCIENCES
0107 EARTH SCIENCES
0109 BIOLOGICAL SCIENCES
0199 OTHER NATURAL AND PHYSICAL
SCIENCES
0201 COMPUTER SCIENCE
0203 INFORMATION SYSTEMS
0299 OTHER INFORMATION TECHNOLOGY
0301 MANUFACTURING ENGINEERING AND
TECHNOLOGY
0303 PROCESS AND RESOURCES
ENGINEERING
0305 AUTOMOTIVE ENGINEERING AND
TECHNOLOGY

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0307 MECHANICAL AND INDUSTRIAL

ENGINEERING AND TECHNOLOGY
0309 CIVIL ENGINEERING
0311 GEOMATIC ENGINEERING
0313 ELECTRICAL AND ELECTRONIC
ENGINEERING AND TECHNOLOGY
0315 AEROSPACE ENGINEERING AND
TECHNOLOGY
0317 MARITIME ENGINEERING AND
TECHNOLOGY
0399 OTHER ENGINEERING AND RELATED
TECHNOLOGIES
0401 ARCHITECTURE AND URBAN
ENVIRONMENT
0403 BUILDING
0501 AGRICULTURE
0503 HORTICULTURE AND VITICULTURE
0505 FORESTRY STUDIES
0507 FISHERIES STUDIES
0509 ENVIRONMENTAL STUDIES
0599 OTHER AGRICULTURE, ENVIRONMENTAL
AND RELATED STUDIES
0601 MEDICAL STUDIES
0603 NURSING
0605 PHARMACY
0607 DENTAL STUDIES
0609 OPTICAL SCIENCE
0611 VETERINARY STUDIES
0613 PUBLIC HEALTH
0615 RADIOGRAPHY
0617 REHABILITATION THERAPIES
0619 COMPLEMENTARY THERAPIES
0699 OTHER HEALTH
0701 TEACHER EDUCATION
0703 CURRICULUM AND EDUCATION STUDIES
0799 OTHER EDUCATION
0801 ACCOUNTING
0803 BUSINESS AND MANAGEMENT
0805 SALES AND MARKETING
0807 TOURISM
0809 OFFICE STUDIES
0811 BANKING, FINANCE AND RELATED FIELDS
0899 OTHER MANAGEMENT AND COMMERCE

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0901 POLITICAL SCIENCE AND POLICY

STUDIES
0903 STUDIES IN HUMAN SOCIETY
0905 HUMAN WELFARE STUDIES AND
SERVICES
0907 BEHAVIOURAL SCIENCE
0909 LAW
0911 JUSTICE AND LAW ENFORCEMENT
0913 LIBRARIANSHIP, INFORMATION
MANAGEMNT
AND CURATORIAL STUDIES
0915 LANGUAGE AND LITERATURE
0917 PHILOSOPHY AND RELIGIOUS STUDIES
0919 ECONOMICS AND ECONOMETRICS
0921 SPORT AND RECREATION
0999 OTHER SOCIETY AND CULTURE
1001 PERFORMING ARTS
1003 VISUAL ARTS AND CRAFTS
1005 GRAPHIC AND DESIGN STUDIES
1007 COMMUNICATION AND MEDIA STUDIES
1099 OTHER CREATIVE ARTS
1101 FOOD AND HOSPITALITY
1103 PERSONAL SERVICES
1201 GENERAL EDUCATION PROGRAMMES
1203 SOCIAL SKILLS PROGRAMMES
1205 EMPLOYMENT SKILLS PROGRAMMES
1299 OTHER MIXED FIELD PROGRAMMES
9999 Not known or not indicated.
TOTAL

THE NO. OF MAJORS IN GOOD STANDING (WHETHER ENROLLED OR NOT)

The data elements below keep track of MAJORS, i.e. students “in good standing” whether currently enrolled or
not. The general formula is MAJORS = ENROLMT + NAGPAHINGA.

The no. of MAJORS is most relevant for graduate programs because many students skip enrolling in some
semesters or take very long writing their thesis or dissertation. The data element enables CHED to keep track
of all students who are in good standing. See Chapter 2 for a more complete elaboration of ENROLMT,
NAGPAHINGA, and MAJORS in a specific program

B239 PREB_MAJORS NUMBER OF PRE-BACC STUDENTS IN GOOD STANDING (WHETHER

CURRENTLY ENROLLED OR NOT)
B240 UG_MAJORS NUMBER OF BACCALAUREATE OR UNDERGRADUATE LEVEL
STUDENTS IN GOOD STANDING (WHETHER CURRENTLY ENROLLED OR
NOT)
REMARKS:
In Chapter 2, MAJORS=ENROLMT+NAGPAHINGA.

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124 Data Elements on an Institution

B241 POSTB_MAJORS NUMBER OF POST-BACC STUDENTS IN GOOD STANDING (WHETHER

CURRENTLY ENROLLED OR NOT)
B242 MS_MAJORS NUMBER OF MASTERS LEVEL STUDENTS IN GOOD STANDING
(WHETHER CURRENTLY ENROLLED OR NOT)
REMARKS:
In Chapter 2, MAJORS=ENROLMT + NAGPAHINGA.
B243 PHD_MAJORS NUMBER OF DOCTORAL LEVEL STUDENTS IN GOOD STANDING
(WHETHER CURRENTLY ENROLLED OR NOT)

REMARKS:
In Chapter 2, MAJORS=ENROLMT + NAGPAHINGA.
B244 GRAD_MAJORS GRAD_MAJORS = MS_MAJORS + PHD_MAJORS

TEMPLATE: THE NO. OF MAJORS IN EACH MAJOR FIELD OF STUDY

How many masters level majors are in the natural and physical sciences? In IT? The template below can be
filled up by an HEI and CHED will compile for each region, for the Philippines as a whole, or at least for the
SUCs as a group.

TEMPLATE H-24: THE NO. OF MAJORS IN EACH MAJOR FIELD OF STUDY

TECH VOC _
UNESCO 12 MAJORS UG_MAJORS MS_MAJORS PHD_MAJORS
NATURAL AND PHYSICAL
1
SCIENCES

2 INFORMATION TECHNOLOGY

ENGINEERING AND RELATED

3
TECHNOLOGY
ARCHITECTURE AND
4
BUILDING
AGRICULTURE,
5 ENVIRONMENTAL AND
RELATED STUDIES
6 HEALTH

7 EDUCATION

MANAGEMENT AND
8
COMMERCE

9 SOCIETY AND CULTURE

10 CREATIVE ARTS

FOOD, HOSPITALITY AND

11
PERSONAL SERVICES

12 MIXED FIELD PROGRAMS

TOTAL

TEMPLATE H-25: NUMBER OF GRADUATES BY UNESCO DISCIPLINES

UNESCO DISCIPLINES ( 71) TECH VOC _ UG_GRADXX MS_GRADXX PHD_GRADXX

GRADXX
0101 MATHEMATICAL SCIENCES
0103 PHYSICS AND ASTRONOMY
0105 CHEMICAL SCIENCES
0107 EARTH SCIENCES

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0109 BIOLOGICAL SCIENCES

0199 OTHER NATURAL AND PHYSICAL
SCIENCES
0201 COMPUTER SCIENCE
0203 INFORMATION SYSTEMS
0299 OTHER INFORMATION TECHNOLOGY
0301 MANUFACTURING ENGINEERING AND
TECHNOLOGY
0303 PROCESS AND RESOURCES
ENGINEERING
0305 AUTOMOTIVE ENGINEERING AND
TECHNOLOGY
0307 MECHANICAL AND INDUSTRIAL
ENGINEERING AND TECHNOLOGY
0309 CIVIL ENGINEERING
0311 GEOMATIC ENGINEERING
0313 ELECTRICAL AND ELECTRONIC
ENGINEERING AND TECHNOLOGY
0315 AEROSPACE ENGINEERING AND
TECHNOLOGY
0317 MARITIME ENGINEERING AND
TECHNOLOGY
0399 OTHER ENGINEERING AND RELATED
TECHNOLOGIES
0401 ARCHITECTURE AND URBAN
ENVIRONMENT
0403 BUILDING
0501 AGRICULTURE
0503 HORTICULTURE AND VITICULTURE
0505 FORESTRY STUDIES
0507 FISHERIES STUDIES
0509 ENVIRONMENTAL STUDIES
0599 OTHER AGRICULTURE,
ENVIRONMENTAL
AND RELATED STUDIES
0601 MEDICAL STUDIES
0603 NURSING
0605 PHARMACY
0607 DENTAL STUDIES
0609 OPTICAL SCIENCE
0611 VETERINARY STUDIES
0613 PUBLIC HEALTH
0615 RADIOGRAPHY
0617 REHABILITATION THERAPIES
0619 COMPLEMENTARY THERAPIES
0699 OTHER HEALTH
0701 TEACHER EDUCATION
0703 CURRICULUM AND EDUCATION
STUDIES
0799 OTHER EDUCATION
0801 ACCOUNTING
0803 BUSINESS AND MANAGEMENT
0805 SALES AND MARKETING
0807 TOURISM
0809 OFFICE STUDIES

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126 Data Elements on an Institution

0811 BANKING, FINANCE AND RELATED

FIELDS
0899 OTHER MANAGEMENT AND COMMERCE

0901 POLITICAL SCIENCE AND POLICY

STUDIES
0903 STUDIES IN HUMAN SOCIETY
0905 HUMAN WELFARE STUDIES AND
SERVICES
0907 BEHAVIOURAL SCIENCE
0909 LAW
0911 JUSTICE AND LAW ENFORCEMENT
0913 LIBRARIANSHIP, INFORMATION
MANAGEMNT
AND CURATORIAL STUDIES
0915 LANGUAGE AND LITERATURE
0917 PHILOSOPHY AND RELIGIOUS STUDIES
0919 ECONOMICS AND ECONOMETRICS
0921 SPORT AND RECREATION
0999 OTHER SOCIETY AND CULTURE
1001 PERFORMING ARTS
1003 VISUAL ARTS AND CRAFTS
1005 GRAPHIC AND DESIGN STUDIES
1007 COMMUNICATION AND MEDIA STUDIES
1099 OTHER CREATIVE ARTS
1101 FOOD AND HOSPITALITY
1103 PERSONAL SERVICES
1201 GENERAL EDUCATION PROGRAMMES
1203 SOCIAL SKILLS PROGRAMMES
1205 EMPLOYMENT SKILLS PROGRAMMES
1299 OTHER MIXED FIELD PROGRAMMES
9999 Not known or not indicated.
TOTAL

RECIPIENTS OF STUDENT FINANCIAL AID COURTESY OF THE HEI ITSELF

These are the students who receive some form of financial aid COURTESY OF THE HEI ITSELF, not
some external donor such as DOST, CHED , private foundations, etc. These students are variously referred to
as grantees or “scholars” (even if financial need or filiation, not high academic achievement, are the real basis
for the financial aid). For more detailed discussion see Chapter 8 DATA ON A SCHOLARSHIP PROGRAM and
Chapter 10 DATA ON A SCHOLARSHIP PROVIDER.

Do not include planholders of the College Assurance Plan or similar companies because these planholders
are not recipients of financial aid. It is the parents themselves who paid for the tuition. CAP is not an external
donor in the same manner Metrobank Foundation is. Students whose tuition are paid by relatives other than
their parents are not considered scholars nor grantees.

Every student in an SUC is actually a recipient of substantial financial aid (averaging about P 15,000 per student
in 2001). However, there will be NO blanket inclusion of SUC students as scholars or recipients of financial aid.
If necessary, the no. of SUC students can be easily pulled out. Within an SUC, some students will be singled
out either as scholars or grantees, i.e. recipients of financial aid.

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A student should be counted at most once in the categories listed below.

B245 HONORIFIC HONORIFIC SCHOLARS ONLY: NO TUITION OR CASH BENEFITS

The no. of students who are “honorific scholars” but receive no tuition
waiver, discount or cash prize. Purely honorific. For instance, those in the
Dean’s List if they do not get a tuition benefit or cash.
B246 VARSITY ATHLETES, FOLK DANCERS, ETC. WHO RECEIVE TUITION AND/OR
OTHER BENEFITS FROM THE HEI.

The no. of varsity athletes, members of the school band, cheerleading

team, choir, cultural group, etc. who receive some tuition privileges
(whether full or partial) COURTESY OF THE HEI ITSELF. Compare with
ASSISTANTS below.
B247 ANAKFACULTY HEI STAFF AND/OR THEIR DEPENDENTS WHO RECEIVE TUITION
PRIVILEGES

The no. of HEI employees themselves and/or their dependents who

receive tuition privileges from the HEI such as free tuition or 50%
discounts.
B248 GRANTEES1 RECIPIENTS OF TUITION BENEFITS ONLY (FROM THE HEI ITSELF)

The no. of students who receive full or partial waivers on tuition and other
school fees COURTESY OF THE HEI ITSELF – but receive no stipends or
cash benefits.
• For instance, free tuition for valedictorians and salutatorians but
no cash for them.
• If students in the Dean’s List or the President’s List receive some
tuition discounts or cash prizes from the HEI, include them here.
• Count only those whose tuition benefits actually mean some
forgone revenues for the HEI.
• Do not include planholders of College Assurance plan and similar
companies.
• Do not include students whose tuition is paid by an external donor
such as CHED, DOST, Metrobank Foundation, etc. If tuition is
paid by an external donor, the student is not a grantee of the HEI
itself.
• The children of barangay officials who enroll in SUCs do not pay
tuition but the SUCs are not reimbursed by the government for
these. They should be counted in this category.
• See related elements TUITWAIVERS, FEESWAIVERS in Chapter
2.

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128 Data Elements on an Institution

B249 GRANTEES2 RECIPIENTS OF CASH BENEFITS FROM THE HEI ON TOP OF

TUITION WAIVERS.

The no. of students who receive a cash benefit FROM THE HEI ITSELF
on top of tuition waivers. The tuition waiver and the cash are not loans
and they are not payment for services rendered by the student. They are
outright grants which the student does not have to repay.

EXAMPLES: In the U.P. System, students in Brackets 1,2,3,4 pay no

tuition and no miscellaneous fees – and on top of all that receive cash
stipends too.

Do not include students who receive cash benefits from an external donor
such as CHED, DOST, Metrobank Foundation, etc. These externally-
funded scholars are technically not scholars or grantees of the HEI. Count
only those who receive stipends from the HEI itself.
B250 STUDASSTS STUDENTS WHO WORK FOR PAY INSIDE THE HEI

The no. of student assistants or graduate assistants who work for some
compensation in the HEI to assist in libraries, clinics, residence halls,
administrative offices, etc.

See separate category for the varsity athletes, folk dancers, etc. Do not
include the Teaching Fellows or Teaching
Associates because these are counted in TFELLOWS.
B251 SHORTLOANS1 RECIPIENTS OF SHORT-TERM LOANS FROM THE HEI ITSELF

The no. of students who receive tuition deferrals and/or loans from the HEI
itself which have to be repaid within the semester or schoolyear. In other
words, loans or deferred payment plans which are not generally offered to
all students. If everybody in the HEI can pay tuition in installment, there
is no special privilege for anybody. But if only a few are eligible for tuition
deferments or loans, include them here
B252 PAYLATER1 STUDENTS WHO ARE ON A “STUDY NOW PAY LATER” PLAN
COURTESY OF THE HEI ITSELF

The students who receive tuition benefits COURTESY OF THE HEI

ITSELF and who do not have to pay until after graduation. Do not count a
student who is on a study now pay later plan funded by an external donor
such as the government, a bank or a Foundation.

RECIPIENTS OF STUDENT FINANCIAL AID FROM “EXTERNAL DONORS”

These are the students who receive some form of financial aid FROM EXTERNAL DONORS such as
DOST, CHED , private foundations, etc. In this context “external” means “not the HEI itself”. If the funds are
coursed through or disbursed by the HEI but they come from external sources (e.g. the Alumni Association),
the source is still classified as external. Such students are variously referred to as grantees or “scholars”
(even if financial need, not high academic achievement, may be the primary reason for the financial aid). For
more detailed discussion see Chapter 8 DATA ON A SCHOLARSHIP PROGRAM and Chapter 10 DATA ON A
SCHOLARSHIP PROVIDER.

College Assurance Plan and similar companies are not donors. Do not include CAP plan holders or students
whose tuition are paid by relatives whether parents or non-parents.

Every student in an SUC is actually a recipient of substantial financial aid (averaging about P 15,000 per student

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in 2001). However, there will be NO blanket inclusion of SUC students as scholars or recipients of financial aid
from the National Government. SUC students can be easily counted anyway. However, some SUC students will
be singled out as recipients of financial aid from external donors.

An HEI will be aware of externally-funded scholars mainly if the funds are coursed through the HEI itself or if the
private donor has to be billed by the HEI for the scholar’s tuition. A student could be the recipient of externally-
funded financial aid but not inform the HEI about it.
The HEI may have to go out of its way to seek out such students. There are at least 2 reasons why an HEI
should do this:
1. to acknowledge the external donors in the hope of getting more such scholars
2. to monitor and assist the externally-funded scholars because they might need additional aid from the
HEI, whether financial or morale support only.

A student should be counted at most once in the categories listed below.

B253 XGRANTS1 RECIPIENTS OF TUITION BENEFITS ONLY (FROM EXTERNAL

DONORS)

Students whose tuition and/or other school fees are paid whether in full or partially
by an external donor (whether coursed through the HEI or given directly to the
student) – but receives no cash.

For instance, if the tuition is paid by the Alumni Association or the Rotary
Club but there is no additional cash benefit. It does not matter whether the
primary basis of the grant is high academic achievement or financial need.
B254 XGRANTS2 RECIPIENTS OF OUTRIGHT CASH BENEFITS FROM EXTERNAL
DONORS

Students who receive cash benefits from an external donor but nothing
explicit or specific for tuition or other fees. It does not matter whether the
primary basis of the grant is high academic achievement or financial need.
B255 XGRANTS3 RECIPIENTS OF TUITION AND OUTRIGHT CASH BENEFITS FROM
EXTERNAL DONORS

The students whose tuition and/or other school fees are paid by an external
donor – and then receive some cash, stipends or allowances too. It does not
matter whether the primary basis of the grant is high academic achievement
or financial need.
B256 XLOANS RECIPIENTS OF SHORT-TERM LOANS FROM EXTERNAL SOURCES

Students who receive tuition deferrals and/or loans from the HEI itself
which have to be repaid TO AN EXTERNAL DONOR within the semester
or schoolyear. For instance, students who are able to borrow money from a
Credit Cooperative, the Student Council, Alumni Association, etc.
B257 XPAYLATER STUDENTS WHO ARE ON A “STUDY NOW PAY LATER” PLAN FUNDED
BY EXTERNAL SOURCES

The students who are on a study now-pay later plan funded by an external
source such as a bank, Alumni Association, credit cooperative, private
foundation, etc.

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130 Data Elements on an Institution

TEMPLATE H-26: UNDERGRAD RECIPIENTS OF FINANCIAL AID BY PSCED DISCIPLINE:

TOTAL ENROLMT RECIPIENTS OF NON-RECIPIENTS

FINANCIAL AID
ELEMENTARY SCHOOL
  SECONDARY SCHOOL
1 EDUCATION SCIENCE AND TEACHER TRAINING
2 FINE AND APPLIED ARTS
3 HUMANITIES
4 RELIGION AND THEOLOGY
5 SOCIAL AND BEHAVIORAL SCIENCES
6 BUSINESS ADMINISTRATION AND RELATED
7 LAW AND JURISPRUDENCE
8 NATURAL SCIENCE
9 MATHEMATICS
10 IT-RELATED DISCIPLINES
11 MEDICAL AND ALLIED
12 TRADE, CRAFT AND INDUSTRIAL
13 ENGINEERING AND TECH
14 ARCHITECTURE AND TOWN PLANNING
15 AGRICULTURE, FORESTRY, FISHERIES
16 HOME ECONOMICS
17 SERVICE TRADES
18 MASS COMMUNICATION AND DOCUMENTATION
19 OTHER DISCIPLINES
20 GENERAL
21 MARITIME
  UNCLASSIFIED
TOTAL

FORGONE INCOME AND CASH OUT DUE TO SCHOLARS/GRANTEES

How much revenue was forgone by the HEI due to the students receiving financial aid? These data
elements have to do with scholars or recipients of financial aid COURTESY OF THE INSTITUTION ITSELF,
not external donors.

ELEMENT NUMBER B258

ELEMENT NAME TOTAL AMOUNT FORGONE BY THE INSTITUTION DUE TO TUITION
WAIVERS AND DISCOUNTS IN THE PROGRAM
SHORT NAME TUITWAIVERS
PURPOSE To answer: how much tuition revenue did the HEI forgo because of all the
tuition waivers/discounts to HEI-funded scholars or grantees? How much did
it hurt the HEI to provide tuition discounts or waivers to scholars and grantees
in the program?

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Data Elements on an Institution 131

DEFINITION The total income or revenues forgone by the HEI (over one year) due
to tuition waivers and discounts – net of reimbursements from scholarship
donors.

EXAMPLE:
If the annual tuition is P15,000 per student and 10 scholars received a 20%
tuition discount, then the HEI is bound to forgo P30,000 ( =0.20*10*15000) in
tuition revenue.
§ If a scholarship donor reimburses the HEI in the amount of P20,000,
then TUITWAIVERS = 10,000 (=30000-20000) only. That is, the HEI
will forgo P10,000, not P30,000.
§ If the scholarship sponsor reimburses the full P 150,000 tuition of the
10 scholars, TUITWAIVERS = 0. The HEI suffers no revenue loss at
all.
§ If no sponsor covers the tuition discounts, TUITWAIVERS = 30,000.
The HEI suffers the full brunt of the 20% tuition discount.
CODING Numeric:7 digits. No decimal points and no peso signs needed.

ELEMENT NUMBER B259

ELEMENT NAME TOTAL AMOUNT FORGONE BY THE HEI DUE TO DISCOUNTS OR
WAIVERS OF MISCELLANEOUS FEES.
SHORT NAME FEESWAIVERS
PURPOSE To indicate how much income is forgone by the HEI due to waivers and
discounts on MISC FEES to students in the program. How much did it hurt
the HEI to provide waivers and discounts on miscellaneous fees to scholars or
grantees in the program?
DEFINITION The total income forgone by the institution due to waivers and discounts on
non-tuition or miscellaneous fees.

EXAMPLE:
Suppose miscellaneous fees total P5,000 per student and ten scholars receive
a 50% discount on miscellaneous fees. Then the HEI is bound to forgo P
25,000 ( = 10*2500).
• If there is no other donor which will reimburse the HEI for this forgone
income, then FEESWAIVERS = P 25,000.
• On the other hand, if there is a scholarship sponsor who will cover the
entire miscellaneous fees of the 10 students, FEESWAIVERS=0. The
HEI suffers no revenue loss.
CODING Numeric:7 digits. No decimal points and no peso signs needed.

ELEMENT NUMBER B260

ELEMENT NAME TOTAL AMOUNT FORGONE BY THE HEI DUE TO FORGONE TUITION
AND OTHER FEES.
SHORT NAME TOTWAIVERS
PURPOSE To answer: all in all, how much did the HEI forgo due to the scholars or grantees
in this program?
DEFINITION TOTWAIVERS = TUITWAIVERS + FEESWAIVERS
CODING Numeric:7 digits. No decimal points and no peso signs needed.

ELEMENT NUMBER B261

ELEMENT NAME TOTAL VALUE OF STIPENDS AND ALLOWANCES PAID OUT TO
SCHOLARS IN THE PROGRAM.
SHORT NAME STIPENDS
PURPOSE To measure “cash out” or cash transfers as opposed to “forgone income”.
To tally how much cash is paid out by the HEI in the form of stipends and
allowances to scholars in the program.

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132 Data Elements on an Institution

DEFINITION The total value of stipends, living allowances, book allowances, thesis grants,
etc. or cash transfers from the HEI to scholars.
• Do not confuse with tuition waivers or tuition discounts because these
do not involve cash out by the HEI.
• Do not confuse with HEI expenditures in connection with psychosocial
assistance to the scholars or the administrative costs of implementing
the scholarship.

If the HEI paid out P500,000 in stipends but was reimbursed P200,000 by a
scholarship donor, STIPENDS= 300000 only. That is, STIPENDS is the actual
cost to the HEI after deducting the amount which is covered by an external
provider of stipends.
CODING Numeric:7 digits. No decimal points and no peso signs needed.

EXAMPLE:
It is worthwhile for the HEI to tabulate the following: the no. of recipients of financial aid, the total income forgone
and the total stipends paid out. Consider the hypothetical example below for some HEI.
5. An average of 18 students received waivers or discounts on tuition and/or other school fees courtesy of
the HEI itself. The average total forgone income is TOTWAIVERS = P 90,833. Thus, the average value
of the waiver on tuition and other fees is P 4,867 per grantee per year.
6. On the average, 13 students also received cash or stipends courtesy of the HEI itself (not an external
donor). Over the 3 years, the average expense of the HEI is P 90,333 per year for an average of P
8,200 stipend per grantee.
7. The amounts above are courtesy of the institution itself. They indicate the HEI’s commitment to support
the grantees (whether due to academic performance and/or financial need). Every year, the HEI below
forgoes or spends an average of P 181,167 per year for recipients of financial aid.
8. The HEI should make a parallel tabulation for the students who receive financial aid from EXTERNAL
DONORS (i.e. other than the HEI itself), e.g. DOST, CHED or private foundations.

TEMPLATE H-27: NO. OF RECIPIENTS OF FINANCIAL AID, TOTAL INCOME FORGONE AND TOTAL
STIPENDS PAID OUT.

TOTWAIVERS
STIPENDS PER TOTWAIVERSE
GRANTEES1 TOTWAIVERS PER GRANTEES2 STIPENDS
GRANTEES2 +STIPENDS
GRANTEES1
2000-01 20 100,000 5,000 15 100,000 9,000 200,000
2001-02 10 45,000 4,500 5 47,000 9,400 92,000
2002-03 25 127,500 5,100 20 124,000 6,200 251,500
AVERAGE 18 90,833 4,867 13 90,333 8,200 181,167

TEMPLATE H-28: NO. OF STUDENT RECIPIENTS OF EXTERNAL FINANCIAL AID

ELEMENTARY SCHOOL
  SECONDARY SCHOOL
EDUCATION SCIENCE AND TEACHER
1
TRAINING
2 FINE AND APPLIED ARTS
3 HUMANITIES
4 RELIGION AND THEOLOGY
5 SOCIAL AND BEHAVIORAL SCIENCES
BUSINESS ADMINISTRATION AND
6
RELATED

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7 LAW AND JURISPRUDENCE

8 NATURAL SCIENCE
9 MATHEMATICS
10 IT-RELATED DISCIPLINES
11 MEDICAL AND ALLIED
12 TRADE, CRAFT AND INDUSTRIAL
13 ENGINEERING AND TECH
14 ARCHITECTURE AND TOWN PLANNING
15 AGRICULTURE, FORESTRY, FISHERIES
16 HOME ECONOMICS
17 SERVICE TRADES
MASS COMMUNICATION AND
18
DOCUMENTATION
19 OTHER DISCIPLINES
20 GENERAL
21 MARITIME
  UNCLASSIFIED
TOTAL

THE NO. OF “MERIT SCHOLARS” ATTRACTED BY THE HEI

Does the HEI attract “merit scholars”, e.g. valedictorians and salutatorians? Does it attract scholars who are
chosen through national qualifying exams, e.g. DOST scholars, MetroBank Foundation scholars?
• Only valedictorians and salutatorians from high schools with at least 40 graduates will be considered
as merit scholars.
• Planholders of companies such as the College Assurance Plan are not merit scholars.
• Scholars who are chosen based on high school average alone (even if set relatively high at 85%)
without a competitive examination are not considered as merit scholars.
• Scholarships where the primary criterion is need (e.g. family income less than P100,000) and there is
no qualifying or competitive examination are not considered as merit scholarships.
• The children of HEI staff members who receive tuition waivers or discounts are not counted as merit
scholars.
• The children of barangay officials, war veterans, etc. may be entitled to tuition waivers in SUCs but will
not be considered as merit scholars.

B262 DOSTSCHO THE NUMBER OF DOST SCHOLARS AMONG THE INCOMING FRESHMEN
REMARKS:
This stands as a surrogate measure of the quality of a science or technology program.
If the DOST sends many of its scholars to the program, it must be a good science
program. Of course this data element is relevant only to the science and technology
programs.
B263 MERITSCHO EXCLUDING DOST SCHOLARS, THE NUMBER OF MERIT SCHOLARS
AMONG THE INCOMING FRESHMEN
REMARKS:
Use counting rules listed above. Exclude the DOST scholars because they are counted
under DOSTSCHO.

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TEMPLATE: NO. OF HEI-FUNDED SCHOLARS OR GRANTEES

This is a count of HEI-FUNDED scholars or grantees per program in the HEI. This format is ideal for
monitoring scholarships or financial aid targeted to specific programs in the HEI.
TEMPLATE H-29: NO. OF HEI-FUNDED SCHOLARS OR GRANTEES

SHORT
PROGRAMS VARSITY ANAKFACULTY GRANTEES1 GRANTEES 2 STUDASSTS
LOANS1

1 BS EDUCATION
2 MA EDUCATION
3 PHD EDUCATION
4 BS BUSINESS ADM
5 MBA
6 BS AGRICULTURE
7 BS PHYSICS
8 MS PHYSICS
9 PHD PHYSICS
TOTAL

TEMPLATE: NO. OF EXTERNALLY-FUNDED RECIPIENTS OF FINANCIAL AID

This is a count of EXTERNALLY-FUNDED scholars or grantees per program in the HEI.

TEMPLATE H-30: NO. OF EXTERNALLY-FUNDED RECIPIENTS OF FINANCIAL AID

PROGRAMS XGRANTS1 XGRANTS2 XGRANTS3 XLOANS XPAYLATER

1 BS EDUCATION
2 MA EDUCATION
3 PHD EDUCATION
4 BS BUSINESS ADM
5 MBA
6 BS AGRICULTURE
7 BS PHYSICS
8 MS PHYSICS
9 PHD PHYSICS

TOTAL

HOW MANY OF THE MAJORS HAVE PASSED ALL THEIR SUBJECTS?

For this series of data elements include all units enrolled and with grades but exclude PE, Military Training,
Religion, and Thesis. Units passed include the subjects where
• the student passed outright, and
• the student got an INCOMPLETE but successfully completed later, and
• the student got a CONDITION but removed successfully.
A student who dropped the subject did not pass it. A student with a pending INCOMPLETE or an unresolved
INCOMPLETE after one year has not or did not pass the subject. A student with an unremoved CONDITION
or left the CONDITION unremoved after 1 year has not or did not pass the subject

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B264 PASS100 THE NO. OF MAJORS WHO HAVE PASSED 100% OF ALL UNITS
ENROLLED
REMARKS:
These are the students who have passed all their subjects. No failures,
no drops, no pending or unresolved incompletes, no unremoved or
unresolved conditions. It includes some students who got INCOMPLETES
but completed them successfully. It also includes some students who got
CONDITION but removed them successfully. It excludes anybody who has
failed outright or has dropped at least one subject.
B265 PASS90 THE NO. OF MAJORS WHO HAVE PASSED 90-99% OF ALL UNITS
ENROLLED.
EXAMPLE:
If there are 500 majors and 100 of them have passed 90-99% of all the
units enrolled, then PASS90=100. This includes a major who has enrolled
in 30 units and has passed 27 of them. It includes a major who has enrolled
in 90 units and has passed 81 units. This is not to say the student failed
the 9 units because it could mean he has 9 units of pending or unresolved
INCOMPLETES or CONDITION.
B266 PASS80 THE NO. OF MAJORS WHO HAVE PASSED 80-89% OF ALL UNITS
ENROLLED.
B267 PASS70 THE NO. OF MAJORS WHO HAVE PASSED 70-79% OF ALL UNITS
ENROLLED.
REMARKS:
These students are probably on probation.
B268 PASS69 THE TOTAL NO. OF MAJORS WHO HAVE PASSED LESS THAN 70%
OF UNITS ENROLLED.
EXAMPLE:
These students are probably on probation or due for dismissal.
B269 %PASS100 AMONG ALL MAJORS IN GOOD STANDING, THE NO. OF MAJORS
WHO PASSED 100% OF ALL UNITS ENROLLED
EXAMPLE:
• If there are 5,000 majors and 4.000 of them passed all their subjects, then
%PASS100=80%=4000/5000.
• If %PASS100 = 100%, it means all majors have passed all their subjects. A
perfect passing record for each student and for the HEI as a whole.
• If%PASS100=0, it means none of the majors has a perfect passing record.
Each major has incurred at least one failure, or at least one DROP, or
still has a pending or unremoved CONDITION, or still has a pending or
unresolved INCOMPLETE.
B270 %PASS90 AMONG ALL MAJORS IN GOOD STANDING, THE NO. WHO HAVE
PASSED 90-99% OF ALL UNITS ENROLLED.

EXAMPLE:
• If there are 5,000 majors and 500 of them passed 90-99% of their
units enrolled, then %PASS90 = 10% =500/5,000.
• If %PASS90=100%, it means that all majors passed 90-99% of
all units they enrolled in. This is good news because everybody
passed at least 90%. This is bad news because nobody passed all
his units.
• If %PASSED=0%, it means that no major passed 90-99% of their
subjects. This is bad news if %PASS100=0 also because it means
that nobody has passed more than 90% of their units. This is good
news if %PASS=100% because it means everybody passed all
their units.
B271 %PASS80 AMONG ALL MAJORS IN GOOD STANDING, THE NO. WHO HAVE
PASSED 80-89% OF ALL UNITS ENROLLED.

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B272 %PASS70 AMONG ALL MAJORS IN GOOD STANDING, THE NO. WHO HAVE
PASSED 70-79% OF ALL UNITS ENROLLED.
REMARKS:
These students are probably on probation or due for dismissal.
B273 %PASS69 THE TOTAL NO. OF MAJORS WHO HAVE PASSED LESS THAN 70%
OF UNITS ENROLLED.
EXAMPLE:
These students are probably on probation or due for dismissal.

UNDERGRAD ENROLMENT IN 4-YEAR PROGRAMS VERSUS 5-YEAR PROGRAMS

The data elements below are used to segregate undergraduate enrollment in 4-year programs as opposed
to those in 5-year programs. The segregation is made necessary to separate graduation rate from the 4-year
programs and 5-year programs. See related data elements: UG_GRADXX4, UG_GRADXX5, UG_GRAD4%
and UG_GRAD5%.

ELEMENT NUMBER B274

NAME OF ELEMENT IN A SPECIFIC SCHOOLYAR, TOTAL ENROLMENT IN THE 4-YEAR
UNDERGRADUATE PROGRAMS.
SHORT NAME UG_ENROL4
PURPOSE To enable the computation of a graduation rate for all 4-year programs
combined in the HEI. See UG_GRADXX4 and UG_GRAD5%.
DEFINITION In a specific schoolyear, the total enrollment in 4-year undergraduate
programs.
CODING Numeric: 6 digits.
ELEMENT NUMBER B275
NAME OF ELEMENT IN A SPECIFIC SCHOOLYAR, TOTAL ENROLMENT IN THE 5-YEAR
UNDERGRADUATE PROGRAMS.
SHORT NAME UG_ENROL5
PURPOSE To enable the computation of a graduation rate for all 5-year programs
combined in the HEI.
DEFINITION In a specific schoolyear, the total enrollment in 5-year undergraduate
programs. See UG_GRADXX5 and UG_GRAD5%.
CODING Numeric: 6 digits.

WEIGHTED ENROLLMENT FOR THE HEI

The straight total of enrolment in the different levels yields TOT_ENROL, the unweighted total enrollment for
the institution as a whole. In this data element, an elementary school student and a doctoral level student have
equal “weight”. However, it also makes some sense to attach differential weights to enrollments at the different
program levels. For an HEI, the no. of students at the graduate level should have higher weight than those in
the undergraduate level --- which, in turn, should have a greater weight than the lower levels.

ELEMENT NUMBER B276

NAME OF ELEMENT FOR A SPECIFIC PROGRAM LEVEL, THE WEIGHT ASSIGNED BY
CHED TO EACH ENROLLED STUDENT.
SHORT NAME CHED_WEIGHT
PURPOSE To provide a weighting system which will make it meaningful to add
undergraduate enrollment to the enrollment in lower and higher levels.
To make it meaningful to add kindergarten pupils to PhD students. To
enable CHED to compare HEIs which offer different program levels, esp.
from the lowest (Kindergarten) to the highest (PhD). The weights will be
used to compute weighted enrollment.

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Data Elements on an Institution 137

DEFINITION If each undergrad student is given a weight of 1.00, the weight to be

assigned by CHED to a student in the program level.

The weights for enrolment in lower program levels will be lass than 1.00.
The weights for enrollment in higher program levels will be higher than
1.00. The weights are designed to reflect their relative importance in a
institution of higher learning.

See EXAMPLE below. TOT_ENROLMT = 5,700 but WTD_ENROL=

6,038
CODING Numeric: 6 digits.

TEMPLATE H-31: WEIGHTED ENROLMENT OF AN HEI

(May 8 2004. The weights shown below have not been approved by CHED)

Unweighted
CODING PROGRAM LEVEL WEIGHT WTD_ENROL
ENROLMT
10 Pre-school ( including Kindergarten) 0.5 50 25
Elementary: primary level ( i.e.
11 0.5 400 200
Grades 1-4)
Elementary: intermediate level ( i.e.
12 0.5 200 100
Grades 5-7)

Secondary level ( i.e. 1st year to 4th

year plus the “Pre-baccalaureate
20 0.5 500 250
year” being introduced in AY 2004-
05).

30 Technical/ Vocational 0.75 300 225

Pre-baccalaureate diploma,
40 0.75 50 38
certificate or associate

Baccalaureate degree ( including

50 1 2,000 2,000
DVM, DDM, D Optometry)
Post-baccalaureate diploma or
60 1 100 100
certificate
Bachelor of Laws, Doctor of
70 1 400 400
Jurisprudence
75 MD 1.5 600 900
80 Masters 1.5 800 1,200
90 Doctoral 2 300 600
  TOTAL   5,700 6,038

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138 Data Elements on an Institution

ELEMENT NUMBER B277

NAME OF ELEMENT THE TOTAL UNWEIGHTED ENROLMENT IN THE INSTITUTION
SHORT NAME TOT_ENROL
PURPOSE Without regard to any weighting across program levels in the HEI, the straight
sum of enrollment in a specific semester.
DEFINITION In a specific semester (on a national census date July 1), the total
enrolment in the HEI, all program levels combined. This is just a STRAIGHT
HEADCOUNT.
By formula: TOT_ENROL = ES_ENROL+HS_ENROL + PREB_ENROL +
UG_ENROL + POSTB_ENROL+ MS_ENROL + PHD_ENROL
In the Example above, TOT_ENROL = 5,700.
This is a straight headcount which gives equal weight to Kindergarten and PhD
enrollment. This data element is NOT recommended for use in computing STUDENT-
TO-FACULTY ratio but see WTD_ENROL.

Compare with WTD_ENROL, TOT_FTEXX, and WTD_FTEXX.

CODING Numeric: 6 digits.

ELEMENT NUMBER B278

NAME OF ELEMENT THE TOTAL WEIGHTED ENROLMENT IN THE INSTITUTION
SHORT NAME WTD_ENROL
PURPOSE To indicate the WEIGHTED TOTAL ENROLLMENT IN THE HEI, giving more
weight to higher program levels. To enable comparisons between HEIs which
have students in various program levels.
DEFINITION Total weighted enrolment in the HEI using the weights proposed in the table
above.
By formula: WTD_ENROL = weight1*ES_ENROL+ weight2*HS_ENROL
+ weight3*PREB_ENROL + weight4*UG_ENROL + weight5*POSTB_
ENROL+ weight6*MS_ENROL + weight7*PHD_ENROL
In the example above, TOT_ENROL = 5,700 but WTD_ENROL = 6,038. In
the weighted enrollment, the 300 PhD students are counted as 600 but the 50
kindergarten pupils are counted as 25. This data element is recommended
for use in computing STUDENT-TO-FACULTY RATIO in an HEI which offers
the full range from Kindergarten to PhD.
The weights may be subject to review by CHED.
Compare with TOT_ENROL, TOT_FTEXX, WTD_FTEXX.
CODING Numeric: 6 digits.

THE NO. OF STUDENTS TAUGHT BY THE FACULTY ( IN A SPECIFIC SEMESTER)

For a specific semester, how many STUDENTS were taught by the faculty? This means the sum of
enrolments in individual classes. A student enrolled in 5 classes will be counted 5 times but a student enrolled
in 7 subjects will be counted 7 times.
• Students will be classified according to educational level.
• There will be a separate count of students in lecture type classes and those in non-lecture type classes.
This is necessary because of different time demands on the faculty between lecture and lab/non-lecture
classes. Also necessary for costing purposes.
• These are straight headcounts, making no distinction between a student in a 3-unit subject and a
student in a 5-unit subject
• Do not include thesis advisees.

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Data Elements on an Institution 139

STUDENTS IN LECTURE-TYPE CLASSES ONLY

B279 ES_STUDES1 NUMBER of ELEMENTARY PUPILS TAUGHT IN LECTURE-

TYPE CLASSES
B280 HS_STUDES1 NUMBER of SECONDARY PUPILS TAUGHT IN LECTURE-TYPE
CLASSES
B281 TV_STUDES1 NUMBER of TECH/VOC and PRE-BACC STUDENTS TAUGHT
IN LECTURE-TYPE CLASSES
B282 UG_STUDES1 NUMBER of UNDERGRAD and POST-BACC STUDENTS
TAUGHT IN LECTURE-TYPE CLASSES
B283 MS_STUDES1 NUMBER of MASTERS STUDENTS TAUGHT IN LECTURE-
TYPE CLASSES
B284 PHD_STUDES1 NUMBER of PHD STUDENTS TAUGHT IN LECTURE-TYPE
CLASSES
B285 GRAD_STUDES1 =MS_STUDES1 + PHD_STUDES1

STUDENTS IN LAB AND OTHER NON-LECTURE CLASSES

B286 ES_STUDES2 NUMBER of ELEMENTARY PUPILS TAUGHT IN LAB AND
OTHER NON-LECTURE CLASSES
B287 HS_STUDES2 NUMBER of SECONDARY PUPILS TAUGHT IN LAB AND
OTHER NON-LECTURE CLASSES
B288 TV_STUDES2 NUMBER of TECH/VOC and PRE-BACC TAUGHT IN LAB AND
OTHER NON-LECTURE CLASSES
B289 UG_STUDES2 NUMBER of UNDERGRAD and POST-BACC STUDENTS
TAUGHT IN LAB AND OTHER NON-LECTURE CLASSES
B290 MS_STUDES2 NUMBER of MASTERS STUDENTS TAUGHT IN LAB AND
OTHER NON-LECTURE CLASSES
B291 PHD_STUDES2 NUMBER of PHD STUDENTS TAUGHT IN LAB AND OTHER
NON-LECTURE CLASSES
B292 GRAD_STUDES2 = MS_STUDES2 + PHD_STUDES2

THE NO. OF CLASSES TAUGHT DURING A SPECIFIC SEMESTER

For a specific semester, how many CLASSES or SECTIONS were offered in the HEI?
• This is a count of classes or sections, NOT subjects. For instance, there are about 24 subjects in the
GE program but since each subject could be offered in 5 sections, that would mean only 24 subjects
but a total of 120 classes or sections
• Classes are classified according to educational level.
• Lecture-type classes will be counted separately from the lab type and other non-lecture type. Lecture
and non-lecture classes impose different time demands on the structure and they also require different
support systems.
• If a class has both lecture and lab, it will be counted as 2 subjects – one lecture and one lab. The
appropriate no. of units will be attributed to the lecture and the lab class.
• These are all straight counts, with no distinction between a 3-unit class and a 5-unit class.
• Exclude thesis advising.
• If the faculty member taught 3 sections of the same subject, the no. of classes is recorded as 3. This is
a count of sections or classes, not subjects.
• Compare with the next series of data elements.

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140 Data Elements on an Institution

LECTURE-TYPE CLASSES ONLY

B293 LECTCLAX_ES NUMBER OF ELEMENTARY LECTURE-TYPE CLASSES /

SECTIONS OFFERED
B294 LECTCLAX_HS NUMBER OF SECONDARY LECTURE-TYPE CLASSES /
SECTIONS OFFERED

If there are 3 homeroom sections in each year level and if each

year level takes 8 subjects (English, Math, Science, etc.) --- then
HS_KLASSES = 96 ( = 3*8*4)
B295 LECTCLAX_TV NUMBER OF UG AND PRE-BACC LECTURE-TYPE CLASSES
/SECTIONS OFFERED
B296 LECTCLAX_UG NUMBER OF UG AND POST-BACC LECTURE-TYPE CLASSES
/ SECTIONS OFFERED

This is no. of classes/sections, not the no. of subjects. Include PE,

NSTP, Religion, etc. but exclude thesis class.
• If there are 25 sections of English 1 and 10 sections of
English 2, that means two subjects but the no. of classes
/sections is 35=25+10.
• If a 4-unit subject, e.g. Physics 101, consists of a 3-unit
lecture class and a 1-unit lab, this will be counted as
two separate subjects: one lecture and one lab. This is
necessary for costing purposes.
• If there are 30 students in Physics 101 and all 30 attend
one lecture class but split into two lab sections, then this
means one lecture class and two lab classes.
B297 LECTCLAX_MS NUMBER OF MASTERS LECTURE-TYPE CLASSES /
SECTIONS OFFERED
B298 LECTCLAX_PHD NUMBER OF PHD LECTURE-TYPE CLASSES /SECTIONS
OFFERED
B299 LECTCLAX_GRAD = LECTCLAX_MS + LECTCLAX_PHD.

LABORATORY AND OTHER NON-LECTURE CLASSES

B300 LABCLAX_ES NUMBER OF ELEMENTARY LAB OR NON-LECTURE

CLASSES / SECTIONS OFFERED
B301 LABCLAX_HS NUMBER OF SECONDARY LAB OR NON-LECTURE CLASSES
/ SECTIONS OFFERED
B302 LABCLAX_TV NUMBER OF UG AND PRE-BACC LAB OR NON-LECTURE
CLASSES /SECTIONS OFFERED
B303 LABCLAX_UG NUMBER OF UG AND POST-BACC LAB OR NON-LECTURE
CLASSES / SECTIONS OFFERED
B304 LABCLAX_MS NUMBER OF MASTERS LAB OR NON-LECTURE CLASSES
/SECTIONS OFFERED
B305 LABCLAX_PHD NUMBER OF PHD LAB OR NON-LECTURE CLASSES /
SECTIONS OFFERED
B306 LABCLAX_GRAD = LABCLAX_MS + LABCLAX_PHD.

NO. OF SUBJECTS OFFERED IN A SPECIFIC SEMESTER.

For a specific semester, how many different SUBJECTS were offered in the HEI?
• This is a count of subjects, not sections. For instance, there are about 24 subjects in the GE
program but since each subject could be offered in 5 sections, that would mean only 24 subjects but a
total of 120 classes or sections.
Commission on Higher Education
Data Elements on an Institution 141

• An HEI could have a hundred different subjects in its catalog but not all of them are offered in a specific
semester. This is a count of the subjects that were offered in the specific semester.
• Subjects will be classified according to the educational level.
• Lecture subjects will be counted separately from non-lecture subjects. However, thesis advising will not
be counted.

NO. OF LECTURE SUBJECTS ONLY.

B307 LECTSUBJS _ES NO. OF ELEMENTARY LECTURE SUBJECTS TAUGHT

B308 LECTSUBJS _HS NO. OF SECONDARY LECTURE SUBJECTS TAUGHT.
B309 LECTSUBJS _TV NO. OF TECH/VOC AND PRE-BACC LECTURE SUBJECTS
TAUGHT
B310 LECTSUBJS _UG NO. OF UG AND POST-BACC LECTURE SUBJECTS
TAUGHT
B311 LECTSUBJS _MS NO. OF MASTERS LECTURE SUBJECTS TAUGHT
B312 LECTSUBJS _PHD NO. OF PHD LECTURE SUBJECTS TAUGHT

NO. OF LAB AND OTHER NON-LECTURE SUBJECTS ONLY.

B313 LABSUBJS _ES NO. OF ELEMENTARY LAB AND OTHER NON-LECTURE

SUBJECTS TAUGHT
B314 LABSUBJS _HS NO. OF SECONDARY LAB AND OTHER NON-LECTURE
SUBJECTS TAUGHT.
B315 LABSUBJS _TV NO. OF TECH/VOC AND PRE-BACC LAB AND OTHER NON-
LECTURE SUBJECTS TAUGHT
B316 LABSUBJS _UG NO. OF UG AND POST-BACC LAB AND OTHER NON-
LECTURE SUBJECTS TAUGHT
B317 LABSUBJS _MS NO. OF MASTERS LAB AND OTHER NON-LECTURE
SUBJECTS TAUGHT
B318 LABSUBJS _PHD NO. OF PHD LAB AND OTHER NON-LECTURE SUBJECTS
TAUGHT

AVERAGE CLASS SIZES IN LECTURE AND LAB CLASSES

What is the average size of the classes taught?

• Class size will be computed for each educational level.
• Class size in lecture subjects will be computed separately from the lab class sizes and other non-
lecture classes.
• These are average class sizes for a specific semester.

AVERAGE SIZE OF LECTURE-TYPE CLASSES

B319 LECTSIZE_ES AVG CLASS SIZE of ELEMENTARY LECTURE CLASSES

B320 LECTSIZE_HS AVG CLASS SIZE of SECONDARY LECTURE CLASSES

B321 LECTSIZE_TV AVG CLASS SIZE of TECH/VOC AND PRE-BACC LECTURE

CLASSES
B322 LECTSIZE_UG AVG CLASS SIZE of UNDERGRAD AND POST-BACC LEVEL
LECTURE CLASSES

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142 Data Elements on an Institution

B323 LECTSIZE_MS AVG CLASS SIZE of MASTERS LEVEL LECTURE CLASSES

B324 LECTSIZE_PHD AVG CLASS SIZE of PHD LEVEL LECTURE CLASSES

B325 LECTSIZE_GRAD AVG CLASS SIZE of GRADUATE LEVEL LECTURE CLASSES

AVERAGE SIZE OF LABORATORY AND OTHER NON-LECTURE CLASSES

B326 LABSIZE_ES AVG CLASS SIZE of ELEMENTARY LAB AND OTHER NON-
LECTURE URE CLASSES
B327 LABSIZE_HS AVG CLASS SIZE of SECONDARY LAB AND OTHER NON-
LECTURE URE CLASSES
B328 LABSIZE_TV AVG CLASS SIZE of TECH/VOC AND PRE-BACC LAB AND
OTHER NON-LECTURE URE CLASSES
B329 LABSIZE_UG AVG CLASS SIZE of UNDERGRAD AND POST-BACC LEVEL
LAB AND OTHER NON-LECTURE URE CLASSES
B330 LABSIZE_MS AVG CLASS SIZE of MASTERS LEVEL LAB AND OTHER
NON-LECTURE URE CLASSES
B331 LABSIZE_PHD AVG CLASS SIZE of PHD LEVEL LAB AND OTHER NON-
LECTURE URE CLASSES
B332 LABSIZE_GRAD AVG CLASS SIZE of GRADUATE LEVEL LAB AND OTHER
NON-LECTURE URE CLASSES

EXAMPLE: COMPUTING THE AVERAGE CLASS SIZE IN AN INSTITUTION

If the average class size in Math is 32.0, the average in English is 19.3 and the average in Physics is 13.5, then
the straight average 21.6 ( = (32.0 +19.3+13.5) is NOT necessarily the average class size of the 3 departments
combined. This is because the no. of classes and the total no. of students in each department are not equal.
In other words, the data shown in the table below is NOT SUFFICIENT to find the true average class size of the
3 departments combined.

AVERAGE
DEPARTMENTS CLASS SIZE
MATH 32.0
ENGLISH 19.3
PHSYICS 13.5
AVERAGE ?

To compute the correct average class size within an institution, it is necessary to use either of the two templates
below. The first template lists all the classes offered but the second template is more aggregated. The true
average class size is 24.0 [ = 264/11 = (160+77+27)/(5+4+2) ].

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Data Elements on an Institution 143

TEMPLATE H-32: AVERAGE CLASS SIZE OF AN HEI

ACTUAL AVERAGE
SECTIONS OFFERED CLASS SIZE CLASS SIZE

1 MATH 100-A 45
2 MATH 100-B 35
3 MATH 100-C 45
4 MATH 123-X 20
5 MATH 123-Y 15
SUBTOTAL 160 32.0

1 ENGLISH 10-A 25
2 ENGLISH 10-B 20
3 ENGLISH 151 22
4 ENGLISH 175 10
SUBTOTAL 77 19.3

1 PHYSICS 177 15
2 PHYSICS 180 12
SUBTOTAL 27 13.5

ALL COMBINED 264 24.0

STRAIGHT AVERAGE: 21.6

TEMPLATE H-33: NO. OF SECTIONS AND TOTAL ENROLEMENT

In this template, it is not necessary to list the classes or sections individually. However, the no. of
sections and total enrollment in each department must be shown explicitly.

NO. OF TOTAL AVERAGE CLASS

DEPARTMENTS SECTIONS ENROLLMENT SIZE
MATH 5 160 32.0
ENGLISH 4 77 19.3
PHSYICS 2 27 13.5
TOTAL 11 264 24.0

This example is being given because huge algebra errors will accumulate in computing the average class size
for an institution if the averages are compiled first by departments, then by college and finally for the institution
itself. To compute the average class size for an entire university, TEMPLATE H-24 should be used to list all
departments in all colleges of the university. If there are 4 colleges in the university and 5 departments per
college, TEMPLATE H-24 should show 20 rows.

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144 Data Elements on an Institution

STUDENT CONTACT HOURS IN LECTURE CLASSES

B333 ELEM _LECTSCU No. of ELEMENTARY STUDENT CONTACT HOURS IN

LECTURE CLASSES
B334 HS _LECTSCU No. of SECONDARY STUENT CONTACT HOURS IN
LECTURE CLASSES
B335 TV_LECTSCU No. of TECH/VOC AND PRE-BACC SCUs or STUDENT
CONTACT HOURS IN LECTURE CLASSES
B336 UG_LECTSCU No. of UNDERGRAD AND POST-BACC SCUs or STUDENT
CONTACT HOURS IN LECTURE CLASSES
B337 MS_LECTSCU No. of MASTERS SCUs or STUDENT CONTACT HOURS IN
LECTURE CLASSES
B338 PHD_LECTSCU No. of DOCTORATE SCUs or STUDENT CONTACT HOURS
IN LECTURE CLASSES
B339 GRAD_LECTSCU GRAD_SCU = MS_SCU + PHD_SCU

STUDENT CONTACT HOURS IN LAB AND OTHER NON-LECTURE CLASSES

B340 ELEM _LABSCU No. of ELEMENTARY STUDENT CONTACT HOURS IN

LAB AND OTHER NON-LECTURE CLASSES
B341 HS _LABSCU No. of SECONDARY STUENT CONTACT HOURS IN LAB
AND OTHER NON-LECTURE CLASSES
B342 TV_LABSCU No. of TECH/VOC AND PRE-BACC SCUs or STUDENT
CONTACT HOURS IN LAB AND OTHER NON-LECTURE
CLASSES
B343 UG_LABSCU No. of UNDERGRAD AND POST-BACC SCUs or STUDENT
CONTACT HOURS IN LAB AND OTHER NON-LECTURE
CLASSES
B344 MS_LABSCU No. of MASTERS SCUs or STUDENT CONTACT HOURS IN
LAB AND OTHER NON-LECTURE CLASSES
B345 PHD_LABSCU No. of DOCTORATE SCUs or STUDENT CONTACT HOURS
IN LAB AND OTHER NON-LECTURE CLASSES
B346 GRAD_LECTSCU GRAD_SCU = MS_SCU + PHD_SCU

TEMPLATE H-34: STUDENT LECTURE CONTACT HOURS BY PSCED DISCIPLINE

BASIC ED TECH VOC BACC MASTERS PHD CONTACT

CONTACT CONTACT CONTACT CONTACT HRS
HOURS HRS HOURS HRS
ELEMENTARY SCHOOL
  SECONDARY SCHOOL
EDUCATION SCIENCE AND TEACHER
1
TRAINING
2 FINE AND APPLIED ARTS
3 HUMANITIES
4 RELIGION AND THEOLOGY
5 SOCIAL AND BEHAVIORAL SCIENCES
BUSINESS ADMINISTRATION AND
6
RELATED
7 LAW AND JURISPRUDENCE

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Data Elements on an Institution 145

8 NATURAL SCIENCE
9 MATHEMATICS
10 IT-RELATED DISCIPLINES
11 MEDICAL AND ALLIED
12 TRADE, CRAFT AND INDUSTRIAL
13 ENGINEERING AND TECH
ARCHITECTURE AND TOWN
14
PLANNING
AGRICULTURE, FORESTRY,
15
FISHERIES
16 HOME ECONOMICS
17 SERVICE TRADES
MASS COMMUNICATION AND
18
DOCUMENTATION
19 OTHER DISCIPLINES
20 GENERAL
21 MARITIME
  UNCLASSIFIED
TOTAL

A similar template can be used to tabulate LABORATORY contact-hours.

NO. OF FTE STUDENTS (FTES) USING CHED NATIONAL COUNTING RULES

The CHED rules for counting full-time equivalent students (FTES):

• At the basic education level (elementary or secondary), each student is exactly one FTES. If enrolment
at the elementary level or secondary level is 500, then that is also the number of FTE students because
all students take the same load anyway.
• For the MD, DMD and DVM programs, each student is counted as 1.00 FTES. The no. of units per
semester is immaterial in these programs. Each student is automatically counted as 1.00 full-time
equivalent.
• At the tech/voc level, TESDA shall set the normal load per semester. ( See TESDA DATA ELEMENT
MANUAL).
• The normal load for an undergraduate program shall be set at 18 units per semester. This excludes
units for PE, NSTP, Religion/Theology (unless the program is in Theology itself), and undergrad
thesis.
• The normal load for a graduate program (whether masters or doctoral) shall be set at 12 units per
semester. Because of the wide variability of units assignment to the thesis or dissertation, no FTES
equivalent will be given for it. This excludes thesis or dissertation.
• A student enrolled “For residence only” will be counted as zero FTES.
• The data elements apply in a specific semester.

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146 Data Elements on an Institution

FTE STUDENTS IN LECTURE CLASSES ONLY

B347 ES_LECTFTEX NUMBER OF ELEMENTARY LEVEL FTE STUDENTS IN LECTURE

CLASSES ONLY
REMARKS: At this level, the headcount is also the FTEXX count.
B348 HS_LECTFTEX NUMBER OF SECONDARY LEVEL FTE STUDENTS IN LECTURE
CLASSES ONLY
REMARKS: At this level, the headcount is also the FTEXX count.
B349 TV_LECTFTEX NUMBER OF TECH/VOC AND PRE-BACC FTE STUDENTS IN
LECTURE CLASSES ONLY
REMARKS: TESDA will set national counting rules.
B350 UG_LECTFTEX NUMBER OF UNDERGRADUATE AND POST-BACC FTE
STUDENTS IN LECTURE CLASSES ONLY

EXAMPLE:
If there are 3 undergraduates enrolled in 15, 21, and 20 units of lecture
subjects respectively, their combined load is equivalent to 3.11 FTEXX
(=(15+21+20)/18 =56/18). Observe that UG_ENROL = 3 but UG_LECTFTEX
= 3.11. Compute to 2 decimal places.
B351 MS_LECTFTEXX NUMBER OF MASTERS LEVEL FTE STUDENTS IN LECTURE
CLASSES ONLY

EXAMPLE:
If there are 3 masters STUDENTS IN LECTURE CLASSES ONLY enrolled in
11, 9, and 12 units of lecture respectively, their combined load is equivalent
to 1.83 FTEXX (=(11+9+12)/12 = 22/12). Observe that MS_ENROL = 3 but
MS_LECTFTEX = 1.83 only. Compute to 2 decimal places.
B352 PHD_LECTFTEXX NUMBER OF DOCTORAL LEVEL FTE STUDENTS IN LECTURE
CLASSES ONLY

EXAMPLE:
If there are 3 doctoral STUDENTS IN LECTURE CLASSES ONLY enrolled in
9, 0, and 6 units lecture respectively, their combined load is equivalent to 1.25
FTEXX (=(9 +0+6)/12 =15/12). The middle student is enrolled for residence
only. Note that PHD_ENROL =3 but PHD_LECTFTEX= 1.25 only.
B353 GRAD_LECTFTEX GRAD_LECTFTEXX = MS_LECTFTEX + +PHD_LECTFTEX

EXAMPLE:
Given the examples above, the combined load of the 3 masters and 3 doctoral
STUDENTS IN LECTURE CLASSES ONLY is equivalent to 3.08 FTEXX (=
1.83 + 1.25). Note that GRAD_ENROL = 6 but GRAD_FTEXX=3.08 only.

FTE STUDENTS IN LAB CLASSES AND OTHER NON-LECTURE CLASSES

B354 ES_LABFTEX NUMBER OF ELEMENTARY LEVEL FTE STUDENTS IN LAB AND

OTHER NON-LECTURE CLASSES
B355 HS_LABFTEX NUMBER OF SECONDARY LEVEL FTE STUDENTS IN LAB AND
OTHER NON-LECTURE CLASSES
B356 TV_LABFTEX NUMBER OF TECH/VOC AND PRE-BACC FTE STUDENTS IN LAB
AND OTHER NON-LECTURE CLASSES
B357 UG_LABFTEX NUMBER OF UNDERGRADUATE AND POST-BACC FTE
STUDENTS IN LAB AND OTHER NON-LECTURE CLASSES
B358 MS_LABFTEXX NUMBER OF MASTERS LEVEL FTE STUDENTS IN LAB AND
OTHER NON-LECTURE CLASSES
B359 PHD_LABFTEXX NUMBER OF DOCTORAL LEVEL FTE STUDENTS IN LAB AND
OTHER NON-LECTURE CLASSES
GRAD_LABFTEX GRAD_LABFTEXX = MS_LABFTEX + +PHD_LABFTEX

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Data Elements on an Institution 147

FTE STUDENTS IN ALL CLASSES COMBINED (LECTURE AND NON-LECTURE)

B360 ES_FTEXX = ES_LECTFTEX + ES_LABFTEX

NUMBER OF ELEMENTARY LEVEL FTE STUDENTS IN IN

LECTURE AND NON-LECTURE CLASSES
B361 HS_FTEXX = HS_LECTFTEX + HS_LABFTEX

NUMBER OF SECONDARY LEVEL FTE STUDENTS IN IN

LECTURE AND NON-LECTURE CLASSES
B362 TV_FTEXX = TV_LECTFTEX + TV_LABFTEX

NUMBER OF TECH/VOC AND PRE-BACC FTE STUDENTS IN IN

LECTURE AND NON-LECTURE CLASSES
B363 UG_FTEXX = UG_LECTFTEX + UG_LABFTEX

NUMBER OF UNDERGRADUATE AND POST-BACC FTE

STUDENTS IN IN LECTURE AND NON-LECTURE CLASSES
B364 MS_FTEXX = MS_LECTFTEX +MS_LABFTEX.

NUMBER OF MASTERS LEVEL FTE STUDENTS IN IN LECTURE

AND NON-LECTURE CLASSES
B365 PHD_FTEXX = PHD_LECTFTEX + PHD_LABFTEX

NUMBER OF DOCTORAL LEVEL FTE STUDENTS IN IN LECTURE

AND NON-LECTURE CLASSES
B366 GRAD_FTEXX GRAD_FTEXX = MS_FTEXX + +PHD_FTEXX

THE TOTAL NO. OF UNITS ENROLLED IN BY THE STUDENTS.

1. If 1,000 students each enroll in five 3-unit undergraduate lecture classes and if 2,000 students each
enroll in four 3-unit undergrad lecture classes, then UG_LECTUNITSZZ = 1000*15 + 2000*12 = 15,000
+ 24,000= 39,000 units. No credit load multipliers are used.
2. If 500 students each enroll in one 3-unit undergrad lab classes and if 200 students each enroll in two
2-unit undergrad lab classes, then UG_LABUNITSZZ = 500*3 + 200*4 = 1500 + 800 = 2,300 units. No
credit load multipliers are applied.
3. If 500 students each enroll in two 3-unit graduate lecture classes and if 100 students each enroll in
three 3-unit graduate lecture classes, GRAD_LECTUNITSZZ = 500*6 + 100*9 = 3,000 + 900 = 3,900
units.
4. If there are a total of 5,000 students in the HEI, the data elements below will be compiled from the
study loads of these 5,000 students. If the average study load of a student is 20 units, the job would be
tracing how 100,000 “enrolled units” ( = 20*5000) are distributed between graduate and undergraduate,
between lecture and non-lecture classes. It is an important task but it requires the ability to add up the
loads of 5,000 students. Obviously this is a job which requires computerization! Imagine a humongous
matrix with 5000 rows and 4 columns.

B367 UG_LECUNITSZZ THE TOTAL ENROLLED UNITS IN UNDERGRAD LECTURE

CLASSES OR SECTIONS.
• Use only SUBJCRED, not TEACHCRED. Do NOT use
credit load multipliers.
• Exclude undergrad thesis classes.
B368 UG_LABUNITSZZ THE TOTAL ENROLLED UNITS IN UNDERGRADUATE LAB AND
OTHER NON-LECTURE CLASSES.

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148 Data Elements on an Institution

B369 GRAD_LECUNITSZZ THE TOTAL ENROLLED UNITS IN GRADUATE LECTURE

CLASSES OR SECTIONS.

• Use only SUBJCRED, not TEACHCRED. Do not use credit

load multipliers.
• Exclude thesis or dissertation.
B370 GRAD_LABUNITSZZ THE TOTAL ENROLLED UNITS IN GRADUATE LAB AND OTHER
NON-LECTURE CLASSES OR SECTIONS.

STUDENT-CREDIT UNITS ( OR STUDENT CONTACT-HOURS)

For the institution, the following series of elements should be computed separately for each group of faculty
members. For instance, the set of all full-time faculty members.

ELEMENT NUMBER B371

NAME OF ELEMENT TOTAL UNDERGRAD STUDENTS TAUGHT BY THE FACULTY MEMBERS
IN THE GROUP
SHORT NAME UG_STUDETAUGHT
PURPOSE To measure the volume of teaching.
DEFINITION Total UNDERGRADUATE students taught in a specific semester by faculty
members in the group. Straight sum of enrollment in undergrad classes,
whether lab or lecture. However, do not include thesis or dissertation
advisees.
CODING Numeric.
ELEMENT NUMBER B372
NAME OF ELEMENT TOTAL GRADUATE STUDENTS TAUGHT BY THE FACULTY MEMBERS
IN THE GROUP
SHORT NAME GRAD_STUDETAUGHT
PURPOSE To measure the volume of teaching of the group of faculty members.
DEFINITION Total GRADUATE students taught in a specific semester by faculty members
in the group. Straight sum of enrollment in maters and PhD classes, whether
lab or lecture. However, do not include thesis or dissertation advisees.
CODING Numeric.

ELEMENT NUMBER B373

NAME OF ELEMENT UNDERGRADUATE STUDENT CREDIT UNITS TAUGHT BY THE FACULTY
MEMBERS IN THE GROUP.
SHORT NAME UG_SCUTAUGHT
PURPOSE To measure the volume of teaching at the undergraduate level by the faculty
members in the group.
DEFINITION Total UNDERGRADUATE “STUDENT CREDIT UNITS” (SCU) or STUDENT
CONTACT HOURS for all the faculty members in the group.

Suppose the faculty member teaches a 3-unit undergrad subject with 40

students and a 5-unit undergrad subject with 30 students. Thus, the total no.
of students taught is TEACH_STUDE = 70 = 40+30 but UGTEACH_SCU =
3*40+ 5*30 = 120 + 150 = 270 SCUs or student contact hours. Observe this
is not equal to (30+40)*(3+5)=560 nor is it equal to (30+40)*(3+5)/2=280.
Remember college algebra.

If the faculty member teaches a 3-unit subject with 20 students and a 5-

unit subject with 50 students, the total no. of students taught is still 70 but
UGTEACH_SCU=3*20 +5*50 = 60 +250 = 310 SCUs or student-contact
hours. This means a greater volume of teaching.

Note that in this computation, SUBJCRED is used, not TEACHCRED. Do not

include thesis or dissertation advising.

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Data Elements on an Institution 149

CODING Numeric.

ELEMENT NUMBER B374

NAME OF ELEMENT GRADUATE STUDENT CREDIT UNITS TAUGHT BY THE FACULTY
MEMBERS IN THE GROUP
SHORT NAME GRAD_SCUTAUGHT
PURPOSE To measure the volume of teaching at the masters and PHD level.
DEFINITION Total GRADUATE “STUDENT CREDIT UNITS” (SCU) or STUDENT
CONTACT HOURS for all faculty members in the group.

Suppose the faculty member teaches a 3-unit masters subject with 10

students and a 4-unit PHD subject with 5 students. Thus, the total no. of
students taught is 15 but GRADTEACH_SCU = 3*10 + 4*5 = 30 +20 = 50
student-credit units or student-contact hours.

Note that in this computation, SUBJCRED is used, not TEACHCRED. Do

not include thesis or dissertation advising.
CODING Numeric.

TEMPLATE H-35: FULL-TIME EQUIVALENT STUDENTS (FTES) BY LEVEL AND BY PSCED

DISCIPLINE

BASIC TECH BACC MASTERS PHD FTES

EDUC VOC ALAUREATE FTES
FTES FTES FTES
ELEMENTARY SCHOOL
  SECONDARY SCHOOL
EDUCATION SCIENCE AND TEACHER
1
TRAINING
2 FINE AND APPLIED ARTS
3 HUMANITIES
4 RELIGION AND THEOLOGY
5 SOCIAL AND BEHAVIORAL SCIENCES
BUSINESS ADMINISTRATION AND
6
RELATED
7 LAW AND JURISPRUDENCE
8 NATURAL SCIENCE
9 MATHEMATICS
10 IT-RELATED DISCIPLINES
11 MEDICAL AND ALLIED
12 TRADE, CRAFT AND INDUSTRIAL
13 ENGINEERING AND TECH
14 ARCHITECTURE AND TOWN PLANNING
15 AGRICULTURE, FORESTRY, FISHERIES
16 HOME ECONOMICS
17 SERVICE TRADES
MASS COMMUNICATION AND
18
DOCUMENTATION
19 OTHER DISCIPLINES
20 GENERAL
21 MARITIME
  UNCLASSIFIED
TOTAL

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150 Data Elements on an Institution

TOTAL FTES IN THE INSTITUTION ( WEIGHTED AND UNWEIGHTED)

ELEMENT NUMBER B375

NAME OF ELEMENT BASED ON CHED NATIONAL COUNTING RULES, THE TOTAL
UNWEIGHTED FTE STUDENTS IN THE INSTITUTION
SHORT NAME TOT_FTEXX
PURPOSE To be used by CHED in tallying unweighted total FTES in the HEI, all levels
combined, using CHED national standards.
DEFINITION In a specific semester (on a national census date July 1), the total
UNWEIGHTED FTE students in the HEI, all program levels combined,
using national standards set by CHED. See Chapter 2 definition of FTEXX_
CHED.

By formula: TOT_FTEXX = ES_FTEXX+HS_FTEXX + PREB_FTEXX +

UG_FTEXX + POSTB_FTEXX+ MS_FTEXX + PHD_FTEXX

Because it gives equal weight to Kindergarten and PhD FTES, this is NOT
recommended for use in computing STUDENT-TO-FACULTY ratio. See WTD_
FTEXX below.

Compare with TOT_ENROL, WTD_ENROL, TOT_FTEZZ, WTD_FTEZZ, WTD_

FTEXX.
CODING Numeric: 6 digits.

ELEMENT NUMBER B376

NAME OF ELEMENT THE TOTAL WEIGHTED FTES IN THE INSTITUTION AS DEFINED BY
CHED
SHORT NAME WTD_FTEXX
PURPOSE To indicate the WEIGHTED TOTAL FTES IN THE HEI, using national
standards and weights set by CHED. To enable comparisons between HEIs
which have the full range of students from elementary to doctoral.
DEFINITION Total weighted FTES in the HEI using the weights and national standards set
by CHED. The FTES are counted using CHED standards and the weights
are set by CHED.

By formula: WTD_FTEXX = weight1*ES_FTEXX+ weight2*HS_FTEXX

+ weight3*PREB_FTEXX + weight4*UG_FTEXX + weight5*POSTB_
FTEXX+ weight6*MS_FTEXX + weight7*PHD_FTEXX

This data element is recommended for use in computing STUDENT-TO-

FACULTY RATIO in an HEI which offers the full range from Kindergarten to
PhD. Some differential weights are used to distinguish between Kindergarten
and PhD and the other program levels.

Compare with TOT_ENROL, WTD_ENROL, TOT_FTEZZ, WTD_FTEXX,

and TOT_FTEXX.
CODING Numeric: 6 digits.

EXAMPLE OF A SUMMARY TABLE FOR ENROLMT, FTES (WEIGHTED AND UNWEIGHTED)

For each program level in the HEI, the dummy table below specifies the
• WEIGHT ASSIGNED BY CHED TO THAT PROGRAM LEVEL
• UNWEIGHTED ENROLMENT ( “ENROLMT”),
• WEIGHTED ENROLMENT ( “WTD_ENROL”),
• FULL-TIME EQUIVALENT STUDENTS AS COMPUTED USING CHED RULES ( “FTEXX”) AND
WEIGHTED FTES ( “WTD_FTEXX”). The FTES figures shown below are for illustration only. The
FTES cannot be computed from headcounts alone: we really need to know the total enrolled units.

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Data Elements on an Institution 151

In the dummy table, total UNWEIGHTED FTES turns out to be 5,015 but weighted FTES turns out to be 4,919.
Compare the effects of the weights on Kindergarten versus PhD levels.

TEMPLATE H-36: TOTAL FULL TIME EQUIVALENT STUDENT IN AN HEI (Weighted and Unweighted)

PROGRAM LEVEL WEIGHT ENROLMT WTD_ENROL FTEXX WTD_FTEXX

Pre-school ( including 0.5 50 25 50 25

Kindergarten)
Elementary: primary level ( i.e. 0.5 400 200 400 200
Grades 1-4)
Elementary: intermediate level
0.5 200 100 200 100
( i.e. Grades 5-7)
Secondary level ( i.e. 1st year
to 4th year plus the “Pre-
0.5 500 250 500 250
baccalaureate year” being
introduced in AY 2004-05).
0.75 300 225 240 180
Technical/ Vocational
Pre-baccalaureate diploma,
0.75 50 37.5 45 33.75
certificate or associate
Baccalaureate degree
(including DVM, DDM, D 1 2,000 2000 2,100 2100
Optometry)
Post-baccalaureate diploma or 1 100 100 80 80
certificate
Bachelor of Laws, Doctor of 1 400 400 400 400
Jurisprudence
MD 1.5 600 900 600 900
Masters 1.5 800 1200 300 450
Doctoral 2 300 600 100 200
           

TOTAL   5,700 6,038 5,015 4,919

TEMPLATE: FTE STUDENTS IN EACH UNESCO MAJOR FIELD OF STUDY (ISCED 1997)

There will be a total of 3 tables with the same template:

• LECTFTEXX in lecture classes,
• LAB FTEXX in laboratory or non-lecture classes, and then
• the sum FTEXX = LECTFTEX + LABFTEX.

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152 Data Elements on an Institution

TEMPLATE H-37: FTE STUDENTS IN EACH UNESCO MAJOR FIELD OF STUDY

(ISCED 1997)
ES_FTEXX HS_FTEXX UG_FTEXX MS_FTEXX PHD_FTEXX

NATURAL AND PHYSICAL

1
SCIENCES
INFORMATION
2
TECHNOLOGY
ENGINEERING AND
3
RELATED TECHNOLOGY
ARCHITECTURE AND
4
BUILDING
AGRICULTURE,
5 ENVIRONMENTAL AND
RELATED STUDIES
6 HEALTH

7 EDUCATION
MANAGEMENT AND
8
COMMERCE
9 SOCIETY AND CULTURE
10 CREATIVE ARTS
FOOD, HOSPITALITY AND
11
PERSONAL SERVICES
12 MIXED FIELD PROGRAMS

TOTAL FTE STUDENTS

NUMBER OF GRADUATES (SEM1+SEM2+SUMMER)

The final outputs from the degree programs are the graduates, i.e. those who actually complete program
and earn the degree. The number of graduates is computed for one schoolyear and includes students who
graduate in the first sem (the so-called “Octoberians”), second sem (when most students actually finish) and
the summer session. The inclusive dates are those for one schoolyear, i.e. approximately June 1 of one year
until May 31 of the next year. See Chapter 2 for an elaboration of the element PROG_TAPOS with regard a
specific program.

A student is counted as a graduate only after all program requirements have been satisfied. Thus, a doctoral
student who is “almost done” with his dissertation is not counted until the dissertation is complete and passed
– and until all other requirements have been fullfilled. The final authority on number of graduates is the
Registrar.

The number of graduates varies from year to year. Thus, the elements below should be averaged over 3
consecutive years. The no. of graduates reported for 2001-02 should be the average no. of graduates for
1999-2000, 2000-01 and 2001-02 itself.

B377 ES_GRADXX 3-YEAR AVERAGE NUMBER OF ELEMENTARY LEVEL GRADUATES

EXAMPLE:
This is the no. of students who finish the elementary level. Typically this is Grade 6 but
if there is a 7th grade, then ES_GRADXX will be those who complete the 7th grade.
B378 HS_GRADXX 3-YEAR AVERAGE NUMBER OF SECONDARY LEVEL GRADUATES
B379 TV_GRADXX 3-YEAR AVERAGE NUMBER OF TECH/VOC LEVEL GRADUATES
B380 PREB_GRADXX 3-YEAR AVERAGE NUMBER OF PRE-BACC LEVEL GRADUATES

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Data Elements on an Institution 153

B381 UG_GRADXX 3-YEAR AVERAGE NUMBER OF UNDERGRAD GRADUATES

REMARKS:
This is the sum of “PROG_TAPOS” for each of the undergraduate programs
in the HEI. However, see also the data elements UG_GRADXX4, UG_
GRADXX5.
B382 POSTB_GRADXX 3-YEAR AVERAGE NUMBER OF POST-BACC GRADUATES
B383 HE_GRADXX TOTAL NO. OF GRADUATES FROM THE “HIGHER EDUCATION”
PROGRAMS.
HE_GRADXX = PREB_GRADXX +UG_GRADXX + POSTB_GRADXX + MS_
GRADXX+PHD_GRADXX
Note that this includes the PRE-BACC programs.

B384 MS_GRADXX 3-YEAR AVERAGE NUMBER OF MASTERS L GRADUATES

REMARKS:
Count only those who have full-filled all the requirements. The HEI Registrar is the final
arbiter of how many have graduated and when.
B385 PHD_GRADXX 3-YEAR AVERAGE NUMBER OF DOCTORAL GRADUATES
B386 GRAD_GRADXX TOTAL NO. OF GRADUATES FROM THE GRADUATE PROGRAMS.
GRAD_GRADXX = MS_GRADXX+PHD_GRADXX
B387 TOT_GRADXX THE GRAND TOTAL NO. OF GRADUATES IN ALL PROGRAM LEVELS.
TOTI_GRADXX= ES_GRADXX + HS_GRADXX + PREB_GRAADXX+ UG_
GRAADXX +POSTB_GRADXX + MS_GRADXX+PHD_GRADXX

TEMPLATE H-38: NO. OF GRADUATES IN EACH UNESCO MAJOR FIELD OF STUDY (ISCED 1997)

UNESCO_12 UG_GRADXX MS_GRADXX PHD_GRADXX

NATURAL AND PHYSICAL

1
SCIENCES
INFORMATION
2
TECHNOLOGY
ENGINEERING AND
3
RELATED TECHNOLOGY
ARCHITECTURE AND
4
BUILDING
AGRICULTURE,
5 ENVIRONMENTAL AND
RELATED STUDIES
6 HEALTH

7 EDUCATION

MANAGEMENT AND
8
COMMERCE

9 SOCIETY AND CULTURE

10 CREATIVE ARTS

FOOD, HOSPITALITY AND

11
PERSONAL SERVICES

12 MIXED FIELD PROGRAMS

TOTAL NO. OF
GRADUATES

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154 Data Elements on an Institution

THE NUMBER OF HONOR GRADUATES

For use within the HEI. The total number of honor graduates in one schoolyear. The final authority on the no. of
honor graduates is the HEI registrar. If this rate is high ( say > 20% ), it could mean the students are very good
or the program has low standards. If the rate is low ( say < 2%), it could mean the students are not very good or
the program is very strict. Either way, the data element is interesting and the HEI should tally it.

B388 ES_HONORS NUMBER OF ELEMENTARY HONOR GRADUATES

B389 HS_HONORS NUMBER OF SECONDARY HONOR GRADUATES
B390 TV_HONORS NUMBER OF TECH/VOC HONOR GRADUATES
B391 PREB_HONORS NUMBER OF PRE-BACC HONOR GRADUATES

B392 UG_HONORS NUMBER OF UNDERGRAD HONOR GRADUATES

B393 POSTB_HONORS NUMBER OF POST-BACC GRADUATES

B394 MS_HONORS NUMBER OF MASTERS GRADUATES
B395 PHD_HONORS NUMBER OF PHD GRADUATES

WHAT % OF THE GRADUATES FINISHED WITH HONORS?

B396 ES_%HONORS ES_%HONORS= ES_HONORS/ES_GRADXX

B397 HS_%HONORS HS_%HONORS= HS_HONORS/HS_GRADXX
B398 TV_%HONORS TV_%HONORS= TV_HONORS/TV_GRADXX
B399 PREB_%HONORS PREB_%HONORS= PREB_HONORS/PREB_GRADXX

B400 UG_%HONORS UG_%HONORS= UG_HONORS/UG_GRADXX

EXAMPLE:
If UG_GRADXX = 500 and UG_HONORS =20, then UG_%HONORS= 4%
= 20/500. That is, 4% of the graduates finished with honors. The HEI could
use this to track the “honors rate” across the years or across the programs.
B401 POSTB_%HONORS POSTB_%HONORS= POSTB_HONORS/POSTB_GRADXX
B402 MS_%HONORS MS_%HONORS= MS_HONORS/MS_GRADXX
B403 PHD_%HONORS PHD_%HONORS= PHD_HONORS/PHD_GRADXX

THE GRADUATES FROM THE 4-YEAR v.s. 5-YEAR PROGRAMS

The data element UG_GRADXX include those who graduated from 4-year programs and those who graduated
from the 5-year programs. In preparation for the computation of graduation rates for the HEI as a whole, there
is need to split UG_GRADXX into at least 2 parts.

ELEMENT NUMBER B404

NAME OF ELEMENT IN A SPECIFIC SCHOOLYAR, THE TOTAL NO. OF GRADUATES FROM
THE 4-YEAR UNDERGRADUATE PROGRAMS
SHORT NAME UG_GRADXX4
PURPOSE To enable the computation of a graduation rate for all 4-year programs
combined in the HEI.

DEFINITION In a specific schoolyear, the total no. of graduates from the 4-year
undergraduate programs. In the spirit of PROG_TAPOS in connection with
a program, this is the sum of graduates from the 1st sem, 2nd sem and the
summer session. See UG_ENROL4 and UG_GRAD4%.

CODING Numeric: 6 digits.

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Data Elements on an Institution 155

ELEMENT NUMBER B405

NAME OF ELEMENT IN A SPECIFIC SCHOOLYEAR, THE TOTAL NO. OF GRADUATES FROM
THE 5-YEAR UNDERGRADUATE PROGRAMS
SHORT NAME UG_GRADXX5
PURPOSE To enable the computation of a graduation rate for all 5-year programs
combined in the HEI.

DEFINITION In a specific schoolyear, the total no. of graduates from the 5-year undergraduate
programs. In the spirit of PROG_TAPOS for a specific program, this is the
sum of graduates from the 1st sem, 2nd sem and the summer session. See
UG_ENROL5 and UG_GRAD5%.

CODING Numeric: 6 digits.

GRADUATION RATE FROM THE INSTITUTION AS A WHOLE

What is the “graduation rate” for a specific program? That issue was discussed in Chapter 2 DATA
ELEMENTS ON A PROGAM. Two definitions of graduation rates were formulated:

B406 COHORT% COHORT GRADUATION RATE

This is defined for a specific batch (or “cohort”) of freshmen who
started together in a specific program, say BS Math.

If 200 freshmen start together in BS Math and after the

usual 4 years, 150 of them graduated from BS Math, we say
COHORT%=75% = 150/200 for that specific batch.
B407 GROSSGRAD% NORMALIZED GROSS GRADUATION RATE.

GROSSGRAD% = PROG_TAPOS*PROGYEARS/ ENROLMENT.

This is the normalized gross graduation rate from the program.

Whether PROGYEARS =4,5,6 the “perfect” graduation rate is
always 100%.

REMARKS: It is easier to determine GROSSGRAD% than COHORT%.

For the institution as a whole, what is the “graduation rate”? Similar issues arise but there is also
a twist in moving from a specific program to the whole institution. To begin, it is clear that there will be a
different graduation rate for each program level in the HEI. The graduation rate for undergrad programs would
be different from the graduation rate from the masters programs, etc. The more precise question is: For all
programs in a specific program level in the institution, what is the graduation rate?

With respect to an HEI ( as opposed to a specific program), the computation of COHORT% is complicated by
the fact that some programs are 4 years and some 5 years. The problem is also complicated due to cross-
shifting within the same HEI. The graduation rate for the HEI as a whole could be 100% but the graduation
rate for a specific program in the HEI could be less than 100%.

Imagine a hypothetical HEI with only two 4-year programs. Suppose 100 students start together in Program
A and 200 start together in Program B. Suppose further 50 students shift from B to A after 1 year. If all 300
students graduate on time after 4 years ( 150 graduates from A and 150 graduates from B), the HEI as a whole
has a perfect graduation rate of 100%. However, Program B by itself has only a 75% graduation rate – because
it started with 200 and only 150 graduated! On the other hand, it might appear that Program A has a graduation
rate of 150% -- because it started with only 100 but graduated 150. Obviously the HEI as a whole should have a
100% graduation rate but this is not the average of 150% and 75%. The lesson: Computing graduation rate for
a specific program and computing for the HEI as a whole are related problems but they are not identical.

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156 Data Elements on an Institution

ORIGINAL 4TH YEAR

FRESHMEN SHIFTS ENROLLMENT PROG_GRADXX “GRADUATION RATE”
PROGRAM A 100 + 50 150 150 150%
PROGRAM B 200 - 50 150 150 75%

TOTAL 300 300 300 100%

As discussed in Chapter 2, it is more convenient to compute GROSS GRADUATION RATE.

• In a particular year, if total enrolment in a 4-year program is 1,000 and 150 graduated, GROSSGRAD%
= 150*4/1000 = 60.0%.
• If total enrolment in a 5-year program is 1,000 and 150 graduated, GROSSGRAD% = 150*5/1000 =
75.0%.
It is not easy to combine these two together to come up with a gross graduation rate for the programs
combined.

For the institution as a whole, the proposed procedure is:

1. Derive GROSSGRAD% for all 4-year undergrad programs combined. Or group the 4-year
programs into major disciplines such as all 4-year science programs, all 4-year social sciences
programs, etc.
2. Derive GROSSGRAD% for the 5-year undergrad programs combined. The engineering
programs are the biggest block of 5-year programs and it is natural to put them all together.
3. Derive GROSSGRAD% for all masters programs and use 2 years as the standard program
length. The use of 2 years as a standard may be unsatisfactory because of the varying
demands in various fields, e.g. MS Physics versus MA Education versus MBA.etc. However,
some national standard will have to be used so that CHED can compare across HEIs.
4. GROSSGRAD% could be computed for all PhD programs and use 4 years as the standard
program length. The use of 4 years as a standard may be unsatisfactory because of varying
demands in various fields, e.g. PhD Mathematics versus PhD Education or PhD Agriculture,
etc. However, some national standard will have to be used by CHED so it can compare across
HEIs.

At the higher education level, this suggests the following data elements to measure graduation rates for the HEI
as a whole.

B408 ES_GRAD% GROSS GRADUATION RATE FROM THE ELEMENTARY PROGRAM

Formula: ES_GRAD% = 100*6*ES_GRADXX/ ES_ENROL.

EXAMPLE:
In a specific year, if total enrollment (ES_ENROL) from Grades 1 to 6 is 500 and total
no. of graduates (ES_GRADXX) is 80, ES_GRAD% = 80*6/500 = 96.0%.

The reasoning behind the formula: If there are 500 students from Grades 1 to 6,
it is presumed they would be distributed equally among the 6 grades, Thus, it is
presumed that that there would be about 83.3 or 500/6 students in Grade 6. If 80
students graduated from the elementary school, then it is natural to say that the gross
graduation rate was 96%= 80/83.3.

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Data Elements on an Institution 157

B409 HS_GRAD% GROSS GRADUATION RATE FROM THE SECONDARY PROGRAM

HS_GRAD% = 100*4*HS_GRADXX/HS_ENROL

EXAMPLE:
In a specific year, if total enrollment (HS_ENROL) in the secondary school is 500 and
total no. of graduates (HS_GRADXX) is 80, then HS_GRAD4% = 80*4/500 = 64.0%.

The reasoning behind the formula: If there are 500 high school students from 1st year
to 4th year, it is presumed that they are distributed equally among the 4 years. Thus, it
is presumed there would be 125 = 500/4 in the 4th or terminal year of high school.

If 80 students graduated from the high school, then it is natural to say that the gross
graduation rate was 64%= 80/125. Of course it may not be true that there would be
125 students in the 4th year. But then that is why the data element is only referred to
as the gross graduation rate!
B410 UG_GRAD4% GROSS GRADUATION RATE FROM THE 4-YEAR UNDERGRADUATE
PROGRAMS

Formula: UG_GRAD4% =100*4*UG_GRADXX4/UG_ENROL4

EXAMPLE:
In a specific year, if total enrollment (UG_ENROL4) in all 4-year programs is 1,000
and total no. of graduates (UG_GRADXX4) is 150, UG_GRAD4% = 150*4/100 =
60.0%. No need to keep track of shifting or lateral transfers.

The reasoning behind the formula: If there are 1,000 students from 1st year to 4th year,
it is presumed they are distributed equally among the 4 year levels. Thus, it presumed
there would be 250 or 1000/4 at the 4th or terminal year. If 150 students graduated,
then it is natural to say that the gross graduation rate was 60%= 150/250.
B411 UG_GRAD5% GROSS GRADUATION RATE FROM THE 5-YEAR UNDERGRAD
PROGRAMS

Formula: UG_GRAD5% = 100*5*UG_GRADXX5/UG_ENROL5

EXAMPLE:
In a specific year, if total enrollment (UG_ENROL5) in all 5-year programs combined
is 1,000 and total no. of graduates (UG_GRADXX5) is 150, UG_GRAD4% =
150*5/100 = 75.0%.

The reasoning behind the formula: If there are 1,000 students from 1st year to 5th year,
it is presumed that the students are distributed equally among the 5 year levels. Thus,
it is presumed that there would be 200 or 1000/5 at the 5th or terminal year. If 150
students graduated, then it is natural to say that the gross graduation rate was 75%=
150/200.

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158 Data Elements on an Institution

B412 MS_GRAD% GROSS GRADUATION RATE FROM THE MASTERS PROGRAMS

Formula: MS_GRAD% = 100*2*MS_GRADXX/ MS_ENROL.

EXAMPLE:
In a specific year, if total enrollment (MS_ENROL) in all masters programs combined
is 1,000 and total no. of graduates (MS_GRADXX) is 150, MS_GRAD% = 150*2/100
= 30.0%.

The reasoning behind the formula: If there are 1,000 masters students, it is presumed
they are equally distributed in the two year levels of the standard 2-year masters
program. That is, it is presumed that there would be 500 =1000/2 students in the 2nd
or terminal year of a masters program.

If 150 students graduated, then it is natural to say that the gross graduation rate was
only 30%= 150/500. Of course it might not be true that there would be exactly 500
students with 2nd year standing. But this is why the data element is only referred to
as the gross graduation rate!
B413 PHD_GRAD% GROSS GRADUATION RATE FROM THE DOCTORAL PROGRAMS

Formula: PHDGRAD% = 100*4*PHD_ENROL/ PHD_GRADXX.

EXAMPLE:
In a specific year, if total enrollment (PHD_ENROL) in all doctoral programs combined
is 1,000 and total no. of graduates (PHD_GRADXX) is 150, PHD_GRAD% =
150*4/1000 = 60.0%.

The reasoning behind the formula: If there are 1,000 PhD students, it is presumed
they are distributed equally among the 4 year level standings in the PHD programs.
That is, it is presumed that there would be 250 =1000/4 students in the 4th or terminal
year of a PhD program.

If 150 students graduated with their PhDs, then it is natural to say that the gross
graduation rate was 60%= 150/250. Of course it is not usually true that there would
be exactly 250 students in the terminal year of a PhD program. But this is why the
data element is only referred to as the gross graduation rate!

EXAMPLE:

Consider the table below. It shows a hypothetical HEI with three 4-year programs and two 5-year programs.
1. For all the 4-year programs combined, GROSSGRAD4% = 84.0% [ = 4*(55+25+90)/ (240+120+450) =
4*170 / 810 ]. It is wrong to take the straight average 85.0% [ = ( 91.7 + 83.3 + 80.0 0/ 3 ].
2. For all the 5-year programs combined, GROSSGRAD5% = 61.1% [ = 5*(25+35)/ (200 +250) = 5*55/450
]. It is wrong to take the straight average 61.3 % [ = ( 62.5 + 60.0)/2 ].
3. The straight average for all the 5 programs is 75.5% [ = (91.7+83.3 + 80.0 + 62.5 +60)/5 ] but this is not
appropriate because the no. of graduates and enrollment vary between programs.
4. If we compute a WEIGHTED average and use the no. of graduates as weights, we obtain 75.8 % [ =
( 55*91.7 + 25*83.3 + 90*80.0 + 25*62.5 + 30*60.0)/ (55+25+90+25+30)].
5. If we compute a WEIGHTED average and use enrollment as weights, we obtain 78.4 % [ = (240*91.7
+ 120*83.3 + 450*80.0 + 200*62.5 + 450*61.1)/ (240+120 + 450 +200 + 250) ]. Both of the weighted
averages are difficult to interpret!
6. The easy way out is to compute GROSSGRAD4% and GROSSGRAD5% separately. Thus, compare the
4-year programs among themselves and compare the 5-year programs among themselves. Compare
the 4-year programs in one HEI versus the 4-year programs of another HEI.

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Data Elements on an Institution 159

TEMPLATE H-39: GROSS GRADUATION RATE BY PROGRAM

PROG_TAPOS PROG_ENROL PROGYEARS GROSSGRAD%

1 BSE 55 240 4 91.7%

2 BS PSYCH 25 120 4 83.3%
3 BS BA 90 450 4 80.0%

1 BS CIVIL ENGG 25 200 5 62.5%

BS ELECTRICAL
2 ENGG 30 250 5 60.0%
ALL 4-YEAR PROGS 170 810 4 84.0%
ALL 5-YEAR PROGS 55 450 5 61.1%
STRAIGHT TOTALS 225 1,260
STRAIGHT AVERAGE GROSSGRAD% 75.5%
WTD AVG GROSSGRAD% USING ENROLMENT AS WEIGHTS 75.8%
WTD AVG GROSSGRAD% USING GRADXX AS WEIGHTS 78.4%

TAKING THE AVERAGE GRADUATION RATE OVER 3 YEARS:

The data elements above could be computed for just one schoolyear but a 3-year average would have more
statistical reliability. Taking the average would iron out the kinks due to the year-to-year variations.

EXAMPLE:
Consider the example below tabulating the enrollment and the no. of graduates from the masters programs of
some HEI.
TEMPLATE H-40: ENROLLMENT AND GRADUATES OF MASTER’S PROGRAMS

MS_GRADXX MS_ENROL MS_GRAD%

2001-02 90 250 72.0%

2002-03 120 350 68.6%

2003-04 80 300 53.3%

TOTAL 290 900 64.4%

AVERAGE 97 300 64.4%

STRAIGHT
AVERAGE 64.6%

SOME REMARKS ON THE DUMMY TABLE:

1. In 2001-02, MS_GRAD% = 72.0% [ = 90/ (250/20 ]. The factor of 2 is used to normalize the
graduation rate so that 100% is perfect. A full-time masters student is expected to finish in 2
years.
2. In 2002-03, MS_GRAD% = 68.6 % [ = 120/ (350/2) ]
3. In 2003-04, MS_GRAD% = 53.3 % [ = 80/ (300/2) ].
4. Over the 3 years, total no. of graduates =290 while total enrolment = 900. The average no. of
graduates is 97 while the average enrolment per year is 300.
5. The straight average is 64.6 % [ = (72.0 + 68.6 + 53.3 )/3 ] but this is NOT the true average
graduation rate.
6. The correct 3-year average graduation rate is given by MS_GRAD% = 64.4 % [ = (90
+120+80)/ [(250+350+300)/2] = 290 / ( 900/2) ].
7. It is WRONG to take the straight average of graduation rate over the 3 years. The straight
average might be close but it is NOT equal to the correct average. When taking the average
percentage (or the average ratio) over a number of years, remember College Algebra!

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160 Data Elements on an Institution

SUGGESTED SUMMARY TABULATIONS OF GRADUATION RATES:

TEMPLATE: BY INDIVIDUAL PROGRAM:

Each program will be listed in the template below. More systematically, the 4-year undergrad programs could
be listed together, followed by the 5-year programs, masters, etc. This detailed listing by program will be most
useful for the HEI itself.

TEMPLATE H-41: GRADUATES, ENROLLMENT AND GROSS GRADUATION RATE BY PROGRAM

GRADUATES ENROLL
PROGRAM LEVEL MAJORS GROSSGRAD% THESIS1 THESIS2
MENT

1 BS EDUCATION
2 MA EDUCATION
3 PHD EDUCATION
4 BS BUSINESS ADM
5 MBA
6 BS AGRICULTURE
7 BS PHYSICS
8 MS PHYSICS
9 PHD PHYSICS

TEMPLATE: BY PROGRAM LEVEL:

The table below would be very useful to the administrators of the HEI. Note that the 4-year programs and the
5-year undergrad programs are grouped separately. The 4-year programs can be compared among each other
but not with the 5-year programs.

TEMPLATE H-42: GRADUATES, ENROLLMENT AND GROSS GRADUATION RATE BY LEVEL

GRADUATES ENROLL
PROGRAM LEVEL MAJORS GROSSGRAD% THESIS1 THESIS2
MENT

ELEMENTARY
1 SCHOOL
SECONDARY
2 SCHOOL
3 TECH/VOC
4 PRE-BACC
4-YEAR UNDERGRAD
5 PROGRAMS
5-YEAR UNDERGRAD
6 PROGRAMS
POST-BACC
7 PRGRAMS
8 MASTERS
9 PHD

TEMPLATE: BY MAJOR FIELD AND PROGRAM LEVEL (e.g. ALL MASTERS PROGRAMS ONLY)

This template can be used within the HEI but many of the entries could be zeroes. Even so the same template
should be used anyway so that national compilation by CHED would be easy. The same template will be used
by CHED to compile the picture for all 1,800 HEIs or for all HEIs in some group, e.g. all state universities and
colleges.

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Data Elements on an Institution 161

TEMPLATE H-43: GRADUATES, ENROLLMENT AND GROSS GRADUATION RATE OF MASTER’S

PROGRAMS BY FIELD OF STUDY

GRADUATES ENROLL
UNESCO FIELDS (12) MAJORS GROSSGRAD% THESIS1 THESIS2
MENT

NATURAL AND
1 PHYSICAL SCIENCES
INFORMATION
2 TECHNOLOGY
ENGINEERING
3 AND RELATED
TECHNOLOGY
ARCHITECTURE AND
4 BUILDING
AGRICULTURE,
ENVIRONMENTAL
5 AND RELATED
STUDIES
6 HEALTH
7 EDUCATION
MANAGEMENT AND
8 COMMERCE
SOCIETY AND
9 CULTURE
10 CREATIVE ARTS
FOOD, HOSPITALITY
11 AND PERSONAL
SERVICES
MIXED FIELD
12 PROGRAMS
TOTAL NO. OF
GRADUATES

THE NUMBER OF “COST CENTERS” IN THE INSTITUTION

A cost center is a “line item” in the Internal Operating Budget (IOB) of the institution. It is an entity within
the institution against which costs are charged by bookkeepers and accountants. It could be a college, a
department within a college, a research center, an office, or just some centralized fund. There are four types
of cost centers:

TYPES OF COST CENTERS EXAMPLES

1 Degree-granting or teaching U.P. Manila, College of Education, Division of Humanities,
unit Department of Mathematics, Graduate School, etc.
2 Academic support unit UP-PGH, Biodiversity Research Center, Continuing
Education Center, Main Library
3 Administrative office or unit Office of the President, Finance and Administrative Services
Office, Physical Plant Office
4 Central Lump Sum Lump Sum for Honoraria, Lump Sum for Utilities, Janitorial
and Security Services, Lump Sum Fund for Equipment

The number of cost centers in an institution depends on the size of the HEI and on how its internal operating
budget is set up. An HEI may have 4 colleges and 10 departments.
• If each college and each department is treated as a cost center, this HEI will have at least 14 cost
centers.
• If only the colleges but not the departments have specific budgets, then the HEI will have only 4 cost
coenters.

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162 Data Elements on an Institution

At the extreme, if the financial structure is highly centralized so that all costs are charged to just one lump sum
(say “Office of the President”) for the entire institution, it might turn out that the institution has only one cost
center! If the IOB has very few cost centers, the institution may be said to be “centralized”. If the IOB has many
cost centers, the institution is “decentralized” at least on financial matters.

B414 COSTCTR1 NUMBER OF COST CENTERS WHICH ARE DEGREE PROGRAMS (i.e.
IF COSTS ARE DIRECTLY ATTRIBUTED TO PROGRAMS SUCH AS BS
MATH, BS PHYSICS, ETC.)
B415 COSTCTR2 NUMBER OF COST CENTERS WHICH ARE RESEARCH OR
EXTENSION PROGRAMS
B416 COSTCTR3 NUMBER OF COST CENTERS WHICH ARE DEGREE-GRANTING OR
TEACHING UNITS (e.g. COLLEGES ,SCHOOLS, AND DEPARTMENTS)
B417 COSTCTR4 NUMBER OF COST CENTERS WHICH ARE ACADEMIC SUPPORT
UNITS (e.g. LIBRARY, COMPUTER CENTER, GUIDANCE OFFICE, etc.)
B418 COSTCTR5 NUMBER OF COST CENTERS WHICH ARE ADMINISTRATIVE OFFICES
OR UNITS (e,g, FINANCE OFFICE, PHYSICAL PLANT OFFICE).
B419 COSTCTR6 NUMBER OF COST CENTERS WHICH ARE CENTRALIZED LUMP
SUMS, NOT ORGANIZATIONAL UNITS (e.g. LUMP SUM FOR
HONORARIA, LUMP SUM FOR BOOK PURCHASES, etc).
B420 COSTCENTERS TOTAL NUMBER OF COST CENTERS IN THE IOB OF THE INSTITUTION

What pieces of data does the HEI need about each cost center? What pieces of data does CHED need about
a cost center in an SUC? Please see Chapter 4 DATA ELEMENTS ON A COST CENTER.

PERFORMANCE OF GRADUATES IN THE BOARD EXAMS
HEIs are often rated by the performance of their graduates in board exams. The passing rates in bellwether
programs such as Accounting, Law, Engineering, LET, Medicine, Dentistry and Veterinary Medicine determine
the public’s perception of the quality of the program --- and often of the HEI as a whole. In fact, an HEI could
have a very good Accounting program but a mediocre Engineering program. It may not be worthwhile to derive
a single indicator of “board exam passing rate” for an entire HEI. It will be more meaningful to simply rate
individual programs in the HEI. See dummy table below.

With regard to a specific degree program, the following data elements were defined in Chapter 2 DATA ELEMENTS
ON A PROGRAM. The most popular notion of passing rate is given by the data element BOARDPASS%. In fact
there are more precise and more telling indicators.

1 PROG_TAPOS The total no. of graduates in one schoolyear, i.e. two semesters and a
summer session.
2 SUBOKAGAD Among the recent graduates, the no. of them who make their first
attempt at the board examination within 12 months of graduation.

EXAMPLE:
There could be 200 graduates but only 150 of them make an immediate
attempt at the board exam. In this example, PROG_TAPOS=200 but
SUBOKAGAD=150. The latter excludes long-time graduates and the
repeaters. Compare with PUMASA below.
3 AGADPASA Among those in SUBOKAGAD, the no. who passed the board exam.
This element is different from PUMASA below.
4 KUMUHA In a specific year, the total no. of graduates who took the board exam
-- regardless of graduation date of previous attempts.
5 PUMASA In a specific year, the total no. of graduates who passed the board
exam – regardless of graduation date or previous attempts.
6 TOP20 Among the PUMASA, the no. of them who landed in the Top 20 of the
board exam.

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Data Elements on an Institution 163

7 SUBOKAGAD% SUBOKAGAD% = SUBOKAGAD/ PROG_TAPOS.

EXAMPLE: If there are 300 graduates and 50 of them make an immediate

first attempt at the board exam, SUBOKAGAD%= 50/300= 16.7%.
8 AGADPASA% AGADPASA% = AGADPASA/SUBOKAGAD.

EXAMPLE: If there are 300 graduates and 50 of them make an immediate

first attempt and 40 of them passed, AGADPASA% = 40/50=80.0%. If 40
attempted the exam and all 40 of them passed, AGADPASA%=40/40. This is
what could happen if the HEI culled its graduates and chose only the 40 most
likely to pass the board exam!

9 TALAGA% TALAGA% =AGADPASA/PROG_TAPOS. If this element could be

computed, this is the most telling indicator.

EXAMPLE: If there are 300 graduates, 50 of them make an immediate first

attempt and 40 of them passed, AGADPASA% = 80.0% but TALAGA% =
40/300 = 13.3%. It means that 86.7% either failed the exam or did not even
make an attempt.
10 BOARDPASS% BOARDPASS% = PUMASA/KUMUHA

EXAMPLE:
If 300 took the exam and 50 passed, BOARDPASS% =16.7% = 50/300. The
300 and the 50 could include some repeaters and long-time graduates.

REMARKS: This data element is almost everybody’s idea of “board

exam passing rate”. It is easy to compute (i.e. easier than COHORT%)
but it does not take into consideration the no. of graduates who never
even attempt the board exam. It also ignores the graduation date.
10 %TOP20 %TOP20 = 100*TOP20/ KUMUHA

EXAMPLE:
If 300 took the exam, 100 passed and 10 of them landed in the Top 20,
BOARDPASS%= 33.3% = 100/300 and %TOP20 = 5/300 = 1.67%.

The recommendation is to tabulate the data elements above separately for each program in the HEI.
Thus, there would be one set of data elements for the BS Accountancy program, a separate set for the BS
Civil Engineering program, etc. The HEI would determine the pair TALAGA% and BOARDPASS% for BS
Accountancy, a different pair of TALAGA% and BOARDPASS% for BS Civil Engineering, etc.

TEMPLATE 1:
This template shows KUMUHA (or TAKERS), PUMASA ( or PASSERS), PUMASA%., TOP20 and % TOP20.
The bottom row could shows totals but it would not be appropriate to give an interpretation to PUMASA% for
all 40 board exams. To begin with, there is no HEI which sends graduates to all board exams. Even among the
HEIs who sends board exams to the same subset of board exams, the aggregate PUMASA% cannot be used
to compare two HEIs.

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164 Data Elements on an Institution

TEMPLATE H-44: PERFORMANCE OF HEIs IN THE LICENSURE EXAMINATIONS BY DISCIPLINE,

CYs _____ - ______.

BOARD EXAM KUMUHA PUMASA PUMASA% TOP20 %TOP20

EXAMPLE 200 120 60.0% 5 2.50%
01 ACCOUNTANCY
AERONAUTICAL
02
ENGINEERING
AGRICULTURAL
03
ENGINEERING
04 AGRICULTURE
05 ARCHITECTURE
06 CHEMICAL ENGINEERING
07 CHEMISTRY
08 CIVIL ENGINEERING
09 CRIMINOLOGY
CUSTOMS
10
ADMINISTRATION
DENTISTRY/DENTAL
11
MEDICINE
ELECTRICAL
12
ENGINEERING
ELECTRONICS &
13 COMMUNICATION
ENGINEERING
ENVIRONMENTAL
14
PLANNING
15 FISHERIES TECHNOLOGY
16 FORESTRY
17 GEODETIC ENGINEERING
18 GEOLOGY
19 INTERIOR DESIGN
LANDSCAPE
20
ARCHITECTURE
21 LAW (LLB)
22 LIBRARY SCIENCE
23 LET-ELEMENTARY
24 LET-SECONDARY
MARINE
25 TRANSPORTATION (DECK
OFFICER)
MARINE ENGINEERING
26
(ENGINE OFFICER)
27 MASTER PLUMBING
MECHANICAL
28
ENGINEERING
29 MEDICAL TECHNOLOGY
MEDICINE (DOCTOR OF
30
MEDICINE)
METALLURGICAL
31
ENGINEERING
32 MIDWIFERY
33 MINING ENGINEERING
NAVAL ARCHITECTURE
34 AND MARINE
ENGINEERING
35 NURSING
NUTRITION AND
36
DIETETICS
37 OCCUPATIONAL THERAPY
38 OPTOMETRY

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Data Elements on an Institution 165

39 PHARMACY
40 PHYSICAL THERAPY
RADIOLOGIC
41
TECHNOLOGY
42 SANITARY ENGINEERING
43 SOCIAL WORK
44 SUGAR TECHNOLOGY
45 VETERINARY MEDICINE
X-RAY TECHNOLOGY
46

TEMPLATE 2:
This template is not yet being used --- mainly because PRC, CHED and the HEIs do not yet collect the data
elements PROG_TAPOS, SUBOKAGAD, AGADPASA. However, this template would be even more revealing,
specially TALAGA%.

TEMPLATE H-45: PERFORMANCE OF HEIs IN THE LICENSURE EXAMINATIONS BY DISCIPLINE,

CYs _____ - ______.
PROG_ SUBOK AGAD SUBOK AGAD
BOARD EXAM TAPOS AGAD% TALAGA%
AGAD PASA PASA%

EXAMPLE 200 150 60 75.0 % 40.0% 30.0%

01 ACCOUNTANCY
AERONAUTICAL
02
ENGINEERING
AGRICULTURAL
03
ENGINEERING
04 AGRICULTURE
05 ARCHITECTURE
CHEMICAL
06
ENGINEERING
07 CHEMISTRY
08 CIVIL ENGINEERING
09 CRIMINOLOGY
CUSTOMS
10
ADMINISTRATION
DENTISTRY/DENTAL
11
MEDICINE
ELECTRICAL
12
ENGINEERING
ELECTRONICS &
13 COMMUNICATION
ENGINEERING
ENVIRONMENTAL
14
PLANNING
FISHERIES
15
TECHNOLOGY
16 FORESTRY
GEODETIC
17
ENGINEERING
18 GEOLOGY
19 INTERIOR DESIGN
LANDSCAPE
20
ARCHITECTURE
21 LAW (LLB)
22 LIBRARY SCIENCE
23 LET-ELEMENTARY
24 LET-SECONDARY
MARINE
25 TRANSPORTATION
(DECK OFFICER)

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166 Data Elements on an Institution

MARINE
26 ENGINEERING
(ENGINE OFFICER)
27 MASTER PLUMBING
MECHANICAL
28
ENGINEERING
MEDICAL
29
TECHNOLOGY
MEDICINE (DOCTOR
30
OF MEDICINE)
METALLURGICAL
31
ENGINEERING
32 MIDWIFERY
MINING
33
ENGINEERING
NAVAL
ARCHITECTURE
34
AND MARINE
ENGINEERING
35 NURSING
NUTRITION AND
36
DIETETICS
OCCUPATIONAL
37
THERAPY
38 OPTOMETRY
39 PHARMACY
40 PHYSICAL THERAPY
RADIOLOGIC
41
TECHNOLOGY
SANITARY
42
ENGINEERING
43 SOCIAL WORK
SUGAR
44
TECHNOLOGY
VETERINARY
45
MEDICINE
X-RAY
46
TECHNOLOGY

The data elements above are defined for a specific year. Since the rates fluctuate from year to year, it is better
to average over a period of 3 consecutive years. However, note the algebral advice given earlier in averaging a
percentage data element such as MS_GRAD% over 3 years. The average to be reported in 2004 will be based
on data from 2002, 2003 and 2004 itself.

To repeat: the data elements above are very useful but they require close cooperation among CHED,
the HEIs and the PRC.

NUMBER OF CENTERS OF EXCELLENCE

Another measure of quality: the number of “Centers of Excellence” as determined by CHED. How many
centers of excellence are there in the college or institution? It is to be noted that this designation applies to
specific colleges, departments or institutes in an HEI. The award of “center of excellence” does not single out
a specific program within the college or HEI. It goes to all the programs administered by a college, department
or institute.

B421 CTR_EXCEL THE NUMBER OF CHED “CENTERS OF EXCELLENCE” (COE) IN

THE HEI
B422 CTR_DEVT THE NUMBER OF CHED “CENTERS OF DEVELOPMENT” (COD) IN
THE HEI

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Data Elements on an Institution 167

HEADCOUNT OF FACULTY (as of JULY 1, NATIONAL CENSUS DAY FOR CHED)

How many faculty members are in the HEI? The recommended national census date is July 1 of each year,
about 2 weeks after the start of the schoolyear. By then the no. of faculty will have “stabilized”. All new hiring
will or should have been settled by then.

The faculty constitutes the most important resource in an HEI. Since there are many ways to classify the faculty,
there is need for many data elements as well. See Chapter 11 DATA ELEMENTS ON A FACULTY MEMBER.
Some important classifications are:
• Whether the faculty member is tenured or not. If not tenured, whether on tenure track or not.
• Whether the faculty member has a fixed minimum load (or “normal load”) which he must account for.
• Whether the faculty member is full-time, half-time or part-time.
• Whether the faculty member has a degree “in the discipline” where he teaches.

There are many ways to partition the set of faculty members. If there are 5 ways to classify faculty members
and if each classification system splits the set into 3 subcategories, this means we could partition the set of
faculty members into 35 = 243 distinct subsets. This is clearly “over-partitioning” since only a few subsets are
really meaningful.

The recommended partitioning is depicted below. The set of faculty members will be divided into 10 mutually
disjoint subsets based on the two data elements: FULL_PART and TENURE. These are defined in Chapter 11
DATA ON A FACULTY MEMBER.

UNTENURED BUT NOT ON TENURE TRACK

TENURED
ON TENURE TRACK

Full-time GROUP A1 GROUP A2 GROUP A3

Half-time GROUP B1 GROUP B2 GROUP B3

Part-time GROUP C1 GROUP C2 GROUP C3

TA/ TF GROUP D3

The grouping above is useful for many reasons:

1. To separate the teaching loads by Teaching Fellows, Teaching Associates and Teaching Assistants.
Strictly speaking these are not faculty members or even employees but they do add to the teaching
capacity in an HEI. Without endowing them any additional legal status as “employees” or “faculty”, they
are being counted here simply for statistical purposes.
2. To separate the teaching loads of the PART-TIME FACULTY because they do not have any fixed
minimum teaching loads.
3. To facilitate the computation of average teaching load per faculty member. Divide the total load by the
no. of faculty members in the appropriate group.
4. To facilitate cost analysis. Each group connotes a different unit cost.
5. In answering the question What percentage of the faculty have advanced degrees?, it is most meaningful
to answer the question within each subgroup rather than for the group of all faculty members.
It would be a very rare HEI which will have at least one faculty member in each of the 10 groups but this is a
logical and meaningful partition of the set of faculty members in the HEI.

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168 Data Elements on an Institution

UNTENURED BUT NOT ON TENURE TRACK

TENURED
ON TENURE TRACK

Full-time FULLTF_TENURED FULLTF_TRACK FULLTF_NONTRACK

Half-time HALFTF_TENURED HALFTF_TRACK HALTF_NONTRACK

Part-time PARTTF_TENURED PARTTF_TRACK PARTTF_NONTRACK

TA/ TF TFELLOWS

ELEMENT
GROUP DATA ELEMENT DESCRIPTION
NUMBER
A1 FULLTF_TENURED1 NO. OF TENURED FULL-TIME FACULTY IN THE HEI

These are the persons who form “the full-time permanent

core” of the faculty. Include all tenured faculty members
who have not retired. Include tenured a faculty member
who is on leave but still eligible or welcome to return to the
HEI. But exclude a tenured faculty member who has been
AWOL for 24 months or more.

Include a tenured faculty member who is temporarily

serving as an HEI administrator (whether full-time or part-
time). Exclude professors emeriti (even if currently still
teaching or researching) because they are deemed to have
retired.
A2 FULLTF_TRACK1 NO. OF FULL-TIME TEMPORARY FACULTY WHO ARE
ON TENURE TRACK.

REMARKS:
This comprises a big group of faculty members in most
HEIs. Non-tenured but full-time and at least on tenure
track, they handle full loads, usually 18 units per semester.
In an SUC, every full-time faculty member with his own PS
item is deemed to be on tenure track. If a tenured faculty
member is on leave without pay and a substitute is paid
from the temporarily-vacant item, the substitute is NOT on
tenure track because the item does not belong to him.

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Data Elements on an Institution 169

A3 FULLTF_NONTRACK1 NO. OF TEMPORARY FULL-TIME FACULTY NOT ON

TENURE TRACK.

REMARKS:
This is a big group of faculty members in some HEIs. They
are classified “full-time” based on their teaching loads ( e.g.
average 15-18 units per sem) -- but they are not on tenure
track.

In the SUCs, these are the full-time faculty members with

no PS items of their own. They are often referred to as
“contractual faculty” or “lump sum faculty” and their salaries
are charged to SUC income or GAA lump sums.

REMARKS: If a tenured SUC faculty is on official leave

without pay and a substitute is hired to be paid from the
temporarily-vacant item, the substitute is not deemed to
be on tenure track. The substitute paid from a temporarily-
vacant item will be counted in this group.

B1 HALFTF_TENURED1 NO. OF TENURED HALF-TIME FACULTY.

REMARKS:
There are only a few of these in the country but some
Medicine or Law faculty are half-time tenured faculty.
Salaries and normal teaching loads are exactly half of their
full-time colleagues. They are often classified as part-time
but “half time” is the most appropriate term.

B1 HALFTF_TRACK1 NO. OF TEMPORARY HALF-TIME FACULTY WHO ARE

ON TENURE TRACK

REMARKS:
There are only a few of these but they exist in some
colleges of Medicine or Law. Half-time faculty on tenure
track.
B2 HALFTF_NONTRACK1 NO. OF TEMPORARY HALF-TIME FACULTY WHO ARE
NOT ON TENURE TRACK

REMARKS:
Half-time, non-tenured and not on tenure track either.
Currently handling half-time loads but not in line for
permanency. There are very very few of these.
C1 PARTTF_TENURED NO. OF TENURED PART-TIME FACULTY

REMARKS:
This could be an empty category. It is being listed here on
the off-chance that there could be even just one faculty in
this category. Tenured but neither full-time nor half-time.
C2 PARTTF_TRACK1 NO. OF TEMPORARY PART-TIME FACULTY ON
TENURE TRACK.

Possibly an empty category but listed here nevertheless for

completeness of the categories.

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170 Data Elements on an Institution

C3 PARTTF_NONTRACK1 NO. OF TEMPORARY PART-TIME FACULTY NOT ON

TENURE TRACK.

REMARKS:
These form the big bulk of the “part-time faculty”: the
LECTURERS (all ranks), ADJUNCT/ AFFILIATE FACULTY,
PROFESSORS EMERITI, VISITING PROFS, etc.

• These persons have no fixed minimum or normal

teaching loads. They do not have to account for a
normal load. They can teach or not teach at all.
• COUNT ONLY THOSE WITH TEACHING
or RESEARCH LOADS IN THE CURRENT
SEMESTER.
D3 TFELLOWS1 NO. OF TEACHING FELLOWS, ASSISTANTS AND
ASSOCIATES

REMARKS:
Strictly speaking, the HEI may not acknowledge these as
employees – let alone members of the faculty. However, for
the purposes of the RCDEM they will be counted as part of
the faculty, albeit separately. They do add to the teaching
capacity in the HEI. This is only for statistical purposes
and has no legal force. They have a normal teaching load
usually set at 6 units per semester.

THE NO. OF FACULTY CURRENTLY “IN THE SERVICE OF THE HEI”

An HEI could have 200 faculty members but in a specific semester, it is possible that only 190 of them are in
the service, i.e. put another way “in the current payroll”. Some faculty members could be on leave without pay
or AWOL. The potential teaching load of the faculty in that semester will depend only on those in the payroll.
Hence the distinction.

A faculty member who is serving full-time as an HEI administrator is considered to be in the service of the HEI
– even if he has no current teaching load. His entire normal load will be fully attributed to administrative duties.
When the average teaching load or average workload per faculty is computed, the denominator should include
only those who are CURRENTLY “IN THE SERVICE OF THE HEI”. Exclude all those on leave without pay
or AWOL but include those on leave with pay.

GROUP DATA ELEMENT DESCRIPTION

A1 FULLTF_TENURED2 THE NO. OF FULL-TIME TENURED FACULTY ( CURRENTLY “IN
THE SERVICE OF THE HEI” )
A2 FULLTF_TRACK2 NON-TENURED FULLTIME FACULTY ON TENURE TRACK (
CURRENTLY “IN THE SERVICE OF THE HEI”)
A3 FULLTF_NONTRACK2 NON-TENURED FULL-TIME FACULTY NOT ON TENURE TRACK
BUT CURRENTLY “IN THE SERVICE OF THE HEI

B1 HALFTF_TENURED2 TENURED HALF-TIME FACULTY ( CURRENTLY “IN THE SERVICE

OF THE HEI”)
B2 HALFTF_TRACK2 NON-TENURED HALF-TIME FACULTY ON TENURE TRACK
(CURRENTLY “IN THE SERVICE OF THE HEI”)
B3 HALFTF_NONTRACK2 NON-TENURED HALF-TIME FACULTY NOT ON TENURE TRACK (
CURRENTLY “IN THE SERVICE OF THE HEI”)

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Data Elements on an Institution 171

C1 PARTTF_TENURED2TENURED PART-TIME FACULTY CURRENTLY IN THE SERVICE

OF THE HEI
C2 PARTTF_TRACK2 NON-TENURED PART-TIME FACULTY ON TENURE TRACK
(CURRENTLY “IN THE SERVICE OF THE HEI”)
This means the faculty members who have no fixed minimum
teaching load but currently have some teaching load.
C3 PARTTF_NONTRACK2 NON-TENURED PART-TIME FACULTY NOT ON TENURE TRACK
(CURENTLY IN THE SERVICE OF THE HEI).

REMARKS:
Most part-time faculty belong to this subgroup. This consists of
the lecturers, professors emeriti, adjunct or affiliate faculty, visiting
professors, etc. WHO HAVE CURRENT TEACHING OR RESEARCH
LOADS.
D3 TFELLOWS2 TEACHING FELLOWS, ASSOCIATES AND ASSISTANTS
(CURRENTLY “IN THE SERVICE OF THE HEI”)

THE NUMBER OF FULL-TIME EQUIVALENT FACULTY (as of JULY 1)

Because some faculty members are full-time and some are not, it is necessary to define the number of full-time
equivalent faculty ( FTE faculty). There are two approaches:
1. Let the HEI itself use its own definition of FTE faculty.
2. Prescribe some national counting rules or standards so that FTE faculty across various HEIs can
be tallied nationally.

Two data elements are defined below:

B423 ZZFTEFAC_HEI As of a specified national census day (e.g. July 1), the number of FTE
faculty as defined by the HEI itself.

The HEI will be allowed to use its own rules for determining the FTE value of
each faculty member. It is likely that two HEIs will use different rules. Thus,
this element is useful mostly or only in the HEI itself. CHED should not add
up ZZFTEFAC computed from different HEIs.

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172 Data Elements on an Institution

B424 XXFTEFAC_CHED As of a specified national census day (e.g. July 1), the number of FTE
faculty using national counting rules set by CHED.
• Regardless of actual teaching load, each full-time faculty currently in
the service of the HEI will be counted as 1.00 FTE faculty.
• For the part-time faculty, the proposed national counting rule is
based on a national normal faculty teaching load of 18 units per
semester, 36 units per year or 12 units per trimester.
EXAMPLES:
If the part-time faculty teaches 6 units, the FTE faculty count is 0.33 = 6/18. If
another part-time faculty teaches 15 units, the FTEF count is 0.87 =15/18. Together
the two part-time faculty members are equivalent to 1.20 FTEF = 0.33+0.87 = ( 6 +
15)/18.
The burden of computations will be on the HEI. However, to allow some random
verification, CHED might require the HEI to list each part-time faculty and specify the
no. of teaching units.
EXAMPLE:
If FULLTYMFAC=500, if PARTTYMFAC=100 and if XXFTEFAC_CHED = 560, it
means that the combined teaching load of the 100 part-time faculty members is
equivalent to the teaching load of 60 full-time faculty members. This implies that the
100 part-time faculty rendered an average of 10.8 (=60*18/100) units per person. It
also means the part-time faculty are actually more than half-time faculty!

See related element FTEFAC_CHED%.

FULL-TIME VERSUS PART-TIME FACULTY

For a more complete explanation, see CHAPTER 11 DATA ON A FACULTY MEMBER. See definition of FULL_
PART and INSERVICE. In any case, given the grouping of the faculty above,
1. The FULL-TIME FACULTY are those who belong to the SET UNION of Groups A1, A2 and A3.
2. The “HALF-TIME FACULTY” are those who belong to the SET UNION of Groups B1, B2, and B3.
3. The “PART-TIME FACULTY” are those who belong to the SET UNION of Groups C1, C2 and C3.
Observe that “part-time” excludes the full-time, the half-time and also excludes the Teaching Fellows
and Associates.

B425 FULLTYMFAC1 NO. OF FULL-TIME FACULTY (WHETHER IN SERVICE OR

NOT) = FULLTF_TENURED1 + FULLTF_TRACK1 + FULLTF_
NONTRACK1
B426 HALFTYMFAC1 NO. OF HALF-TIME FACULTY (WHETHER IN SERVICE OR
NOT) = HALFTF_TENURED1 + HALFTF_TRACK1 + HALFTF_
NONTRACK1
B427 PARTTYMFAC1 NO. OF PART-TIME FACULTY (WHETHER IN SERVICE OR
NOT) = PARTTF_TENURED1 + PARTTF_TRACK1 + PARTTF_
NONTRACK1
B428 FULLTYMFAC2 NO. OF FULL-TIME FACULTY CURRENTLY IN THE SERVICE OF
THE HEI = FULLTF_TENURED2 + FULLTF_TRACK2 + FULLTF_
NONTRACK2
B429 HALFTYMFAC2 NO. OF HALF-TIME FACULTY CURRENTLY IN THE SERVICE OF
THE HEI = HALFTF_TENURED2 + HALFTF_TRACK2 + HALFTF_
NONTRACK2
B430 PARTTYMFAC2 NO. OF PART-TIME FACULTY CURRENTLY IN THE SERVICE OF
THE HEI = PARTTF_TENURED2 + PARTTF_TRACK2 + PARTTF_
NONTRACK2
B431 TFELLOWS2 NO. OF TEACHING FELLOWS AND ASSOCIATES CURRENTLY IN
THE SERVICE OF THE HEI.

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Data Elements on an Institution 173

INDICATIVE RATIOS: FULL-TIME AND PART-TIME FACULTY

As a general rule, the SUCs depend more on full-time staff than the private HEIs do. This is because many
private HEI faculty are paid on a per-hour basis and are mostly part-timers. In contrast, most faculty in the SUCs
are full-time. Within an HEI (whether public or private), the Arts and Sciences colleges would depend more on
full-time faculty than the professional colleges such as Law, Business, Engineering, etc.

Two sets of ratios will be computed, the second set applying only to those currently in the service of the HEI.

B432 FULLTYMFAC1% AS A % OF ALL FACULTY ( WHETHER IN THE SERVICE OR NOT),

THOSE WHO ARE FULL-TIME.

Formula: FULLTYMFAC1% = FULLTYMFAC1/ (FULLTYMFAC1+HALF

TYMFAC1+PARTTTYMFAC1)

This data element is based on straight headcounts where each part-

time faculty is counted as one just like a full-time faculty. It is not very
indicative because it gives equal count to the full-time, half-time and the
part-time.

EXAMPLE:
If FULLTYMFAC1=500, HALFTYMFAC1 =50and PARTTYMFAC1=100, the
total headcount of the faculty is 650. FULLTYMFAC% = 500/650 or 76.9%.
That is, 76.9% of total faculty headcount consists of full-time faculty.
B433 FULLTYMFAC2% AS A % OF ALL FACULTY CURRENTLY IN THE SERVICE OF THE
HEI, THOSE WHO ARE FULL-TIME.

Formula: FULLTYMFAC2% = FULLTYMFAC2/ (FULLTYMFAC2+HALF

TYMFAC2+PARTTTYMFAC2)

This data element is based on straight headcounts where each part-

time faculty is counted as one just like a full-time faculty. It is more
meaninigful than FULLTYMFAC1% but it is still not very indicative. The
denominator gives equal count to the full-time, half-time and part-time
and that is not correct.

EXAMPLE:
If FULLTYMFAC2= 450, HALFTYMFAC2 = 40and PARTTYMFAC2= 80, the
total headcount of the faculty currently in the service is 520. FULLTYMFAC2%
= 450/ 570 or 78.9%. That is, 78.9% of total faculty headcount consists of full-
time faculty.

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174 Data Elements on an Institution

B434 FULLTYMFAC3% AS A % OF THE WEIGHTED FACULTY HEADCOUNT ( WHETHER

IN THE SERVICE OR NOT), THOSE WHO ARE FULL-TIME.

Formula: FULLTYMFAC1% = FULLTYMFAC1/ (FULLTYMFAC1+0.50*

HALFTYMFAC1+0.33* PARTTTYMFAC1)

The denominator is WEIGHTED FACULTY HEADCOUNT. Each

fulltime faculty is counted as 1.00, a half-time is counted as 0.50 and a
part-time is counted as 0.33. This ratio is meaningful.

EXAMPLE:
If FULLTYMFAC1=500, HALFTYMFAC1 =50and PARTTYMFAC1=100, the
total weighted headcount of the faculty is 558.3. FULLTYMFAC% = 500/
558.3 or 89.6 % That is, the full-time faculty account for 89.6% of the weighted
faculty headcount .
B435 FULLTYMFAC4% AS A % OF TOTAL WEIGHTED FACULTY CURRENTLY IN
SERVICE, THE FULL-TIME FACULTY.

Formula: FULLTYMFAC4% = ( FULLTYMFAC2/ (FULLTYMFAC2+

0.50*HALFTYMFAC2 + 0.33*PARTTYMFAC2). .

EXAMPLE:
If FULLTYMFAC2= 450, HALFTYMFAC2 = 40and PARTTYMFAC2=
80, the total weighted headcount of the faculty currently in the service
is 496.7. FULLTYMFAC4% = 450/ 496.7 or 90.6%. That is, the full-
time faculty members account for 90.6% of total weighted faculty
headcount.

FTE FACULTY: RATIO OF FULL-TIME TO PART-TIME

B436 FTEFAC_CHED% AS A % OF FTE FACULTY, THE FTE EQUIVALENT OF THE PART-

TIME FACULTY.

Formula:
FTEFAC_CHED% = FULLTYMFAC/ FTEFAC_CHED

This data element is based on FTE faculty as determined using

national standards set by CHED.

EXAMPLE:
If FULLTYMFAC=500, PARTTYMFAC=100 and FTEFAC_CHED= 560, it would
mean that the 100 part-faculty have a load equal to that of 60 full-time faculty.
Thus, FTEFAC_CHED% = 500/560 = 89.3 %. That is, the full-time faculty
represents 89.3% of total FTE faculty as defined by the CHED.

A professional college such as Law or Business would probably be more

dependent on part-time faculty compared to the Arts and Sciences colleges.

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Data Elements on an Institution 175

HOW MANY FACULTY MEMBERS ARE IN A MAJOR FIELD OF STUDY?

The UNESCO publication ISCED 1997 lists twelve (12) major fields of study. How many faculty members have
their primary specialty in these disciplines? Each faculty member will be counted in at most one discipline. If a
person claims 2 or more, the faculty member should be made to choose just one. If the faculty member insists
on 2 or more, he will coded separately. The question should be asked separately for different groups of faculty.
The dummy table below tabulates specialization for four groups: the tenured full-time faculty, the full-time faculty
(whether tenured, on tenure track or not on tenure track), half-time (whether tenured, on tenure track or not on
tenure track), and the part-time faculty. These groups are not mutually disjoint but they constitute important
subgroupings in institutions of higher learning.

TEMPLATE H-46: NO. OF FACULTY BY UNESCO MAJOR FIELD OF STUDY

CODE UNESCO_12 TENURED FULL-TIME HALF-TIME PART-TIME

FULLTIME FACULTY FACULTY FACULTY
FACULTY
01 NATURAL AND PHYSICAL
SCIENCES
02 INFORMATION TECHNOLOGY
03 ENGINEERING AND RELATED
TECHNOLOGY
04 ARCHITECTURE AND
BUILDING
05 AGRICULTURE,
ENVIRONMENTAL AND
RELATED STUDIES
06 HEALTH
07 EDUCATION
08 MANAGEMENT AND
COMMERCE
09 SOCIETY AND CULTURE
10 CREATIVE ARTS
11 FOOD, HOSPITALITY AND
PERSONAL SERVICES
12 MIXED FIELD PROGRAMS
95 ELEMENTARY AND
SECONDARY SCHOOL
TEACHERS
97 FACULTY MEMBER
DECLARES EXPLICITY “NO
FIELD OF SPECIALIZATION”
98 FACULTY MEMBER
DECLARES 2 OR MORE
FIELDS OF SPECIALIZATION
AND REFUSES TO CHOOSE
ONLY ONE.
99 FACULTY MEMBER HAS NO
RESPONSE OR RESPONSE IS
NOT KNOWN
TOTAL FACULTY

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176 Data Elements on an Institution

If there are 10 groups of faculty and there are 12 UNESCO major fields of study, there will be a total of 120
data elements. The generic definition below applies to each of these elements.

ELEMENT NUMBER B437

NAME OF ELEMENT FOR A FIELD OF STUDY AND A GROUP OF FACULTY, THE NO. OF
FACULTY BY THEIR PRIMARY SPECALIZATION
SHORT NAME TENFAC_SPEX
PURPOSE
DEFINITION The no. of faculty members in the group who declare this field as their
primary field. Each faculty member must choose at most one. The following
faculty will be coded separately:
• Faculty members in the elementary school and secondary school
will be coded separately.
• Those who declare explicitly NO FIELD OF SPECIALIZATION.
• Those who do not respond at all.
• Those who insist on declaring two or more fields.

CODING 2-digit code as shown above.

FACULTY–TO- NONTEACHING STAFF RATIOS

Since this is a ratio, we need to specify the numerator and the denominator.

DENOMINATOR (NON-TEACHING STAFF)

There are full-time and part-time non-teaching staff but the recommended denominator is a STRAIGHT
HEADCOUNT OF NON-TEACHING STAFF = . REPS1 + REPS 2 + ADMIN1 + ADMIN2 This excludes a few
part-time non-teaching staff, e.g. professionals such as lawyers, doctors, accountants, etc. who are “on call” or
appear seasonally.

NUMERATOR (FACULTY).
There are full-time, half-time and part-time faculty. The recommended numerator is a WEIGHTED HEADCOUNT
OF THE FACULTY.
• Each full-time faculty member is counted as 1.00.
• Each half-time is of course counted as ½ or 0.50.
• All others with current teaching loads will be counted as 1/3 or 0.33

In other words, the numerator will be:

WTD_FACHDCNT = FULLTYMFAC + 0.50*HALFTYMFAC + 0.33*PARTTYMFAC.

The ratio could be misleading if the HEI enters into service contracts with housecleaning and security agencies.
These private janitors and private security guards serve the HEI and are very visible but technically, they are
not employees of the HEI. An analysis of the Faculty-to-non-teaching staff ration should consider these private
janitors and “blue guards”.

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Data Elements on an Institution 177

B438 FACSTAFF_RATIO FACSTAFF_RATIO = (FULLTYMFAC+ 0.50*HALFTYMFAC + 0.33 *

PARTTYMFAC) / ( REPS1 + REPS 2 + ADMIN1 + ADMIN2)

REMARKS:
The numerator is a weighted headcount of the faculty. The denominator is a
STRAIGHT HEADCOUNT of the full-time non-teaching staff.

Include only those currently in the service of the HEI. Do not count those
on leave without pay but include those on leave with pay. Exclude those on
AWOL. Among the part-time faculty, include only the part-time faculty with
current teaching loads. An emeritus professor has an appointment for life but if
he is not teaching or researching, do not include in the count.
B439 FTEFSTAFF_RATIO FTEFSTAFF_RATIO = FTEFAC / ( REPS1 + REPS 2 + ADMIN1 + ADMIN2)

REMARKS:
The numerator is FTE faculty. The denominator is a STRAIGHT HEADCOUNT
of the full-time non-teaching staff.
The two ratios should be approximately equal.

SOME NOTES ABOUT RATIOS:

The traditional notation for a ratio is “7:3” where the numerator and denominator are supposed to be integers
separated by a colon However, this notation is very clumsy because ratios in this form are difficult to manipulate.
Strictly speaking, the data elements above are not ratios. They are actually fractions: the no. of faculty divided
by the no. of non-teaching staff. This avoids the use of the awkward colon mark.

If CHED wants a ratio, it should ask always separately for the numerator and the denominator. If an
HEI declares that its faculty-to-staff ratio is 2.00, it cannot be deduced whether that means 200/100, 220/110,
260/130 or of course 2,000/1,000. Validation of a ratio is much easier if the numerator and denominator are
shown explicitly.

STUDENT-TO-FACULTY RATIO (STFR)

People always ask about the STUDENT-to-FACULTY ratio ( or STFR) in an HEI. Unfortunately, there are
many ways to compute this ratio. Since the STFR is a ratio, it has a numerator and a denominator. To get a
precise understanding, we need to specify what will be in the numerator (“STUDENTS”) and what will be in the
denominator (‘FACULTY”).

THE NUMERATOR ( “STUDENTS” ):

The numerator could be either headcounts or FTE students.

• If the numerator is going to be a headcount, it could be either unweighted or weighted. See definition
of TOT_ENROL and WTD_ENROL. TOT_ENROL is much easier to understand but WTD_ENROL
is more meaningful if we are comparing HEIs with the full range of programs from elementary to the
doctoral level.

• If the numerator is going to be FTE students, it should be FTEXX_HEI, the number of FTE students
using standard counting rules set by CHED. If the numerator is FTE students, the denominator should
be FTE faculty.

DENOMINATOR ( “FACULTY” ).
Just like the numerator, the denominator could be either headcounts or FTE faculty.

If the denominator is going to be a headcount,

• we could use FULLTYMFAC+ PARTTYMFAC. This is the straight sum of headcounts of the full-time
and the part-time faculty.

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178 Data Elements on an Institution

• Or we could use a weighted total headcount such as FULLTYMFAC + 0.33*PARTTIME FAC. Each
part-time faculty member is counted as one-third of a full-time.
• Or we could use FULLTYMFAC by itself and thus ignore the part-time faculty altogether.
• Or we could use the smaller set TENURED_FAC since this is the permanent core of the faculty.
However, this would ignore all the non-tenured faculty in the HEI.

If the denominator will be FTE faculty, it should be FTEF_CHED, the number of FTE faculty using standard
counting rules set by CHED. If the denominator is FTE faculty, the numerator should be FTE students.
Given all these options, we define at least 3 different versions of STUDENT-TO-FACULTY RATIO.

B450 STFR_FTFAC RATIO OF STUDENTS TO FULL-TIME FACULTY ONLY

Formula: STFR_FTFAC = TOT_ENROL/FULLTYMFAC

EXAMPLE:
If TOT_ENROL=10,000 and FULLTYMFAC =700, then SFTR_FTAC = 10000/700
= 14.3. This means 14.3 students for each full-time faculty. This ratio ignores the
part-time faculty and, as in many private HEIs, there could be many of these.
B451 STFR_ALLFAC RATIO OF STUDENTS TO ALL FACULTY ( FULL-TIME AND PART-TIME
COMBINED)

Formula: STFR_ALLFAC =TOT_ENROL/ (FULLTYMFAC + PARTTYMFAC)

EXAMPLE:
If TOT_ENROL=10,000, FULLTYMFAC =700 and PARTTYMFAC = 100, then
SFTR_ALLFAC = 10,000/(700 +100) = 12.5. This means 12.5 students for each
faculty. This ratio is misleading because it acts as if a part-time faculty were just like
a full-time faculty member.
B452 STFR_WTD RATIO OF WEIGHTED STUDENTS TO WEIGHTED HEADCOUNT OF
THE FACULTY

Formula: STFR_WTD = WTD_ENROL/ (FULLTYMFAC+

0.33*PARTTYMFAC)

EXAMPLE
If WTD_ENROL= 9000, FULLTYMFAC =700 and PARTTYMFAC = 100, then
SFTR_WTD = 9,000/ (700 + 0.33*100) = 12.3. This means 12.3 students for each
full-time faculty. This ratio is more precise because it assigns weights to enrollment
at different program levels and also differentiates between the full-time and the part-
time faculty.

Why is a part-time faculty counted as 0.33 of a full-time. If we imagine the usual

normal full-time load of 18 units, it is also easy to imagine a lecturer teaching 6 units
per semester. Thus, it seems natural to count a part-time faculty as if it were 1/3 of
a full-time.

Most Philippine HEIs have enrollment from the elementary level to the doctoral
level. The best way to collapse such varied enrollment into just one number is to
use a weighting system. See WTD_ENROL.
B453 STFR_FTE RATIO OF FTE STUDENTS TO FTE FACULTY

This formula is the most precise.

Formula: STFR_FTE = FTEXX_HEI/ FTEFAC_CHED

EXAMPLE
If FTEXX_HEI= 8000 and FTEFAC_CHED = 750, then SFTR_FTE = 8,000/ 750 =
10.7 This means 10.7 FTE students for each FTE faculty.

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Data Elements on an Institution 179

VISUALIZING THE NUMBER OF

FACULTY MEMBERS PER 3,000 STUDENTS.

How does one visualize the difference between two student-to-faculty ratios? Imagine two sample
universities with the following profiles:

1. XYZ UNIVERSITY: If there are 10,000 students and 700 faculty, the ratio is 14.3 students per faculty.
2. ABC UNIVERSITY: If there are 4,000 students and 300 faculty, the ratio is 13.3 students per faculty.

How can a person visualize the difference between 14.3 and 13.3 students per faculty?
The trick is to visualize the students inside classrooms with 30 students in each classroom.

1. At XYZ University, the 10,000 students will fit into 333 classrooms (=10,000/30). Dividing the 700
faculty by 333, we obtain 2.1 faculty members per class of 30 students. Multiplying by 100, this means
210 faculty members to handle 3000 students.

2. At ABC University, the 4,000 will fit into 133 classrooms (=4,000/30) with 30 students each. Dividing
the 300 faculty by 133, we obtain 2.25 faculty members per class of 30 students. Multiplying by 100,
this means 225 faculty members to handle 3000 students.

Admittedly it is now much easier for a person to visualize 210 faculty members in XYZ University versus 225
faculty members in ABC University – both sets of faculty handling 3,000 students. This leads to the proposal
that CHED should compute THE NUMBER OF FACULTY MEMBERS PER 3,000 STUDENTS. It seems like
a far-fetched proposal but one must admit it is easier to visualize than the popular-but-hard-to-picture student-
to-faculty ratio!

THE QUALIFICATIONS OF THE FACULTY

How many faculty members have advanced degrees? What fraction of them have advanced degrees? Just like
the previous questions, this should be answered for a specific group or subgroup of the faculty. For instance
1. GROUP A1 (full-time tenured faculty only) or
2. The set union of Group A1 and Group a2 (NON-TENURED FULL-TIME FACULTY ON TENURE
TRACK).
3. Or just the set of all full-time faculty (whether tenured or not, whether on tenure track or not).

Two measures will be used:

1. The number of faculty members with graduate degrees WITHOUT REGARD TO THE DISCIPLINE
WHERE THEY TEACH.
2. The number of faculty members with graduate degrees “IN THE DISCIPLINE”, i.e. in the discipline
where they teach.
In either case, the basis for counting should be completed degrees.

FACULTY WITH ADVANCED DEGREES IN THE DISCIPLINE

For a specific group of faculty members, how many of have advanced degrees “in the discipline”, i.e. in
the discipline where they teach?
• For a Physics faculty member, the degree must be in Physics, not Education, not Engineering, not
Environmental Science.
• For a mathematics faculty member, the degree must be in Math, not Education, not Engineering. But
the degree be in a related discipline such as Statistics or Computer Science.
• For an English faculty member, the degree must be in English or Comparative Literature – not Education,
not Art, not Philippine Studies, not Journalism, not Drama, not Mass Comm.

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180 Data Elements on an Institution

• For an Economics faculty member, the degree must be in Economics – not in Education, not in Business
Adm, not in Law. But it could be in a related field such as Mathematics or Statistics.
• For a Computer Science faculty member, the degree must be in Computer Science or Electronic
Engineering – not Civil Engineering, not Education, not BA. But it could be in a related field such as
Electrical Engineering, Mathematics or Statistics.
• The first arbiter of whether the degree is “in the discipline” is the VPAA of the HEI. However, there needs
to be some validation by CHED because there is a possible incentive for the VPAA to be liberal in the
interpretation and thus make the HEI look better than it probably is.
• A faculty member will be counted at most once in BS_TUGMA, MS_TUGMA or PHD_TUGMA. IT IS
POSSIBLE FOR A PERSON NOT TO BE COUNTED IN ANY OF THE THREE.
• The focus is not whether the bachelors, masters and PhD degrees of a person are all in the same
discipline. The focus is: which of the degrees (if any) is in the discipline where the person teaches.

B454 BS_TUGMA AMONG THE FACULTY IN THE GROUP, THE NUMBER WHOSE HIGHEST
DEGREE IN THE DISCIPLINE WHERE THEY TEACH IS A BACHELORS
DEGREE.

EXAMPLE:
• If a math faculty has a BS Math, an MA Education and a PhD Education, he
will be counted in BS_TUGMA but not in MS_TUGMA nor in PHD_TUGMA.
• If a math faculty has a BS Engineering, an MA Education and a PhD
Education, he will not be counted in BS_TUGMA, nor MS_TUGMA, nor PHD_
TUGMA. However, he will be counted in PHD_HOLDER (see below).
• If a math faculty has a BS Engineering, MA Education and a PhD Math, then
he will be counted in PHD_TUGMA.
• If a History professor has an AB History, MA Education and a PhD in History,
the faculty member will be counted in PHD_TUGMA, not in BS_TUGMA nor in
MS_TUGMA.
Compare with BS_HOLDER.
B455 MS_TUGMA AMONG THE FACULTY IN THE GROUP, THE NUMBER WHOSE HIGHEST
DEGREE IN THE DISCIPLINE WHERE THEY TEACH IS A MASTERS
DEGREE.

EXAMPLE:
• If a Chemistry professor is a BSE holder but has an MS Chem degree and no
PhD, then he would be counted in MS_TUGMA not in BS_TUGMA.
• If a Chemistry professor has a BS Chem, an MS Chem and a PhD Education,
he would be counted in MS_TUGMA but not in BS_TUGMA and not in PHD_
TUGMA.
• If a Chemistry professor has a BS Chem, an MS Chem and a PhD Chem,
he will be counted only in PHD_TUGMA – not in BS_TUGMA, not in
MS_TUGMA. A faculty member will be counted at most once in the three
categories.

Compare with MS_HOLDER.

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Data Elements on an Institution 181

B456 PHD_TUGMA AMONG THE FACULTY IN THE GROUP, THE NUMBER OF DOCTORAL
DEGREE HOLDERS IN THE FIELD WHERE THEY TEACH.

The doctoral degree must be “in the discipline”, cannot be an education degree.
Doctoral degree must be fully completed. If the faculty member is teaching physics, the
doctoral degree must be PhD Physics: it cannot be PhD Education or PhD Engineering.

REMARKS:
• If a Biology professor has a BS Bio, MS Bio and a PhD BIO, he will be
counted only in PHD_TUGMA – not in BS_TUGMA and not in MS_TUGMA.
Every faculty member is counted at most once.
• If a Psychology professor has a BS Psychology, an MD and a PhD in
Education, he will be counted only in BS_TUGMA. (But what if he is a
Pyschiatrist?)
• If a math professor has a BS Engineering, MA Education and PhD Education,
he will not be counted at all --- not in BS_TUGMA, not in MS_TUGMA, and
not in PHD_TUGMA. However, see PHD_HOLDER.
• If PHD_TUGMA = 0, it does not necessarily mean there are no PhD holders.
There could be some PhD holders but their doctorates are not in the
disciplines where they teach.
• ISSUE: Does this mean that all professors in the College of Education should
be holders of Education degrees? If a Professor of Education is a PhD Biology
and teaches science in Education, would his degree be considered “in the
discipline”? If a PhD Math teaches computer science, is his degree “in the
discipline”? The final arbiter whether an advanced degree is in the discipline
will be the VPAA – subject to some validation by CHED

Compare with PHD_HOLDER.

B457 BS_TUGMA% AS A % OF THE FACULTY IN THE GROUP, THE NUMBER WITH ONLY A
BACHELORS DEGREE IN THE FIELD WHERE THEY TEACH

EXAMPLES:
• If there are 200 faculty in the group and if BS_TUGMA=120, then BS_
TUGMA% =60%=120/200.
• If BS_TUGMA% = 100%, then it means that all faculty in the group have their
bachelors in the discipline where they teach. None of them has a masters or
PhD “in the discipline”. Some of them could have masters or doctorates but
none in the discipline where they teach.
• If BS_TUGMA%=0%, then it means _______

B458 MS_TUGMA% AS A % OF ALL FACULTY IN THE GROUP, THE NUMBER WITH ONLY A
MASTERS DEGREE IN THE FIELD WHERE THEY TEACH

EXAMPLES:
• If there are 200 faculty in the group, and if MS_TUGMA = 80, then MS_
TUGMA% = 40% = 80/200.
• If MS_TUGMA% = 100%, it means that all faculty members are at least
masters degree holders and their masters degrees are in the discipline where
they teach.
• If MS_TUGMA% =0%, then it means __________

See related element MS_HOLDER%, MS_PURSUE, MS_PURSUE%.

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182 Data Elements on an Institution

B459 PHD_TUGMA% AS A % OF ALL FACULTY IN THE GROUP, THE NUMBER OF DOCTORAL

DEGREE HOLDERS IN THE FIELD WHERE THEY TEACH.

EXAMPLES:
• If there are 200 faculty IN THE GROUP, and if PHD_TUGMA =15, then PHD_
TUGMA% =7.5% = 15/200.
• The perfect score is PHD_TUGMA% = 100%. It means that everybody is a
PhD holder in the discipline where he teaches.
• If PHD_TUGMA%=0, it does not necessarily mean there are no PhD holders
at all. In fact they could all be PhD holders except that none of their doctorates
are in the discipline where they teach.
• If BS_TUGMA% + MS_TUGMA% +PHD_TUGMA% =100%, then it means
that each faculty member has at least one degree “in the discipline”.
• It is possible to have BS_TUGMA% + MS_TUGMA% +PHD_TUGMA% <
100%. This will happen if the highest degrees of some faculty are not in
the discipline. For instance, an English professor whose highest degree is
PhD Education or a Physics Instructor whose highest degree is BSE or BS
Engineering.
See related element PHD_HOLDER%, PHD_PURSUE, PHD_PURSUE%.
EXAMPLE:
The table below shows the “TUGMA profile” of the full-time faculty of a hypothetical HEI.
1. There are 150 full-time faculty members in Arts and Sciences.
2. Note that PHD_TUGMA = 10 faculty (7% of 150). This means there are 10 faculty members whose
highest degrees in the disciplines where they teach is the PhD.
3. MS_TUGMA = 60 of the fulltime faculty (27% of 150). This means there are 60 faculty members whose
highest degrees in the discipline where they teach is the masters degree.
4. For the remaining BS_TUGMA=60 (representing 40% of the 150), their highest degrees in the discipline
they teach is a bachelors degree.
5. The sum of the 3 percentages is only 73%: this means some full-time faculty ( 40 of them to be exact or
27% of 410) do not have any degree in the discipline where they teach! This means their degrees are
outside the disciplines where they teach, e.g. in Education.
6. In the entire HEI, 11% ( = 45/410) of the full-time faculty are PhD holders in the disciplines where they
teach. This does not mean there are only 45 PhD holders. There could be many more PhD holders
except that their doctorates are not in the disciplines where the faculty members teach.

TEMPLATE H-47: PERCENTAGE OF FACULTY WITH ADVANCED DEGREES IN THE DISCIPLINE

FULL-
TIME BS_ MS_ PHD_ MS_ PHD_
FACULTY TUGMA TUGMA TUGMA BS_ %TUGMA %TUGMA SUM OF 3 %
ARTS &
SCIENCES 150 60 40 10 40% 27% 7% 73%

EDUCATION 40 0 10 30 0% 25% 75% 100%

ENGINEERING 60 50 10 0 83% 17% 0% 100%

BUSINESS 100 60 25 5 60% 25% 5% 90%

HEALTH
SCIENCES 60 55 5 0 92% 8% 0% 100%
TOTAL 410 225 90 45 55% 22% 11%

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Data Elements on an Institution 183

FACULTY WITH ADVANCED DEGREES REGARDLESS OF DISCIPLINE

Regardless of the discipline, how many faculty members IN THE SPECIFIC GROUP have advanced
degrees? The classification is based on the highest degree earned, regardless of discipline. For these data
elements, an MD or LLB degree will be considered masters level.

B460 BS_HOLDERS AMONG THE FACULTY MEMBERS IN THE GROUP, THE NUMBER WHOSE
HIGHEST DEGREE IS A BACHELORS DEGREE ( REGARDLESS OF
DISCIPLINE)

EXAMPLE: If there are 200 faculty IN THE GROUP, and if the highest degree of 195
of them is a bachelors degree (regardless of discipline) , then BS_HOLDER =195. This
would mean 5 have no bachelors degree at all. For instance, if the 5 hold only tech/voc
or pre-baccalaureate certificates.

Compare with BS_TUGMA.

B461 MS_HOLDERS AMONG THE FACULTY MEMBERS IN THE GROUP, THE NUMBER
WHOSE HIGHEST DEGREE IS A MASTERS DEGREE ( REGARDLESS OF
DISCIPLINE)

EXAMPLE: If there are 200 faculty IN THE GROUP and if 90 of them hold masters
degrees (regardless of discipline) , then MS_HOLDER = 90. Include a faculty member
teaching Sociology even if the highest degree is LLB (classified as a masters degree
in this series of elements) or MA Education. However, masters degree must be fully
completed.

Compare with MS_TUGMA.

B462 PHD_HOLDERS AMONG THE FACULTY MEMBERS IN THE GROUP, THE NUMBER OF
DOCTORAL DEGREE HOLDERS (REGARDLESS OF DISCIPLINE)

EXAMPLE: If there are 200 faculty IN THE GROUP and if the highest degree of 25 of
them is a doctoral degree (regardless of discipline) , then PHD_TUGMA = 25.

Include a faculty member teaching Psychology even if the highest degree is PhD
Education (Guidance) or PhD Education Administration. PhD must be fully completed.
For this data element MD degree is considered masters level, not PhD level. Compare
with PHD_TUGMA.
B463 BS_HOLDER% AS A % OF ALL FACULTY IN THE GROUP, THE NUMBER WITH ONLY A
BACHELORS DEGREE (REGARDLESS OF DISCIPLINE)

EXAMPLE: If there are 200 faculty in the group, and if the highest degree of 180
of them is a bachelors degree (regardless of discipline) , then BS_HOLDER%
=90%=180/200.
B464 MS_HOLDER% AS A % OF ALL FACULTY IN THE GROUP, THE NUMBER WITH ONLY A
MASTERS DEGREE (REGARDLESS OF DISCIPLINE)

EXAMPLE: If there are 200 faculty IN THE GROUP and if the highest degree of 90
of them is a masters degree (regardless of discipline) , then MS_HOLDER% = 45% =
90/200.
Compare with MS_TUGMA%.
B465 PHD_HOLDER% AS A % OF ALL FACULTY IN THE GROUP, THE NUMBER OF DOCTORAL
DEGREE HOLDERS (REGARDLESS OF DISCIPLINE)

EXAMPLE: If there are 200 faculty IN THE GROUP and if the highest degree of 25 of
them is a doctoral degree (regardless of discipline) , then PHD_HOLDER% = 12.5%
=25/200.
Compare with PHD_TUGMA%.

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184 Data Elements on an Institution

NUMERICAL EXAMPLE:
The table below shows the highest degrees (regardless of discipline) of the full-time faculty of a hypothetical
HEI.
There are 150 full-time faculty members in Arts and Sciences.
There are ten PhD holders and they constitute 7% of the 150 full-time. It is not known if the PhD are in the
discipline or not.
There are 60 masters degree holders and they constitute 27% of the 150 full-time. It is not known if their
masters are “in the discipline” or not.
There are 60 faculty members who are only bachelor degree holders but they constitute 40% of the 150 full-
time. Even then it is not known if the bachelors degrees are “in the discipline” or not.
The sum of the 3 percentages is 100%: this means all the full-time faculty have at least a bachelors degree.
In the entire HEI, 28% ( = 115/410) of the full-time faculty are PhD holders (regardless of the discipline). It
cannot be deduced from the table below how many of the 115 have their doctorates in the disciplines where
they teach.
Compare with previous example.

TEMPLATE H-48: NO. OF FACULTY BY HIGHEST DEGREE EARNED AND DISCIPLINE GROUP

FULL-
TIME BS_ MS_ PHD_ BS_ MS_ PHD_
FACULTY HOLDERS HOLDERS HOLDERS %HOLDERS %HOLDERS %HOLDERS SUM OF 3
ELEM SCHOOL
SECONDARY
SCHOOL
ARTS &
SCIENCES 150 60 20 70 40% 13% 47% 100%
EDUCATION 40 0 10 30 0% 25% 75% 100%
ENGINEERING 60 50 10 0 83% 17% 0% 100%
BUSINESS 100 60 25 15 60% 25% 15% 100%
HEALTH
SCIENCES 60 55 5 0 92% 8% 0% 100%
TOTAL 410 225 70 115 55% 17% 28% 100%

THE FACULTY MEMBERS WITH PUBLICATIONS IN REFEREED JOURNALS

Another measure is to count the number of faculty with publications (over the past 10 years) in international
refereed journals – and the percentage of such faculty. This series of data elements is designed to apply to a
specific group of faculty members. For instance,
• The set union of GROUP A1 and B1, the group of tenured faculty members (whether full-time or half-
time).
• Or the set union of GROUP A1, A2, B1,B2 – the set of tenured faculty (whether full-time or half-time) or
at least on tenure track (whether full-time or half-time).
The series of data elements below applies to the faculty members “IN THE GROUP”.

B466 PUBLISH1 AMONG THE FACULTY IN THE GROUP, THE NO. OF THEM WHO HAVE
PUBLISHED IN REFEREED JOURNALS (LOCAL OR INTERNATIONAL)
or HAVE BOOKS PUBLISHED BY A RECOGNIZED INTL PUBLISHER
(WITHIN THE PAST 10 YEARS)

EXAMPLE: If there are 200 faculty who are IN THE GROUP and 20 of them have
published in a refereed journal (whether local or international) in the past 10 years,
then PUBLISH1 = 20. Do not include publications in non-refereed journals or
proceedings. Do not include technical report. Do not include an article in a popular
magazine. Include faculty even if there is only one publication in 10 years.

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Data Elements on an Institution 185

B467 AUTHORS AMONG THE FACULTY IN THE GROUP, THE NO. OF THEM WHO ARE
AUTHORS OF PUBLISHED TEXTBOOKS.
B468 PUBLISH1% AS A % OF ALL FACULTY IN THE GROUP, THE NUMBER OF FACULTY
WHO HAVE PUBLISHED IN REFEREED JOURNALS (WHETHER LOCAL
OR INT’L) or HAVE BOOKS PUBLISHED BY A RECOGNIZED INTL
PUBLISHER (WITHIN THE PAST 10 YEARS)

EXAMPLE: If there are 200 faculty IN THE GROUP and 20 of them have published
in a refereed journal (whether local or international) in the past 10 years, then
PUBLISH1% = 10% = 20/200.
B469 AUTHORS% AS A % OF ALL FACULTY IN THE GROUP, THE NUMBER OF AUTHORS
OF TEXTBOOKS.

FACULTY MEMBERS “IN ACTIVE PURSUIT” OF ADVANCED DEGREES

This series of data elements applies to the faculty members in a specific group. For instance, the group of all
full-time and half-time faculty members on tenure track. This is the group of faculty members who would or
should be actively pursuing advanced degrees in the hope of tenure. The group could also be expanded to
the group of all full-time faculty members, whether on tenure track or not. Those not on tenure track would (or
should) be actively pursuing advanced degrees with the hope of at least being put on tenure track. The generic
reference is to the faculty members “in the group”.

The general question is: How many of the faculty members IN THE GROUP are still actively pursuing
advanced degrees? The data elements are important in faculty development programs. The advanced
degrees must be in the discipline where they teach. If the faculty member is teaching Psychology, the advance
degree must be in Psychology, not PhD Education (Guidance), not PhD Philippine Studies, not PhD Sociology,
not LLB or MBA.

Observe the choice of numerators and denominators in the percentage data elements below.

B470 MS_PURSUE OUT OF THE FACULTY IN THE GROUP, THOSE WHO ARE “ACTIVELY
PURSUING” MASTERS DEGREES IN THE DISCIPLINE WHERE THEY
TEACH

EXAMPLE:
A faculty member is “in active pursuit” of a masters degree in the discipline if he
satisfies ALL the conditions below:
• The faculty member has already earned some masters credits or is
currently enrolled.
• “in good academic standing” as a masters student,
• has not been overtaken by the max residency rule
• has not declared that he has given up permanently.

Exclude those pursuing masters degrees outside the discipline where they teach,
e.g. an English faculty member going after an MA Education or an LLB.

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186 Data Elements on an Institution

B471 PHD_PURSUE OUT OF THE FACULTY IN THE GROUP, THOSE WHO ARE “ACTIVELY
PURSUING” DOCTORAL DEGREES IN THE DISCIPLINE WHERE THEY
TEACH

REMARKS
A faculty member is “in active pursuit” of a PhD in the discipline if he satisfies ALL
the conditions below:
• The faculty member has already earned some PhD credits or is
currently enrolled in the PhD program
• “in good academic standing” as a PhD student,
• has not been overtaken by the max residency rule
• has not declared that he has given up permanently..
• The faculty member has completed a masters degree or is enrolled in a
“straight PhD program”

Exclude somebody pursuing a PhD outside the discipline. Exclude a faculty member
in English going after a PhD in Music, Art or Education. Exclude a History faculty
member going after a PhD in Psychology, Philippine Studies or Education.
B472 MS_PURSUE% AS A % OF THE FACULTY IN THE GROUP, THE NUMBER OF THEM
ACTIVELY PURSUING MASTERS DEGREES IN THE DISCIPLINE
WHERE THEY TEACH

EXAMPLE:
If there are 200 faculty IN THE GROUP and if 50 of them are in “active pursuit”
of a masters degree, then MS_PURSUE%=25% =50/200. The other 75% may
already have masters degrees or are not pursuing or have stopped pursuing a
masters degree.
B473 PHD_PURSUE% AS A % OF THE FACULTY IN THE GROUP, THE NUMBER WHO
ARE STILL ACTIVELY PURSUING DOCTORATE DEGREES IN THE
DISCIPLINE WHERE THEY TEACH.

EXAMPLE:
If there are 200 faculty in the group, and if 20 of them are in “active pursuit” of
a PhD, then PHD_PURSUE%=10% =20/200. The other 90% may already have
PhDs or are not actively pursuing or have stopped pursuing a PhD.

NUMERICAL EXAMPLE:

Consider a hypothetical HEI with 410 full-time faculty.

1. In Arts and Sciences there are 60 BS_HOLDERS and MS_PURSUE = 30 of them are actively pursuing
a masters degree in the disciplines where they teach.
2. This implies there are 30 other bachelors degree holders who have not started, have given up or are
enrolled in masters programs outside the disciplines where they teach.
3. Also in Arts and Sciences, There are 20 MS_HOLDERS but PHD_PURSUE = 10 of them are in active
pursuit of a PhD in the disciplines there they teach.
4. This implies there are 10 other masters degree holders who are NOT in active pursuit of a PhD “in
the discipline”. Either they have not started, they have given up or they are enrolled in PhD programs
outside the discipline.
5. For the entire HEI, there are 225 BS_HOLDERS and MS_PURSUE =125 of them ( 30% of 410) are
actively pursuing a masters degree in the disciplines where they teach.
6. This implies there are 100 other bachelors degree degree holders who are not in active pursuit of
a masters in the discipline. Either they have not started, they have given up, or they are in masters
programs “outside” the disciplines where they teachi.
7. For the entire HEI, there are 70 MS_HOLDERS and PHD_PURSUE = 21 of them (5% of the 410) are
in active pursuit of a PhD in the disciplines where they teach.
8. This implies there are 49 other masters degree holders who have not started, have given up or are
enrolled in PhD programs outside the disciplines where they teach.

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Data Elements on an Institution 187

TEMPLATE H-49: NO. OF FACULTY MEMBERS IN ACTIVE PURSUIT OF ADVANCED

DEGREES
FULL-TIME BS_ MS_ PHD_
MS_PURSUE MS_HOLDERS PHD_PURSUE
FACULTY HOLDERS %PURSUE %PURSUE

ELEM SCHOOL
SECONDARY
SCHOOL
ARTS &
SCIENCES 150 60 30 20% 20 10 7%

EDUCATION 40 0 20 50% 10 5 13%

ENGINEERING 60 50 30 50% 10 5 8%

BUSINESS 100 60 40 40% 25 1 1%

HEALTH
SCIENCES 60 55 5 8% 5 0 0%
TOTAL 410 225 125 30% 70 21 5%

THE RANK PROFILE OF THE FACULTY

This series of data elements may be applied separately to the following groups of faculty:
• Full-time tenured faculty only
• Tenured faculty (full-time or half-time)
• Full-time tenured faculty or full-time non-tenured but on tenure track
• All full-time faculty (tenured or untenured, even those not on tenure track).
However, the classification is not recommended for the group of part-time faculty members.
In any case, the generic reference is to the faculty members “in the group”.

B474 INSTRUC% PERCENTAGE OF THE FACULTY WHO ARE INSTRUCTORS

EXAMPLE: If there are 500 faculty members in the group under discussion and 300
of them hold the rank of Instructor, INSTRUC% = 60% = 300 /500. There is no finer
distinction among Instructor I, Instructor II, etc.

If INSTRUC% is too high, say 90%, it means the core of the faculty is too “bottom
heavy” and consists mostly of junior or low-ranked faculty members. It could mean
the faculty members are relatively young or unqualified but it could also mean the HEI
does not have a faculty development program in place! Or the HEI does not have the
funds to promote the faculty.
B475 ASSTPROF% PERCENTAGE OF THE FACULTY WHO ARE ASSISTANT PROFS

B476 ASSOCPROF% PERCENTAGE OF THE FACULTY WHO ARE WHO ARE ASSOCIATE
PROFS
B477 FULLPROF% PERCENTAGE OF THE FACULTY WHO ARE FULL PROFESSORS

EXAMPLE: If there are 500 faculty members in the group and 50 of them hold the
rank of Professor (including College Professor, University Professor), FULLPROF% =
10% = 50/500.

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188 Data Elements on an Institution

TOTAL WORKLOAD OF THE FACULTY

In the first semester, how many units do the faculty devote to the following duties: actual teaching hours (normal
teaching load plus any overload), preparing lessons, actual consultation with students (not just waiting for
students to appear in the office), administrative duties, study load on official time, study load on the faculty’s
own time (i.e. study without benefit of load reduction), research, extension services, sabbatical or other official
leaves.

In tabulating total faculty work load in the HEI, there should be separate tallies for different groups.. The grouping
will make it much easier to compute AVERAGE LOAD PER FACULTY. Recall the definition of the 10 groups of
faculty members in an HEI:

REMARKS:
INCLUDE ONLY THE FACULTY MEMBERS “CURRENTLY IN THE SERVICE OF THE HEI”.
Exclude those on leave without pay but include those on official leave with pay. Exclude
GROUP
those on AWOL. Include tenured faculty members who are assigned as full-time or part-time
administrators in the HEI – even if they have no current teaching loads. Exclude those on
secondment outside the HEI.
A1 THE FULL-TIME TENURED FACULTY

A2 NON-TENURED FULLTIME FACULTY ON TENURE TRAC

A3 NON-TENURED FULL-TIME FACULTY NOT ON TENURE TRACK

B1 TENURED HALF-TIME FACULTY

B2 NON-TENURED HALF-TIME FACULTY ON TENURE TRACK

B3 NON-TENURED HALF-TIME FACULTY NOT ON TENURE TRACK

C1 TENURED PART-TIME FACULTY

C2 NON-TENURED PART-TIME FACULTY ON TENURE TRACK

C3 NON-TENURED PART-TIME FACULTY NOT ON TENURE TRACK

REMARKS:
Most part-time faculty belong to this subgroup. This consists of the lecturers, professors
emeriti, adjunct or affiliate faculty, visiting professors, etc. WHO HAVE CURRENT TEACHING
OR RESEARCH LOADS.
D3 TEACHING FELLOWS, ASSOCIATES AND ASSISTANTS

Of course we could also form “set unions”.

• The set union of GROUPS A1 and B1 may be labelled TENURED FACULTY (WHETHER FULL-TIME
OR HALF-TIME).
• The set union of GROUPS A1, A2, B1, B2 may be labelled TENURED FACULTY OR ON TENURE
TRACK (WHETHER FULL-TIME OR HALF-TIME).
• The set union of GROUPS A1, B1,B2 may be labelled: ALL FULL-TIME FACULTY.

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Data Elements on an Institution 189

TYPICAL WORKLOAD OF THE FACULTY ( IN HOURS PER WEEK)

The unit of measure below is HOURS PER WEEK when classes are in session. To be more specific,in the
first semester of each academic year. If there are 1,000 full-time faculty and if each faculty can account for a
40-hour week, the potential total is 40,000 hours. The actual potential could be less than 40,000 since some
could be on leave. Many full-time faculty serve as administrators but if so their administrative hours are counted
as part of the 40-hour week and attributed to “administrative duties”. The general question is: How many of
these hours were rendered in teaching lecture subjects? Lab subjects? official administrative duties?
In doing official research? Etc.
Human nature dictates that a faculty member will tend to inflate his hours so that the total would be at least 40
hours or possibly more. If one full-time faculty member declares a 60-hour week, it implies working 12 hours
per weekday over the 17 weeks or 85 weekdays of the semester! Observe that the data elements below do not
include the hours devoted to class preparation, formulation of exams and grading the test papers. Thus, the
total hours for one faculty member should actually be less than 40, say 30 hours.

The data elements below are useful only if the faculty members will be honest and prudent in declaring
the distribution of 40 hours in a typical week. In fact, the nominal values of the hours are not as revealing
as their relative values!

These data elements are also explained in CHAPTER 11 DATA ELEMENTS ON A FACULTY MEMBER.

B478 ELEM_HOURZ TOTAL HOURS (OUT OF A TYPICAL 40-HOUR WEEK) DEVOTED

TO TEACHING ELEMENTARY SCHOOL SUBJECTS (WHETHER
LECTURE OR LAB).

REMARKS: Most faculty members in HEIs teach only in higher education

but there are many faculty members who teach at the elementary school,
whether fully or partly. Some Education faculty members teach in both the
elementary school and at the College of Education.

B479 SECONDY_HOURZ TOTAL HOURS DEVOTED TO TEACHING SECONDARY SCHOOL

SUBJECTS (WHETHER LECTURE OR LAB).

REMARKS: Most faculty members in HEIs teach only in higher education but
there are many who teach, whether fully or partly, in the secondary school of
the HEI. Indeed, some Education faculty members teach in both secondary
and undergraduate level.
B480 TECHVOC_HOURZ TOTAL HOURS DEVOTED TO TEACHING UNDERGRAD
LABORATORY AND OTHER NON-LECTURE SUBJECTS.

REMARKS: There are the hours devoted to teaching in labs or non-

lecture subjects such as those taught in the studio, clinic, workshop,
gym, etc. Include only the actual hours in the lab, studio, workshop,
etc. Do not include hours used in preparation. Exclude thesis or
dissertation advising.
B481 UGLECT_HOURZ TOTAL HOURS (OUT OF A TYPICAL 40-HOUR WEEK) DEVOTED
TO TEACHING LECTURE SUBJECTS.

REMARKS: Include only the actual lecture hours. Do not include hours used
in preparation for the lecture. Do not include hours for formulating exams,
checking papers or computing grades,

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190 Data Elements on an Institution

B482 UGLAB_HOURZ TOTAL HOURS DEVOTED TO TEACHING UNDERGRAD

LABORATORY AND OTHER NON-LECTURE SUBJECTS.

REMARKS: There are the hours devoted to teaching in labs or non-lecture

subjects such as those taught in the studio, clinic, workshop, gym, etc.
Include only the actual hours in the lab, studio, workshop, etc. Do not include
hours used in preparation. Exclude thesis or dissertation advising.
B483 GRADLECT_HOURZ TOTAL HOURS DEVOTED TO TEACHING GRADUATE LECTURE
SUBJECTS.

REMARKS: Include only the actual graduate ecture hours. Do not include
hours used in preparation for the lecture. Do not include hours for formulating
exams, checking papers or computing grades,
B484 GRADLAB_HOURZ TOTAL HOURS DEVOTED TO TEACHING GRADUATE
LABORARATORY AND OTHER NON-LECTURE SUBJECTS.

REMARKS: There are the hours devoted to teaching in graduate labs or non-
lecture subjects such as those taught in the studio, clinic, workshop, gym,
etc. Include only the actual hours in the lab, studio, workshop, etc. Do not
include hours used in preparation. Exclude thesis or dissertation advising.

B485 ADMIN1_HOURZ TOTAL HOURS DEVOTED BY THE FACULTY TO OFFICIAL

ADMINISTRATIVE DUTIES INSIDE THE HOME COLLEGE.
B486 ADMIN2_HOURZ TOTAL HOURS DEVOTED BY THE FACULTY TO OFFICIAL
ADMINISTRATIVE DUTIES OUTSIDE THE HOME COLLEGE BUT
WITHIN THE HEI.

If a professor in the College of Education is appointed as VPAA. Or

if a College of Business professor is appointed as VP Administration.
There is distinction between serving inside the home college or
outside for costing purposes.
B487 STUDY1_HOURZ TOTAL HOURS DEVOTED BY THE FACULTY FOR OFFICIALLY-
CREDITED STUDY IN PURSUIT OF AN ADVANCED DEGREE IN
THE DISCIPLINE.

EXAMPLE; If 10 faculty members are on full study leave with pay, then
that means 400 hours should be included in STUDY1_HOURZ. If 5 faculty
members are put on half-time leave so they could study, then that means
5*20=100 hours to be included in STUDY1_HOURZ.
B488 STUDY2_HOURZ TOTAL HOURS ENROLLED IN BY THE FACULTY OUTSIDE
OFFICIAL TIME OR BEYOND NORMAL FACULTY LOAD.

EXAMPLE:
If 10 faculty members teach full loads but they each enroll in 3-unit graduate
subjects, then that means 30 hours to be included as part of STUDY2_
HOURZ.
B489 RES_HOURZ TOTAL HOURS DEVOTED BY FACULTY TO OFFICIALLY-
CREDITED RESEARCH
B490 EXTN_HOURZ TOTAL HOURS DEVOTED BY THE FACULTY TO OFFICIALLY-
CREDITED EXTENSION SERVICES

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Data Elements on an Institution 191

B491 LEAVE_HOURZ TOTAL HOURS EXPENDED BY THE FACULTY WHILE ON

OFFICIAL LEAVE WITH PAY (e.g. SABBATICAL, SICK LEAVE,
MATERNITY, etc.)

If 2 full-time faculty members are on sabbatical, then 40+40=80 hours will

be counted as part of LEAVE_HOURZ. If a faculty member is on sick leave
with pay for 1/3 of the semester, than 13.3 hours (=40/3) should be included
as part of LEAVE_HOURZ. Do not include anybody on leave without pay
because the person is temporarily not in the service and his hours do not
count.

Full or partial study leave with pay should be counted as part of STUDY1_
HOURZ.

Leaves without pay do NOT count at all.

B492 TOT_HOURZ TOTAL HOURS DEVOTED BY THE FACULTY TO ALL OFFICIAL
FACULTY DUTIES COMBINED.

Formula: TOT_HOURZ = LECT_HOURZ+ LAB_HOURZ +ADMIN1_

HOURZ + ADMIN2_HOURZ + STUDY1_HOURZ + RES_HOURZ
+EXTN_HOURZ + LEAVE_HOURZ.

Note that STUDY2_HOURZ is not part of the sum because it is beyond the
normal load. No compensation is given for it either.

REMARKS:
• For an individual faculty member, TOT_HOURZ must be
approximately 40 hours -- plus or minus 5 hours perhaps.
• If TOT_HOURZ = 60 , it would imply the faculty member is
rendering 60-hour weeks or 12-hour weekdays throughout the 17
weeks of a semester.
• If TOT_HOURZ =30, it would imply the faculty member is rendering
about 6 hours of official work per weekday over the 17 weeks of a
semester.

WHAT IS THE % DISTRIBUTION OF REPORTED FACULTY HOURS TO VARIOUS DUTIES?

The best use of the HOURZ data elements is in determining the percentage distribution of REPORTED FACULTY
HOURS. Indeed, the relative values of HOURZ are more useful than their nominal values -- especially
if faculty members report more than 40 hours per week. The data elements below are lifted from Chapter
11 DATA ON A FACULTY MEMBER but in this chapter, they are supposed to apply to the institution. If there are
500 faculty members in the HEI, this is the compilation of the HOURZ reported by the 500 persons.

B493 ELEM_%HOURZ ELEM_%HOURZ = 100*ELEM_HOURZ/ TOT_HOURZ.

EXAMPLE:
If ELEM_HOURZ= 1,000 and TOT_HOURZ= 10,000, then ELEM_
%HOURZ= 10 % = 1000/ 10,000. That is, 10% of the time of faculty
members in the group is devoted to elementary level teaching.
B494 SECONDY_%HOURZ SECONDY_%HOURZ = 100*SECONDY_HOURZ/ TOT_HOURZ.

What fraction of TOT_HOURZ of the group is spent teaching at the

secondary level?

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192 Data Elements on an Institution

B495 UGLECT_%HOURZ LECT_%HOURZ = 100*LECT_HOURZ/ TOT_HOURZ.

What fraction of TOT_HOURZ is devoted to teaching undergraduate

lecture subjects? In an HEI this will probably eat up the major
fraction of total hours. It would not be surprising if this were at least
50% of TOT_HOURZ.
B496 UGLAB_%HOURZ LAB_%HOURZ = 100*LAB_HOURZ/ TOT_HOURZ.

What fraction of TOT_HOURZ is spent teaching laboratory and other

non-lecture classes at the undergraduate level?
B497 GRADLECT_%HOURZ LECT_%HOURZ = 100*LECT_HOURZ/ TOT_HOURZ.

B498 GRADLAB_%HOURZ LAB_%HOURZ = 100*LAB_HOURZ/ TOT_HOURZ.

B499 TEACH_%HOURZ Out of TOT_HOURZ, the % which is devoted DIRECTLY to teaching.

Compare with HOURZTEACH%.

TEACH_%HOURZ = ELEM_%HOURZ + SECONDY_%HOURZ

+ UGLECT_%HOURZ + UGLAB_%HOURZ + GRADLECT_%
HOURZ + GRADLAB_%HOURZ.
B500 ADMIN_%HOURZ ADMIN_%HOURZ = 100*(ADMIN1_HOURZ+ ADMIN2_HOURZ)/
TOT_HOURZ.

What fraction of TOT_HOURZ is devoted to administrative duties ( inside

the home college and outside the home college)?
B501 STUDY1_%HOURZ STUDY1_%HOURZ = 100*STUDY1_HOURZ/ TOT_HOURZ.

EXAMPLE:
• If STUDY1_HOURZ = 500 hours and TOT_HOURZ= 10,000, then
STUDY1_%HOURZ = 5.0%. That is, 5% of total faculty time in the
group is devoted to studying on official time. This means that 5%
of faculty salaries in the group represents an investment in faculty
development.
• If STUDY1_%HOURZ = 0, it means that the HEI is not reducing
anybody’s teaching load so that faculty members could pursue
advanced degrees. Or it could mean all the faculty members are
PhD holders already?

B502 STUDY_%HOURZ 2 STUDY2_%HOURZ = 100* STUDY2_HOURZ/ TOT_HOURZ.

• If STUDY2_HOURZ = 200 hours and TOT_HOURZ= 10,000, then

STUDY2_%HOURZ = 2.0%. That is, 5% of total faculty time in
the group is devoted to studying beyond the full teaching loads. No
teaching loads have been reduced but the faculty members are able
to study anyway. If this is too big ( say > 10%), it could mean the
faculty members are overworking themselves.
B503 RES_%HOURZ RES_%HOURZ = 100* RES_HOURZ/ TOT_HOURZ.

EXAMPLE:
If the faculty members report RES_HOURZ= 800 and TOT_HOURZ =
10,000, then RES_HOURZ=8% ( = 800/ 10,000). That is, the faculty
members directly devote 8% of the typical work week to research. In a cost
analysis study, 8% of the faculty salaries in the group should be attributed
directly to RESEARCH. See also HOURZRES% below.
B504 EXTN_%HOURZ EXTN_%HOURZ = 100* EXTN_HOURZ/ TOT_HOURZ.

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Data Elements on an Institution 193

B505 LEAVE_%HOURZ LEAVE_%HOURZ = 100*LEAVE_HOURZ/ TOT_HOURZ.

EXAMPLE:
If TOT_HOURZ = 2,000 and LEAVE_HOURZ = 150, then LEAVE_%HOURS
= 7.5% =150/2000. This means 7.5% of TOT_HOURZ is devoted to official
leaves with pay.

If the group under discussion is the group of TENURED faculty members

and if everybody is given a turn at a sabbatical every 7 years, then LEAVE_
%HOURZ should be in the neighborhood of 14.2% ( = 1/7). However, it is
doubtful if there is a Philippine HEI would ever achieve this percentage.

Observe that study leaves with pay are part of STUDY1_HOURZ. Research
leaves with pay are part of RES_HOURZ.

EXAMPLE:
Consider the example below where the faculty members in a hypothetical HEI reported a total of 25,190 hours
per week as distributed to official duties. The percentage distribution to the faculty duties are also shown.

TEMPLATE H-50: PERCENTAGE DISTRIBUTION OF FACULTY HOURS TO VARIOUS DUTIES

% DISTRIBUTION
FACULTY DUTIES HOURZ DATA ELEMENT
1 HOURS TEACHING ELEMENTARY SCHOOL 2,100 8.3% ELEM_%HOURZ

2 HOURS TEACHING SECONDARY SCHOOL 1,400 5.6% SECONDY_%HOURZ

3 HOURS TEACHING TECH/ VOC CLASSES 400 1.6% TECHVOC_%HOURZ

4 HOURS TEACHING UNDERGRAD 12,750 50.6% UGLECT _%HOURZ

LECTURE
5 HOURS TEACHING UNDERGRAD LAB AND 1,700 6.7% UGLAB_%HOURZ
OTHER NON-LECT SUBJECTS
6 HOURS TEACHING GRADUATE LECTURE 2,200 8.7% GRADLECT_%HOURZ

7 HOURS TEACHING GRADUATE LABS AND 500 2.0% GRADLAB_%HOURZ

OTHER NON-LECT SUBJECTS.
8 HOURS IN ADMINISTRATIVE DUTIES 2,200 8.7% ADMIN_%HOURZ

9 HOURS STUDYING ON OFFICIAL TIME 360 1.4% STUDY1_%HOURZ

10 HOURS STUDYING BEYOND NORMAL 50 0.2% STUDY2_%HOURZ

TEACHING LOAD

11 HOURS IN RESEARCH 990 3.9% RES_%HOURZ

12 HOURS IN EXTN SERVICE 240 1.0% EXTN_%HOURZ

13 HOURS ON OFFICIAL LEAVE WITH PAY 300 1.2% LEAVE_%HOURZ

TOTAL HOURS 25,190 100.0%

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194 Data Elements on an Institution

REMARKS:
1. If there are 620 faculty members in the group but only 600 of them were in the service on the census
day, the average no. of hours per faculty is 42.0 ( = 25,190/600) hours per week. This means the faculty
members in the group are working overtime! Or at least they claim rendering more than 40 hours per
week.
2. A total of 2,200 hours were reported for administrative duties and that represents 8.7% (=2,200/25,190)
of total faculty time. At 40 hours per week, the 2200 hours for research means the equivalent of 55
(=2200/40) full-time faculty members were doing nothing but administration.
3. A total of 990 hours were reported for research. This implies that 3.9% (=2200/25190) of total faculty
time is devoted to research. At 40 hours per week, the 990 hours are equivalent to 24.8 (= 990/40)
faculty members doing nothing but full-time research the entire semester. That represents a substantial
investment on research. Unfortunately, if 500 persons participated in claiming the 990 hours, that means
less than 2 hours per week per person. It is not reasonable to expect any research output in such a
case!

BUT WHAT IF WE HAVE TO ATTRIBUTE FACULTY HOURS

TO ONLY THE 3 PRIMARY FUNCTIONS?

In a higher education institution, every activity is eventually attributed to just the 3 primary functions: TEACHING
(or INSTRUCTION), RESEARCH and EXTENSION SERVICE -- or T,R,E for short. The table above shows
that:
• Out of TOT_HOURZ = 25,190 hours, a total of 22, 260 hours were spent directly in teaching. This is the
sum 22,260 = 2,100 + 1,400 +400 + 12,750 + 1,700 +2,200 + 500.
• The remaining 2,930 hours were spent in official duties but, in a university, everything has to be
attributed eventually to only T,R,E. This can be done by pro-rating.
The appropriate data elements are defined below:

B506 HOURZ_TEACH% THE % OF TOT_HOURZ WHICH CAN BE ATTRIBUTED TO TEACHING

WHETHER DIRECTLY OR INDIRECTLY. IF TOT_HOURZ is attributed
to only the 3 primary functions of a university, HOURZ_TEACH% is the
share of the teaching function.

HOURZ_TEACH% = 100* ( LECT_HOURZ +LAB_HOURZ) / ( LECT_

HOURZ + LAB_HOURZ +RES_HOURZ +EXTN_HOURZ).
B507 HOURZ_RES% THE % OF TOT_HOURZ WHICH CAN BE ATTRIBUTED TO
RESEARCH WHETHER DIRECTLY OR INDIRECTLY. IF TOT_HOURZ
is attributed to only the 3 primary functions of a university, HOURZ_
RES% is the share of the RESEARCH function.

HOURZ_RES% = 100* RES_HOURZ / ( LECT_HOURZ + LAB_HOURZ

+RES_HOURZ +EXTN_HOURZ).
B508 HOURZ_EXTN% THE % OF TOT_HOURZ WHICH CAN BE ATTRIBUTED TO
EXTENSION SERVICE WHETHER DIRECTLY OR INDIRECTLY. IF
TOT_HOURZ is attributed to only the 3 primary functions of a university,
HOURZ_EXTN% is the share of the EXTENSION function.

HOURZ_EXTN% = 100* EXTN_HOURZ / ( LECT_HOURZ + LAB_

HOURZ +RES_HOURZ +EXTN_HOURZ).

The sum of all the three should be 100% because ALL of faculty time in the HEI has been attributed to
only the 3 main functions.

EXAMPLE (continued)

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Data Elements on an Institution 195

TEMPLATE H-51: PERCENTAGE DISTRIBUTION OF FACULTY BY PRIMARY

FUNCTION

THE 3 PRIMARY DATA ELEMENT

FUNCTIONS OF AN HEI HOURZ %
1 TEACHING ONLY 21,050 94.5% HOURZ_TEACH%
2 RESEARCH 990 4.4% HOURZ_RES%
3 EXTN SERVICE 240 1.1% HOURZ_EXTN%
SUM OF 3 ONLY 22,280 100.0%

REMARKS:
1. The pro-rating reveals that HOURZ_TEACH% = 94.5% ( = 21,050/ 22,260). Recall that TEACH_
%HOURZ = 83.6% (= 21,050/ 25,190) was the % of hours devoted DIRECTLY to teaching. In contrast,
94.5% is the fraction of total faculty hours which can be attributed directly and/or indirectly to the
teaching function.
2. If the total faculy salaries is P100M, this would imply that P 94.5M of it was spent directly or indirectly
for teaching.
3. Only HOURZ_RES%= 4.4 % (= 990/22.280) can be attributed directly or indirectly to research. This
suffers in comparison to teaching but if total HEI expenditures was P 100M, it still means that the HEI
devoted directly or indirectly P 4.4 M to research. That is not an insignificant sum and the HEI will do
well to find out what research output came out of that sum.
4. Extension service turns out to be a poor cousin to teaching and research because only HOURZ_
EXTN%= 1.1% ( = 240/22,280) was devoted directly or indirectly to extension service.
5. Observe that HOURZ_TEACH% + HOURZ_RES% + HOURZ_EXTN% should equal 100%.
EVENTUALLY, all of the faculty time in the HEI must be attributed to only the 3 main functions.

FACULTY LOAD IN TERMS OF LOAD CREDITS OR UNITS

The standard unit of measure of faculty workload is “units”, “teaching units”, “credit units” or “load credits”. If the
normal load of the faculty is 18 units per semester, the units could be apportioned among the following duties:
1. TEACHING AT THE ELEMENTARY LEVEL
2. TEACHING AT THE SECONDARY LEVEL
3. TEACHING AT THE PRE-BACCALAUREATE AND TECH/VOC LEVELS
4. TEACHING IN UNDERGRAD AND POST-BACC LECTURE CLASSES
5. TEACHING IN UNDERGRAD AND POST-BACC LAB AND OTHER NON-LECTURE
CLASSES
6. TEACHING IN GRADUATE LECTURE CLASSES
7. TEACHING IN GRADUATE LAB AND OTHER NON-LECTURE CLASSES
8. ADMINISTRATIVE DUTIES INSIDE THE HOME COLLEGE
9. ADMINISTRATIVE DUTIES INSIDE THE HEI OUTSIDE THE HOME COLLEGE
10. RESEARCH
11. EXTENSION SERVICE
12. STUDY ON OFFICIAL TIME OR STUDY AS PART OF NORMAL LOAD
13. STUDY BEYOND THE NORMAL LOAD
14. OFFICIAL LEAVE (e.g. SABBATICAL, SICK LEAVE, VACATION, etc.)
15. OTHER OFFICIAL DUTIES.
If there are 500 full-time faculty members in the HEI and their normal load is 18 units per semester, the potential
total is of course 9,000 units per semester. The subsequent question is: Out of the potential total 9,000 units,
how many units were spent in teaching? In research? In administration? The 9,000 units must be
accounted for. In other words, where did all the units go? The answer is important to the HEI administrators.
In analyzing the higher education sector, CHED will also need the answer.

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196 Data Elements on an Institution

Two units of measure will be used for the teaching load:

1. UNITS WITHOUT CREDIT LOAD MULTIPLIERS ( CLM)
2. UNITS WITH CLM

For instance, a faculty member teaching a 3-unit graduate subject could actually be credited with 4.5 units. In
effect, a CREDIT LOAD MULTIPLIER (CLM) of 1.50 has been applied. The teaching load without CLM is only
3.0 units but the teaching load with CLM is 4.5 units.

Teaching load without the CLM and teaching units WITH THE CLM will be tabulated separately.
For the HEI, the separate tally will enable it to compute the cost implications of the CLM.
For CHED, the distinction is important because the credit load multipliers have implications on the “effective
normal load” of the faculty. Consider for instance the usual 1.50 multiplier used for graduate classes.
Without the CLM, an 18-unit normal load means six 3-unit subjects. With the CLM, the 18-normal load
can be met with a teaching load of just four 3-unit graduate classes. The nominal normal load is still 18
units but with the CLM, the “effective normal load” is only 12 units ( = 18/1.50).

The credit load multipliers effectively reduce the normal load -- and therefore free up more time for
research or extension (although the CLM do free up some time for administration too!).

IMPORTANT
The data elements UGLECT1_UNITSXX, UGLAB1_UNITSXX, GRADLECT1_UNITSXX, GRADLAB1_
UNITSXX are pulled out from the individual faculty workload reports. If there are 200 faculty
members, these data elements are each the sum of 200 numbers.
In contrast, the data elements UGLECT_UNITSZZ, UGLAB_UNITSZZ, GRADLECT_UNITSZZ,
GRADLAB_UNITZZ are pulled out from the individual study loads of the students. If there are 5,000
students, these data elements are tallied from the study loads of 5,000 students.

B509 ELEM1_UNITSXX TOTAL UNITS ( WITHOUT CREDIT LOAD MULTIPLIERS) IN

TEACHING AT THE ELEMENTARY SCHOOL.

REMARKS:
At the undergraduate level, 1 “unit” means 3 lecture hours per week
over the 17-week semester. Units may be counted differently at the
elementary and secondary level.

B510 SECONDY1_UNITSXX TOTAL UNITS (WITHOUT CLM) IN TEACHING AT THE SECONDARY

SCHOOL.

See remarks above.

B511 TECHVOC1_UNITSXX TOTAL UNITS (WITHOUT CLM) IN TEACHING AT THE TECH/VOC
LEVEL AND THE PRE-BACCALAUREATE LEVELS
B512 UGLECT1_UNITSXX TOTAL UNITS ( WITHOUT CLM) IN TEACHING UNDERGRAD AND
POST-BACC LECTURE SUBJECTS.

EXAMPLE:
If 100 faculty members each handle four 3-unit undergrad lecture classes
and 200 faculty members each five 3-unit undergrad lecture subjects,
UGLECT1_UNITSXX = 100*12 +200*15 = 1,200 +3,000 = 4,200 units
without CLM. No credit load multipliers were applied.

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Data Elements on an Institution 197

B513 GRADLECT1_UNITSXX TOTAL UNITS (WITHOUT CLM) IN TEACHING GRADUATE

LECTURE SUBJECTS.

EXAMPLE:
If 20 faculty members each handle two 3-unit graduate lecture classes
and 10 faculty members each three 3-unit graduate lecture subjects,
GRADLECT1_UNITSXX = 20*6 + 10*9 = 120 +90 = 210 units without
CLM. No credit load multipliers are applied.
B514 UGLAB1_UNITSXX TOTAL UNITS (WITHOUT CLM) IN TEACHING UNDERGRAD AND
POST-BACC LAB AND OTHER NON-LECTURE SUBJECTS.

REMARKS: LAB AND OTHER LAB UNITS WITHOUT CLM

If faculty member teaches a 2-unit UG LAB subject, then UGLAB1_
UNITSXX=2.

Lecture units and laboratory units are separated because of costing

differentials.
B515 GRADLAB1_UNITSXX TOTAL UNITS (WITHOUT CLM) IN TEACHING GRADUATE LAB AND
OTHER NON-LECTURE SUBJECTS.

B516 ELEM2_UNITSXX TOTAL UNITS ( WITH CREDIT LOAD MULTIPLIERS) IN TEACHING

AT THE ELEMENTARY SCHOOL.
B517 SECONDY2_UNITSXX TOTAL UNITS (WITH CLM) IN TEACHING AT THE SECONDARY
SCHOOL.
B518 TECHVOC2_UNITSXX TOTAL UNITS (WITH CLM) IN TEACHING AT THE TECH/VOC AND
PRE-BACC LEVELS.

B519 UGLECT2_UNITSXX TOTAL UNITS ( WITH CLM) IN TEACHING UNDERGRAD AND

POST-BACC LECTURE SUBJECTS.

EXAMPLE:
For undergraduate subjects, multipliers may apply when the class size is
too big ( say more than 60) or it the subject is a General Education subject.
U.P. uses a multiplier for the GE subjects to encourage the senior faculty to
teach GE subjects. Note that multipliers are those used to allow a faculty
member to meet his normal load more easily – not necessarily to increase the
compensation!
B520 GRADLECT2_UNITSXX TOTAL UNITS (WITH CLM) IN TEACHING GRADUATE LECTURE
SUBJECTS.

EXAMPLE:
If 20 faculty members each handle two 3-unit graduate lecture classes
and 10 faculty members each three 3-unit graduate lecture subjects,
and if the usual multiplier 1.50 is used, then GRADLECT2_UNITSXX =
20*6*1.5 + 10*9*1.5 = 180 + 135 = 325 units with CLM.
B521 UGLAB2_UNITSXX TOTAL UNITS (WITH CLM) IN TEACHING UNDERGRADA LAB AND
OTHER NON-LECTURE SUBJECTS.

REMARKS: LAB AND OTHER LAB UNITS WITH CLM

In most HEIs, teaching a lab class means less units for the faculty. If a faculty
member teaches a 3-hour lecture class, he is credited 3 units (or more). If a
faculty member teaches a 3-hour lab, he is credited with only 1.0, 1.50 or 2.0
units depending on the rules of the HEI. The application of the CLM for lab
actually means less units, not more units. The rationale is that there is more
preparation work needed for a 3-hour lecture than a 3-hour lab.

In an HEI, if there is a dispute on crediting teaching load, the VPAA will be the
final authority.

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198 Data Elements on an Institution

B522 GRADLAB2_UNITSXX TOTAL UNITS (WITH CLM) IN TEACHING GRADUATE LAB AND
OTHER NON-LECTURE SUBJECTS.

If a faculty member teaches a 3-unit graduate lab subject, then GRADLAB2_

UNITSXX = 1.50 or 2.0 depending on the rules of the HEI.
B523 TEACH1_UNITSXX TOTAL UNITS (WITHOUT THE LOAD MULTIPLIERS) DEVOTED TO
TEACHING AT ALL LEVELS.

TEACH_UNITSXX = ELEM_UNITSXX + SECONDY_UNITSXX

+ TV_UNITSXX + UGLECT1_UNITSXX + UGLAB1_UNITSXX +
GRADLECT1_UNITSXX + GRADLAB1_UNITSXX.

B524 TEACH2_UNITSXX TOTAL UNITS (WITH THE LOAD MULTIPLIERS) DEVOTED TO

TEACHING AT ALL LEVELS.

TEACH_UNITSXX = ELEM_UNITSXX + SECONDY_UNITSXX

+ TV_UNITSXX + UGLECT2_UNITSXX + UGLAB2_UNITSXX +
GRADLECT2_UNITSXX + GRADLAB2_UNITSXX.

B525 ADMIN1_UNITSXX TOTAL UNITS RENDERED IN OFFICIAL ADMIN DUTIES INSIDE

THE HOME COLLEGE

REMARKS: Officially-recognized load reductions such as those given to deans

and department chairs. Typically deans get 6 to 12 units while dept chairs get
3 to 6 units for administrative work. If the faculty member is recruited as a full-
time administrator (e.g. as Vice-President), then the entire 18 units normal load
has been, in effect, devoted to administrative duties. The 9 unit for a dean,
the 6 units for a dept chair and the 18 units for a VP all form part of ADMIN_
UNITSXX.

Do not include units for “committee work”, etc. if there are no official load
reductions for such work.
B526 ADMIN2_UNITSXX TOTAL UNITS RENDERED IN OFFICIAL ADMIN DUTIES INSIDE THE
HEI BUT OUTSIDE HOME COLLEGE

REMARKS: Officially-recognized load reductions such as those given to deans

and department chairs. Typically deans get 6 to 12 units while dept chairs get
3 to 6 units for administrative work. If the faculty member is recruited as a full-
time administrator (e.g. as Vice-President), then the entire 18 units normal load
has been, in effect, devoted to administrative duties. The 9 unit for a dean,
the 6 units for a dept chair and the 18 units for a VP all form part of ADMIN_
UNITSXX.

Do not include units for “committee work”, etc. if there are no official load
reductions for such work.
B527 STUDY1_UNITSXX TOTAL UNITS CREDITED TO THE FACULTY FOR STUDYING ON
OFFICIAL TIME

REMARKS: These are load reductions given to faculty members pursuing

advanced degrees. If the normal load is 18 units, the faculty member might
teach 12 units and then be allowed some “time off” to enroll in 6 graduate units.
The 6 units will form part of STUDY1_UNITSXX. If a faculty member is on full
study leave with pay, he is completely off from teaching. In effect his 18 unit
load for the semester has been devoted to studying on official time. Include
these 18 units in STUDY1_UNITSXX.

Study must lead toward an advanced degree in the discipline where faculty
member is teaching. If the faculty member is teaching Chemistry, do not
include time off in pursuit of an MBA , PhD Education (Chemistry), etc.

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Data Elements on an Institution 199

B528 STUDY2_UNITSXX TOTAL UNITS ENROLLED IN BY THE FACULTY OUTSIDE OFFICIAL

TIME.

REMARKS; These are the units enrolled in by a faculty member pursuing an

advanced degree beyond what was allowed by the HEI. If the normal load is 18
units, the faculty teaches 12 units and is given 6 units time off for studying – but
the student enrolls in 9 units. The 6 units are part of STUDY1_UNITSXX but
the remaining 3 units are part of STUDY2_UNITSXX.
B529 RES_UNITSXX TOTAL UNITS CREDITED TO THE FACULTY FOR DOING
RESEARCH

REMARKS: Include only official load reductions for research. If the normal load
is 18 units per semester and the faculty is given 18 credit units for research,
the faculty member will not have to teach anything. If the faculty is given 6
units for research, then the faculty can get away with only 12 units of teaching.
It is not critical whether the research is funded or not: the crucial element is
that the faculty member is being given some time off for teaching so he can do
research.

Include only units officially recognized by the VPAA. Self-declaration by the

faculty, especially for “unfunded research” or “independent research” will not
suffice. No faculty can claim more than 18 units for research if the total normal
load is only 18 units.

B530 EXTN_UNITSXX TOTAL UNITS CREDITED TO THE FACULTY FOR DOING

EXTENSION WORK

REMARKS: Include only officially-recognized units for extension services.

Self-declaration of the faculty for 9 units of “extension service” will not suffice.
There must be official recognition by the VPAA that the faculty can reduce his
teaching load because of extension services.
B531 LEAVE_UNITSXX TOTAL UNITS CREDITED TO THE FACULTY FOR OFFICIAL LEAVES
(e.g. SICK LEAVE, MATERNITY, etc.)

REMARKS: A faculty member on sabbatical during a semester is, in effect, “on

official leave” for 18 units for the semester. A faculty member on maternity leave
with pay for 2 months out of a 5-month semester is, in effect, “on official leave”
for 7.2 units or 2/5 of the 18 unit load per semester. A faculty member on official
sick leave for 1 month is in effect on official leave for 3.6 units or 1/5 of the
normal load of 18 units. Add these all up to obtain LEAVE_UNITSXX. Do not
include leaves without pay because, in effect, no service has been rendered.
B532 TOT1_UNITSXX TOTAL UNITS (WITHOUT CREDIT LOAD MULTIPLIERS)
RENDERED BY THE FACULTY IN ALL OFFICIAL DUTIES
COMBINED.

Formula: TOT_UNITSXX = LECT1_UNITSXX + LAB1_UNITSXX

+ADMIN1_UNITSXX + ADMIN2_UNITSXX + STUDY1_UNITSXX +
RES_UNITSXX +EXTN_UNITSXX + LEAVE_UNITSXX.

• Teaching units are without credit load multipliers. LECT2_

UNITSXX and LAB2_UNITSXX are not included in the sum
because it would mean double-counting the teaching load.
• STUDY2_UNITSXX2 is not part of the sum because this is
studying beyond the faculty load. The faculty member is, in
effect, studying on his own time and is not earning any credits
toward fulfilling his 18 unit normal load.

Compare with TOT2_UNITSXX.

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200 Data Elements on an Institution

B533 TOT2_UNITSXX TOTAL UNITS (WITH CREDIT LOAD MULTIPLIERS) RENDERED BY

THE FACULTY IN ALL OFFICIAL DUTIES COMBINED.

Formula: TOT_UNITSXX = LECT2_UNITSXX + LAB2_UNITSXX

+ADMIN1_UNITSXX + ADMIN2_UNITSXX + STUDY1_UNITSXX +
RES_UNITSXX +EXTN_UNITSXX + LEAVE_UNITSXX.

• Teaching units WITH CREDIT LOAD MULTIPLIERS are in the

sum. This time around, LECT1_UNITSXX and LAB1_UNITSXX
are not included in the sum because it would mean double-
counting the teaching load.
• STUDY2_UNITSXX2 is still not part of the sum because this
is studying beyond the faculty load. The faculty member is, in
effect, studying on his own time and is not earning any credits
toward fulfilling his 18 unit normal load.
• Compare with TOT1_UNITSXX above.

THE AGGREGATE EFFECT OF THE CREDIT LOAD MULTIPLIERS

For the HEI as a whole, what is the overall effect of credit load multipliers? What is the implication for the
faculty members? What is the cost implication for the HEI?

B534 CLM_%EFFECT THE CUMULATIVE EFFECT OF CREDIT LOAD MULTIPLIERS IN

TEACHING.

FORMULA:
CLM1_%EFFECT = (TEACH2_UNITSXX/ TEACH1_UNITSXX) -1

EXAMPLE:
• Suppose TEACH1_UNITSXX = 4,000 ( units in all teaching
without the credit load multipliers).
• Suppose further that TEACH2_UNITSXX = 4,500 (units WITH
the credit load multipliers).
• Then CLM_%EFFECT = 4500/4000 -1 = 12.5%. This means
the cumulative effect of load multipliers on teaching units is an
additional 12.5%.
• From the point of view of the HEI this could mean additional
12.5% cost because of the credit load multipliers. If total faculty
salaries is P 100M, this could mean an additional P12.5M cost.
• From the point of view of the faculty, the 12.5% effect of the
multipliers means that the normal load has been effectively
reduced to 16.0 units ( =18/1.125). This could mean extra time
for research or extension services.
• The 12.5% value applies to a specific semester because the
mix of subjects might be different in other semesters.

WHAT PERCENTAGE OF TOTAL UNITS WENT DIRECTLY TO TEACHING? ADMINISTRATION?

STUDYING ON OFFICIAL TIME?

The data elements immediately below are parallel to UGLECT_%HOURZ, UGLAB_%HOURZ, RES_%HOURZ,
etc. except that the HOURZ elements were computed based on total hours reported. In contrast, the data
elements immediately below are computed based on total units reported.

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Data Elements on an Institution 201

B535 ELEM2_%UNITSXX AS A % OF TOT2_UNITSXX, TOTAL UNITS ( WITH CREDIT LOAD

MULTIPLIERS) IN TEACHING AT THE ELEMENTARY SCHOOL.
B536 SECONDY2_%UNITSXX AS A % OF TOT2_UNITSXX, TOTAL UNITS (WITH CLM) IN
TEACHING AT THE SECONDARY SCHOOL.
B537 TECHVOC2_%UNITSXX AS A % OF TOT2_UNITSXX, TOTAL UNITS (WITH CLM) IN
TEACHING AT THE TECH/VOC AND PRE-BACC LEVELS.
B538 UGLECT2_%UNITSXX AS A % OF TOT2_UNITSXX, TOTAL UNITS ( WITH CLM) IN
TEACHING UNDERGRAD AND POST-BACC LECTURE SUBJECTS.

EXAMPLE:
If UGLECT2_UNITSXX= 5,500 and TOT2_UNITSXX = 10, 960 then
UGLECT2_%UNITSXX = 50.2% (=5500/10960). This means that 50.2% of
total faculty load reported is devoted directly to teaching undergrad lecture
subjects.

B539 GRADLECT2_%UNITSXX AS A % OF TOT2_UNITSXX, TOTAL UNITS (WITH CLM) IN

TEACHING GRADUATE LECTURE SUBJECTS.
B540 UGLAB2_%UNITSXX AS A % OF TOT2_UNITSXX, TOTAL UNITS (WITH CLM) IN
TEACHING UNDERGRAD AND POST-BACC LAB AND OTHER NON-
LECTURE SUBJECTS.
B541 GRADLAB2_%UNITSXX AS A % OF TOT2_UNITSXX, TOTAL UNITS (WITH CLM) IN
TEACHING GRADUATE LAB AND OTHER NON-LECTURE
SUBJECTS.
B542 TEACH1_%UNITSXX AS A % OF TOT2_UNITSXX, TOTAL UNITS (WITHOUT THE
LOAD MULTIPLIERS) DEVOTED DIRECTLY TO TEACHING AT ALL
LEVELS.

TEACH_%UNITSXX = 100* TEACH1_UNITSXX/ TOT2_UNITSXX

= ELEM_%UNITSXX + SECONDY_%UNITSXX + TV_%UNITSXX
+ UGLECT1_%UNITSXX + UGLAB1_%UNITSXX + GRADLECT1_
%UNITSXX + GRADLAB1_%UNITSXX.

This data element does not yet reflect the indirect costs of teaching.
See TEACHING%.
B543 TEACH2_%UNITSXX AS A % OF TOT2_UNITSXX, TOTAL UNITS (WITH THE LOAD
MULTIPLIERS) DEVOTED DIRECTLY TO TEACHING AT ALL
LEVELS.

TEACH_%UNITSXX = 200* TEACH2_UNITSXX/ TOT2_UNITSXX

= ELEM_%UNITSXX + SECONDY_%UNITSXX + TV_%UNITSXX
+ UGLECT2_%UNITSXX + UGLAB2_%UNITSXX + GRADLECT2_
%UNITSXX + GRADLAB2_%UNITSXX.

This data element does not yet reflect the indirect costs of teaching.
See TEACHING%. See also CLM_%EFFECT.

B544 ADMIN1_%UNITSXX AS A % OF TOT2_UNITSXX, TOTAL UNITS RENDERED IN

OFFICIAL ADMIN DUTIES INSIDE THE HOME COLLEGE
B545 ADMIN2_%UNITSXX AS A % OF TOT2_UNITSXX, TOTAL UNITS RENDERED IN OFFICIAL
ADMIN DUTIES INSIDE THE HEI BUT OUTSIDE HOME COLLEGE

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202 Data Elements on an Institution

B546 STUDY1_%UNITSXX AS A % OF TOT2_UNITSXX, TOTAL UNITS CREDITED TO THE

FACULTY FOR STUDYING ON OFFICIAL TIME

EXAMPLE:
If STUDY1_UNITSXX= 330 and TOT2_UNITSXX = 10, 960 then
STUDY1_%UNITSXX = 3.0 % (= 330/10960). This means that 3.0
% of total reported faculty load is devoted to studying on official time.
This represents an investment in faculty development. If total faculty
compensation is P100M, it means P 3.0M has been invested in faculty
development.
B547 STUDY2_%UNITSXX AS A % OF TOT2_UNITSXX, TOTAL UNITS ENROLLED IN BY THE
FACULTY OUTSIDE OFFICIAL TIME.

EXAMPLE:
Recall that STUDY2_UNITSXX is NOT part of the 10,960. These are the units
of studying done by faculty members after they teach their normal teaching
loads. This is studying beyond the full teaching loads.

If STUDY2_UNITSXX= 110 and TOT2_UNITSXX = 10, 960 then STUDY2_

%UNITSXX = 1.0 % (= 110/10960). This means that studying beyond the full
teaching load is equivalent to 1.0 % of total reported faculty load.
This represents an investment by the individual faculty members in their
own faculty development.
It also means that studying beyond the full teaching load is causing a
“1.0% overtime” on the faculty as a whole. From the macro point of
view of the HEI, the 1.0% overtime is negligible. From the point of
view of the faculty members who are actually studying, it could mean
substantial overtime!
B548 RES_%UNITSXX AS A % OF TOT2_UNITSXX, TOTAL UNITS CREDITED TO THE
FACULTY FOR DOING RESEARCH

EXAMPLE:
If RES_UNITSXX= 750 and TOT2_UNITSXX = 10, 960 then RES_%UNITSXX
= 6.8 % (= 750/10960). This means that 6.8% of total faculty load is devoted
directly to the RESEARCH function of the university. This does not yet reflect
the indirect costs of research. See RESEARCH%.
B549 EXTN_%UNITSXX AS A % OF TOT2_UNITSXX, TOTAL UNITS CREDITED TO THE
FACULTY FOR DOING EXTENSION WORK

EXAMPLE:
If EXTN_UNITSXX= 210 and TOT2_UNITSXX = 10, 960 then EXTN_
%UNITSXX = 1.9 % (= 210/10960). This means that 1.9% of total faculty load
is devoted directly to the EXTENSION OR PUBLIC SERVICE function of the
university. This does not include the indirect costs of extension services. See
EXTNSERV%.
B550 LEAVE_%UNITSXX AS A % OF TOT2_UNITSXX, TOTAL UNITS CREDITED TO THE
FACULTY FOR OFFICIAL LEAVES (e.g. SICK LEAVE, MATERNITY, etc.)
B551 TOT1_%UNITSXX AS A % OF TOT2_UNITSXX , THE TOTAL UNITS (WITHOUT
CREDIT LOAD MULTIPLIERS) RENDERED BY THE FACULTY IN
ALL OFFICIAL DUTIES COMBINED.

EXAMPLE:
If TOT1_UNITSXX = 10,000 UNITS ( without the miltipliers) and TOT2_
UNITSXX = 10, 960 with the multipliers, this means that the credit load
multipliers imply a then RES_%UNITSXX = 6.8 % (= 750/10960). This means
that 6.8% of total faculty load is devoted directly to the RESEARCH function of
the university.
B552 TOT2_%UNITSXX This is of course 100% because the denominators in all of the above is
TOT2_UNITSXX.

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Data Elements on an Institution 203

HOW MANY FTE FACULTY WERE DEVOTED TO EACH FACULTY DUTY?

If TOT_UNITSXX = 9,000 units and the normal load is 18 units per semester, the total load is equivalent to 500
( = 9000/18) FTE faculty. How many FTE faculty were in teaching? In administration? In research?

B553 ELEM2_XXFTEFAC TOTAL FTE FACULTY IN TEACHING AT THE ELEMENTARY SCHOOL.

B554 SECONDY2_XXFTEFAC TOTAL FTE FACULTY IN TEACHING AT THE SECONDARY SCHOOL

B555 TECHVOC2_XXFTEFAC TOTAL FTE FACULTY IN TEACHING AT THE TECH/VOC LEVEL.

B556 UGLECT2_XXFTEFAC TOTAL FTE FACULTY IN TEACHING UNDERGRAD LECTURE SUBJECTS.

B557 GRADLECT2_XXFTEFAC TOTAL FTE FACULTY IN TEACHING GRADUATE LECTURE SUBJECTS

B558 UGLAB2_XXFTEFAC TOTAL FTE FACULTY IN TEACHING UNDERGRAD LAB AND OTHER NON-
LECTURE SUBJECTS.
B559 GRADLAB2_XXFTEFAC TOTAL FTE FACULTY IN TEACHING GRADUATE LAB AND OTHER NON-
LECTURE SUBJECTS.
B560 TEACH_XXFTEFAC TOTAL FTE FACULTY DEVOTED TO TEACHING AT ALL LEVELS
COMBINED

TEACH_XXFTEFAC = ELEM_XXFTEFAC + SECONDY_XXFTEFAC + TV_

XXFTEFAC + UGLECT2_XXFTEFAC + UGLAB2_XXFTEFAC + GRADLECT2_
XXFTEFAC + GRADLAB2_XXFTEFAC.
B561 ADMIN1_XXFTEFAC TOTAL FTE FACULTY IN OFFICIAL ADMIN DUTIES INSIDE THE HOME
COLLEGE
B562 ADMIN2_XXFTEFAC TOTAL FTE FACULTY IN OFFICIAL ADMIN DUTIES INSIDE THE HEI BUT
OUTSIDE HOME COLLEGE
B563 STUDY1_XXFTEFAC TOTAL FTE FACULTY STUDYING ON OFFICIAL TIME
B564 STUDY2_XXFTEFAC TOTAL FTE FACULTY DEVOTED TO STUDYING BEYOND FULL TEACHING
LOADS.
B565 RES_XXFTEFAC TOTAL UNITS CREDITED TO THE FACULTY FOR DOING RESEARCH
B566 EXTN_XXFTEFAC TOTAL UNITS CREDITED TO THE FACULTY FOR DOING
EXTENSION WORK
B567 LEAVE_XXFTEFAC TOTAL UNITS CREDITED TO THE FACULTY FOR OFFICIAL LEAVES (e.g.
SICK LEAVE, MATERNITY, etc.)
B568 TOT1_XXFTEFAC WITHOUT CREDIT LOAD MULTIPLIERS, THE TOTAL FTE FACULTY
IN ALL OFFICIAL DUTIES COMBINED.

Formula: TOT_XXFTEFAC = LECT1_XXFTEFAC + LAB1_XXFTEFAC

+ADMIN1_XXFTEFAC + ADMIN2_XXFTEFAC + STUDY1_XXFTEFAC +
RES_XXFTEFAC +EXTN_XXFTEFAC + LEAVE_XXFTEFAC.
B569 TOT2_XXFTEFAC WITH CREDIT LOAD MULTIPLIERS, TOTAL FTE FACULTY IN ALL
OFFICIAL DUTIES COMBINED.

Formula: TOT_XXFTEFAC = LECT2_XXFTEFAC + LAB2_XXFTEFAC

+ADMIN1_XXFTEFAC + ADMIN2_XXFTEFAC + STUDY1_XXFTEFAC +
RES_XXFTEFAC +EXTN_XXFTEFAC + LEAVE_XXFTEFAC.

WHAT IS THE AVERAGE WORKLOAD PER FACULTY?

The average load per faculty should be computed separately for each of the five faculty groups. Indeed, the
grouping was necessary to facilitate the averaging.

This average load per faculty (whether teaching load or total load per faculty) is a fraction with a numerator and
a denominator.

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204 Data Elements on an Institution

THE NUMERATOR
The numerator will be the UNITSXX data elements. Assuming the tallies are correct, LECT1_UNITSXX must
be equal to the total units of all classes and sections offered in that semester. If 1,000 3-unit lecture classes and
200 5-unit lecture classes were taught by Group A ( FULL-TIME TENURED OR ON TENURE TRACK), then
LECT1_UNITSXX should be equal to 3*1000 +5*200 = 3,000 + 1,000 = 4,000 units.

THE DENOMINATOR
1. If the group under discussion is GROUP A: FULL-TIME TENURED FACULTY OR ON TENURE TRACK,
then the denominator will be the no. of faculty members in this group. To be more precise, it is the no.
of them who are in the HEI payroll as of July 1, the national census day for CHED. If they were not on
the payroll at that time, they cannot be part of the average. If the faculty member was on the payroll but
did not actually teach, he should be part of the denominator anyway. The numerator should of course
be TOT_UNITSXX and the other UNITSXX elements for this group only. Since all of them are full-time,
the same NORMALLOAD applies.

2. If the group under discussion is GROUP B: TENURED HALF-TIME FACULTY, then the denominator will
be all of them who were in the payroll on the national census day. The numerator will be TOT_UNITSXX
and other UNITSXX data elements for this group only. The NORMALLOAD will be only half the usual,
say 9 units.

3. If the group is GROUP C: FULL-TIME FACULTY BUT NOT ON TENURE TRACK, the denominator will
be all of them on the payroll on the national census day. The numerator will be the UNITSXX series for
this group only. The NORMALLOAD will be the usual 18 units or whatever it is for the HEI.

4. If the group is GROUP D: TEACHING FELLOWS, ASSOCIATES AND ASSISTANTS, then the
denominator will be all of them on the payroll. The numerator will be the UNITSXX series for this group
only. The NORMALLOAD will be whatever is set for them by the HEI. Typically this is 6 units per
semester.

5. For the last group, GROUP E: ALL OTHER PART-TIME FACULTY ( LECTURERS, ETC), the denominator
will be all of them who were in the service during that semester. Those who had no teaching load in that
semester should not be in the denominator. The numerator will be UNITSXX for their group only. Most
likely this will only mean LECT1_UNITSXX, LECT2_UNITSXX, LAB1_UNITSXX and LAB2_UNITSXX.
All others would be zero. There is no prescribed normal load and this is precisely why they are grouped
together.

AVERAGE FACULTY LOADS: UNITS PER FACULTY

What is the average no. of units per faculty member? Units per faculty for teaching lecture subjects. Units per
faculty for teaching lab or non-lecture subjects. Units per faculty for administrative duties, etc. In general, are
the faculty members overloaded, underloaded or just right?

Let FACNUM be the no. of faculty members in the group who are in the service of the HEIl on July 1, the
census day. Exclude those on AWOL or official leave without pay . Include those on leave with pay.

B570 ELEM2_AVGUNITSXX AVERAGE NO. OF UNITS PER FACULTY IN TEACHING AT THE

ELEMENTARY SCHOOL.
B571 SECONDY2_AVGUNITSXX AVERAGE NO. OF UNITS PER FACULTY IN TEACHING AT THE
SECONDARY SCHOOL.
B572 TECHVOC2_AVGUNITSXX AVERAGE NO. OF UNITS PER FACULTY IN TEACHING AT THE
TECH/VOC AND PRE-BACC LEVELS.

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Data Elements on an Institution 205

B573 UGLECT2_AVGUNITSXX AVERAGE NO. OF UNITS (WITH CLM) PER FACULTY IN

TEACHING UNDERGRAD AND POST-BACC LECTURE
SUBJECTS.

FORMULA:
UGLECT2_AVGUNITSXX = UGLECT2_UNITSXX/ FACNUM.
B574 GRADLECT2_AVGUNITSXX AVERAGE NO. OF UNITS (WITH CLM) PER FACULTY IN
TEACHING GRADUATE LECTURE SUBJECTS.
B575 UGLAB2_AVGUNITSXX AVERAGE NO. OF UNITS (WITH CLM) PER FACULTY IN
TEACHING UNDERGRAD AND POST-BACC LAB AND OTHER
NON-LECTURE SUBJECTS.
B576 GRADLAB2_AVGUNITSXX AVERAGE NO. OF UNITS (WITH CLM) PER FACULTY IN
TEACHING GRADUATE LAB AND OTHER NON-LECTURE
SUBJECTS.
B577 TEACH_AVGUNITSXX AVERAGE NO. OF UNITS (WITH CLM) PER FACULTY FOR
TEACHING AT ALL LEVELS COMBINED

REMARKS:
This is only the average teaching load per faculty and excludes the
non-teaching duties such as administration, study, research, etc.
This is not yet the total load per faculty.
If the normal load is 18 units, it would be ideal for TEACH_
AVGUNITSXX to hover around 15.0 so that 3 units ( or 16.7% of
18 units) can be devoted to non-teaching duties. If the average
teaching load alone is already 18 units, there will be no time for the
non-teaching duties, notably research.
B578 ADMIN1_AVGUNITSXX AVERAGE NO. OF UNITS PER FACULTY IN OFFICIAL ADMIN
DUTIES INSIDE THE HOME COLLEGE
B579 ADMIN2_AVGUNITSXX AVERAGE NO. OF UNITS PER FACULTY IN OFFICIAL ADMIN
DUTIES INSIDE THE HEI BUT OUTSIDE HOME COLLEGE
B580 STUDY1_AVGUNITSXX AVERAGE NO. OF UNITS PER FACULTY STUDYING ON
OFFICIAL TIME
B581 STUDY2_AVGUNITSXX AVERAGE NO. OF UNITS PER FACULTY DEVOTED TO
STUDYING BEYOND FULL TEACHING LOADS.
B582 RES_AVGUNITSXX AVERAGE NO. OF UNITS PER FACULTY FOR RESEARCH.

FORMULA:
RES_AVGUNITSXX = RES_UNITSXX/ FACNUM.

Recall that FACNUM is the total no. of faculty members IN THE GROUP
being discussed. These must be faculty members currently in the service of
the HEI.
B583 EXTN_AVGUNITSXX AVERAGE NO. OF UNITS PER FACULTY FOR EXTENSION
SERVICE.
B584 LEAVE_AVGUNITSXX AVERAGE NO. OF UNITS PER FACULTY IN OFFICIAL LEAVES
WITH PAY.
B585 TOT1_AVGUNITSXX WITHOUT CREDIT LOAD MULTIPLIERS (CLM), THE AVERAGE
NO. OF UNITS PER FACULTY IN ALL OFFICIAL DUTIES
COMBINED.

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206 Data Elements on an Institution

B586 TOT2_AVGUNITSXX WITH CREDIT LOAD MULTIPLIERS, AVERAGE NO. OF UNITS

PER FACULTY IN ALL OFFICIAL DUTIES COMBINED.

FORMULA:
TOT2_AVGUNITSXX = TOT2_UNITSXX/ FACNUM.

Recall that FACNUM is the total no. of faculty members IN THE GROUP
being discussed. These must be faculty members currently in the service
of the HEI. Exclude those on AWOL or official leave without pay . Include
those on leave with pay.

REMARKS:
• If TOT2_AVGUNITSXX < 18.0 units., the faculty as a whole
are underloaded.
• If TOT2_AVGUNITSXX > 18.0 units., the faculty as a whole
are overloaded.
• If TOT2_AVGUNITSXX = 17.0 units, it means that 5.55 %
(=1/18) of total faculty units cannot be accounted for. If
total faculty payroll is P 100M, this means P 5.55M cannot
be accounted for!
• If TOT2_AVGUNITSXX = 16.0 units, it means that 11.1% (
=2/18) of total faculty units cannot be accounted for. If total
faculty payroll is P100M, this means that P 11.1M cannot be
accounted for!
• If the financial survival of the HEI is in the balance, there is
need for some investigation. This should merit a close look
by the HEI officials – even if one likely explanation is that
many faculty members are not filling up or submitting their
Faculty Workload Reports.
• If TOT2_AVGUNITSXX =19.0 units, it means that faculty
members as a whole render 5.55% “overtime”. This could
mean additional costs for the HEI.

ILLUSTRATIVE EXAMPLE: CREDIT UNITS OF 600 FACULTY MEMBERS

Suppose 600 faculty members in the group of all full-time faculty members add up their total unit credits (WITH
CLM) reported in their Faculty Workload Reports (FWR). Suppose further that all 600 faculty members are
currently in the service of the HEI. The task of compiling the total workloads of 600 faculty members can be
done using an electronic spreadsheet on a personal computer. Imagine a giant matrix with 600 rows and about
20 columns! The dummy table bellow shows what the total workloads of 600 full-time faculty members could
be:

TEMPLATE H-52: CREDIT UNITS OF FACULTY BY FACULTY DUTY

AVERAGE PER
FACULTY DUTIES DATA ELEMENT UNITSXX %UNITSXX XXFTEF FACULTY
1 UNITS (WITH CLM) ELEM_UNITSXX 700 6.4% 38.9 1.17
TEACHING IN
ELEMENTARY SCHOOL
2 UNITS (WITH CLM) SECONDY_UNITSXX 500 4.6% 27.8 0.83
TEACHING IN
SECONDARY SCHOOL
3 UNITS (WITH CLM) TECHVOC_UNITSXX 120 1.1% 6.7 0.20
TEACHING IN TECH/ VOC
CLASSES

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Data Elements on an Institution 207

4 UNITS (WITH CLM) UGLECT2 _UNITSXX 5,500 50.2% 305.6 9.17

TEACHING UNDERGRAD
LECTURE
5 UNITS (WITH CLM) UGLAB2_UNITSXX 600 5.5% 33.3 1.00
TEACHING UNDERGRAD
LABS AND OTHER NON-
LECT CLASSES.
6 UNITS (WITH CLM) GRADLECT2_ 700 6.4% 38.9 1.17
TEACHING GRADUATE UNITSXX
LECTURE
7 UNITS (WITH CLM) GRADLAB2_ 200 1.8% 11.1 0.33
TEACHING GRADUATE UNITSXX
LABS AND OTHER NON-
LECTURE CLASSES.
8 UNITS IN ADMIN_UNITSXX 850 7.8% 47.2 1.42
ADMINISTRATIVE DUTIES

9 UNITS STUDYING ON STUDY1_UNITSXX 330 3.0% 18.3 0.55

OFFICIAL TIME
10 UNITS STUDYING STUDY2_UNITSXX -
BEYOND NORMAL -
TEACHING LOAD
11 UNITS IN RESEARCH RES_UNITSXX 750 6.8% 41.7 1.25
12 UNITS IN EXTN SERVICE EXTN_UNITSXX 210 1.9% 11.7 0.35
13 UNITS: OFFICIAL LEAVE LEAVE_UNITSXX 500 4.6% 27.8 0.83
WITH PAY
TOTAL (FOR 600 TOT2_UNITSXX 10,960 100.0% 608.9 18.27
FACULTY IN THE
SERVICE)

SOME REMARKS:

1. The 700 units in elementary school teaching means that ELEM_FTEFAC = 38.9 FTE faculty ( = 700/18)
are devoted to teaching at the elementary level. This represents 6.4% ( = 700/ 10960) of total faculty
units. If the total HEI faculty payroll is P 100 M, this implies that P 6.4M is devoted directly to the
elementary school. This does not yet include the indirect costs.
2. The 120 units in Tech/Voc teaching means that TV_XXFTEFAC = 6.7 FTE faculty ( = 120/18) are
devoted to teaching tech/voc classes. This of course is not the actual headcount of faculty members
teaching at this level.
3. The 850 units devoted to administrative duties implies that ADMIN_XXTEFAC= 47.2 FTE faculty
( = 850/18) are in administration. This is equivalent to releasing 47.2 faculty members to full-time
administrative duties. This represents 7.8% ( = 850/10960) of total faculty time is devoted to administration.
If the total faculty payroll is P 100M, it means that P 7.8M has been spent in administration. This is in
addition to all the non-teaching staff who are also in full-time administration.
4. The 750 units in research means RES_XXFTEFAC = 41.7 FTE faculty ( = 850/18). It is as if 41.7 faculty
members were assigned to full-time research. It might be prudent for the VPAA or the President to
inquire what research output came from 41.7 FTE faculty. This represents 6.8% of total faculty time.
If the faculty payroll is P100M, this means P 6.8M has been committed to research. This is not an
insignificant amount and it does not even include any MOOE components!
5. The total 10,960 units when spread over the 600 faculty members in the group and currently in the
service of the HEI means TOT2_XXFTEFAC = 608.9 FTE faculty.
6. The 600 faculty members in the service rendered services equivalent to 608.9 FTE faculty! This
means full utilization of faculty resources.
7. TOT2_AVGUNITSXX = 18.27 per faculty member in the group. If we combine teaching load,
administrative load, study load, research load, etc. the average per faculty member in the group is
18.27 units per faculty. Since this exceeds the normal 18 units, it means the faculty as a whole are
overloaded. The 0.27 may look negligible to one faculty member but to the HEI it represents 1.5% ( =
0.27/18) “overtime” for all faculty members. If the total faculty salaries is P 100M, the 1.5% “overtime”

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208 Data Elements on an Institution

could mean an additional P1.5M for overload honoraria. An HEI (whether private or public-funded )
has to monitor such overloads. This important job usually belongs to the VPAA.
8. What if TOT2_AVGUNITSXX < 18.0? See remarks in the definition above.

9. The table above can be compiled within the HEI only if faculty members religiously fill up and submit
their Faculty Workload Reports. Using only an electronic spreadsheet and a generic computer, an HEI
can easily compile such a table. All it needs is political will. There is more pressure to do it in a private
HEI because every overload or underload means thousands or millions of pesos. Actually, even the
SUCs should be compiling such tables.

SOME REMARKS ON THE WORKLOADS OF THE PART-TIME FACULTY.

Full-time faculty members perform all the faculty duties listed above. This does not usually apply for the part-time
faculty members such as lecturers, teaching associates and assistants, professors emeriti, visiting professors,
adjunct or affiliate faculty, etc. As a general rule, the part-time faculty are not assigned administrative
duties, are not entitled to load reductions for study, research or extension service. They are not entitled
to official leaves with pay either.

All the data elements on faculty workload could be used on them. However, for the part-time faculty, STUDY1_
UNITSXX, STUDY2_UNITSXX, ADMIN1_UNITSXX, ADMIN2_UNITSXX, RES_UNITSXX, EXTN_UNITSXX,
and LEAVE_UNITSXX are all probably zeroes.

WHAT IF ALL THE FACULTY UNITS HAVE TO BE ATTRIBUTED TO ONLY THE 3 PRIMARY
FUNCTIONS?

In a higher education institution, every activity is eventually attributed to just the 3 primary functions:
TEACHING (or INSTRUCTION), RESEARCH and EXTENSION SERVICE -- or T,R,E for short.

B587 TEACHING% OUT OF TOTAL UNITS OF FACULTY LOAD, THE % WHICH CAN
BE ATTRIBUTED DIRECTLY OR INDIRECTLY TO THE TEACHING
FUNCTION.

TEACHING% = 100* ( LECT_UNITSXX +LAB_UNITSXX) / ( LECT_

UNITSXX + LAB_UNITSXX +RES_UNITSXX +EXTN_UNITSXX).

This percentage reflects both the direct costs and indirect costs of
teaching.
B588 RESEARCH% OUT OF TOTAL UNITS OF FACULTY LOAD, THE % WHICH CAN
BE ATTRIBUTED DIRECTLY OR INDIRECTLY TO THE RESEARCH
FUNCTION.

RESEARCH% = 100* RES_UNITSXX / ( LECT_UNITSXX + LAB_

UNITSXX +RES_UNITSXX +EXTN_UNITSXX).
B589 EXTNSERV% OUT OF TOTAL FACULTY UNITS, THE % WHICH CAN BE
ATTRIBUTED DIRECTLY OR INDIRECTLY TO THE EXTENSION
SERVICE FUNCTION.

EXTNSERV% = 100* EXTN_UNITSXX / ( LECT_UNITSXX + LAB_

UNITSXX +RES_UNITSXX +EXTN_UNITSXX).

These 3 data elements are parallel to the elements HOURZ_TEACH%, HOURZ_RES%, and HOURZ_
EXTN%.
• The difference is that the HOURZ series are computed based on the reported hours per week.
• The UNITSXX% series are based on reported units.

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Data Elements on an Institution 209

TEMPLATE H-53: PERCENTAGE DISTRIBUTION OF FACULTY UNITS BY PRIMARY FUNCTION

THE 3 PRIMARY
FUNCTIONS OF A
UNITSXX DATA ELEMENT
UNIVERSITY

1 TEACHING ONLY 8,320 89.7% TEACHING%

2 RESEARCH 750 8.1% RESEARCH%
3 EXTN SERVICE 210 2.3% EXTNSERV%
SUM OF 3 ONLY 9,280 100.0%

REMARKS:

1. UNITSXX_TEACH% = 75.9 % ( = 8320/10960) goes directly to teaching.

2. In addition, some of the administration units, study units, and official leaves can also be attributed
indirectly to teaching.
If this is done, we see that TEACHING% = 89.7% ( 8320/ 9280) of total faculty time goes directly or
indirectly to the TEACHING or INSTRUCTION FUNCTION of the university.
If the total faculty payroll is P 100M, it means that P 75.9M goes directly to teaching but an additional P
13.8M ( = 89.7 – 75.9) can be attributed indirectly to INSTRUCTION or TEACHING. These sums
do not yet include MOOE costs or the cost of the non-teaching staff.

3. RES_%UNITSXX = 6.8% (=750/10,980) of total faculty units goes directly to research. However, some
of the units in administration, study 2 and official leaves can be attributed indirectly to research.
If this is done, the table reveals that RESEARCH% = 8.1% ( = 750/9280) reflects the faculty units
devoted to research whether directly or indirectly.
If the total faculty payroll is P100M, it means that P 6.8M can be attributed directly to research.
However, an additional P1.3M ( = 8.1 -6.8) can be attributed indirectly to research. These
are not insignificant amounts. It would do the VPAA well to determine what research outputs
came out of the P 8.1M investment in research. (This does not even include costs for the non-
teaching personnel or the MOOE costs).

4. Finally, the table shows that EXTNSERV% = 2.3% ( = 210/9280) of total faculty units goes directly or
indirectly to the EXTENSION or PUBLIC SERVICE function of the university.

5. Observe that TEACHING% + RESEARCH% + EXTNSERV% = 100%. Eventually all costs will have to
be attributed to just the 3 primary functions.

THE “TOTAL POTENTIAL UNITS” OF A GROUP OF FACULTY MEMBERS

Suppose the group of faculty under discussion is the set of full-time and half-time faculty members. Suppose
further that there are 500 full-time faculty members and 100 half-time faculty members and suppose all 600
of them are currently in the service of the HEI. Earlier, we used faculty headcount as the divisor to obtain
AVERAGE WORKLOAD PER FACULTY.

This time consider the TOTAL POTENTIAL UNITS of the group. If the normal faculty load is 18 units for the
fulltime and 9 units for the half-time, the 600 full-time and 100 half-time faculty members together account for
a total potential of 600*18 + 100*9 = 10,800 + 900 = 11,700 units. What happened to all these units? Can the
HEI account for all these units? How much of total potential was spent for teaching only? For research?

These are all very important questions and it is the job of the VPAA to do it every semester!

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210 Data Elements on an Institution

ELEMENT NUMBER B590

NAME OF ELEMENT TOTAL POTENTIAL UNITS OF FACULTY MEMBERS IN THE GROUP
SHORT NAME POT_UNITXX
PURPOSE If all faculty members in the group rendered exactly their fixed normal (i.e.
minimum) workload, how many total potential units can be expected?
DEFINITION If each full-time faculty member in the group rendered exactly the normal
full-time load (say 18 units) and if each half-time faculty member rendered
exactly half the normal full-time load, the TOTAL POTENTIAL UNITS which
could be generated.

EXAMPLE:
Suppose normal full-time load is 18 units per sem. If there are 600 full-time
faculty members and 100 half-time faculty members, then total potential
load is POT_UNITXX = 600*18 +100*9 = 10,800 + 900 = 11,700 units. In
other words, the HEI expects a total of 11,700 units of faculty service from
the 700 faculty members.

• If TOT2_UNITSXX > POT_UNITXX, then the faculty members are

overloaded.
• If TOT2_UNITSXX < POT_UNITXX, then the faculty members are
underloaded. That is, some units are unaccounted for.

Count only the faculty members who are currently in the service of the HEI.

The part-time faculty members have no fixed minimum load and are not
counted as part of the potential.
CODING Numeric data, no coding necessary.

B591 ELEM2_%POT AS A % OF POTUNITXX, TOTAL UNITS ( WITH CREDIT

LOAD MULTIPLIERS) IN TEACHING AT THE ELEMENTARY
SCHOOL.
B592 SECONDY2_%POT AS A % OF POTUNITXX, TOTAL UNITS (WITH CLM) IN
TEACHING AT THE SECONDARY SCHOOL.
B593 TECHVOC2_%POT AS A % OF POTUNITXX, TOTAL UNITS (WITH CLM) IN
TEACHING AT THE TECH/VOC AND PRE-BACC LEVEL.
B594 UGLECT2_%POT AS A % OF POTUNITXX, TOTAL UNITS ( WITH CLM) IN
TEACHING UNDERGRAD AND POST-BACC LECTURE
SUBJECTS.
B595 GRADLECT2_%POT AS A % OF POTUNITXX, TOTAL UNITS (WITH CLM) IN
TEACHING GRADUATE LECTURE SUBJECTS.
B596 UGLAB2_%POT AS A % OF POTUNITXX, TOTAL UNITS (WITH CLM) IN
TEACHING UNDERGRAD AND POST-BACC LAB AND
OTHER NON-LECTURE SUBJECTS.
B597 GRADLAB2_%POT AS A % OF POTUNITXX, TOTAL UNITS (WITH CLM) IN
TEACHING GRADUATE LAB AND OTHER NON-LECTURE
SUBJECTS.
B598 TEACH1_%POT AS A % OF POTUNITXX, TOTAL UNITS (WITHOUT THE
LOAD MULTIPLIERS) DEVOTED DIRECTLY TO TEACHING
AT ALL LEVELS.
TEACH_%POT = 100* TEACH1_UNITSXX/ POTUNITXX
= ELEM_%POT + SECONDY_%POT + TV_%POT +
UGLECT1_%POT + UGLAB1_%POT + GRADLECT1_%POT
+ GRADLAB1_%POT.

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Data Elements on an Institution 211

B599 TEACH2_%POT AS A % OF POTUNITXX, TOTAL UNITS (WITH THE LOAD

MULTIPLIERS) DEVOTED DIRECTLY TO TEACHING AT ALL
LEVELS.
TEACH_%POT = 200* TEACH2_UNITSXX/ POTUNITXX
= ELEM_%POT + SECONDY_%POT + TV_%POT +
UGLECT2_%POT + UGLAB2_%POT + GRADLECT2_%POT
+ GRADLAB2_%POT.
B600 ADMIN1_%POT AS A % OF POTUNITXX, TOTAL UNITS RENDERED IN
OFFICIAL ADMIN DUTIES INSIDE THE HOME COLLEGE
B601 ADMIN2_%POT AS A % OF POTUNITXX, TOTAL UNITS RENDERED IN
OFFICIAL ADMIN DUTIES INSIDE THE HEI BUT OUTSIDE
HOME COLLEGE
B602 STUDY1_%POT AS A % OF POTUNITXX, TOTAL UNITS CREDITED TO THE
FACULTY FOR STUDYING ON OFFICIAL TIME
B603 STUDY2_%POT AS A % OF POTUNITXX, TOTAL UNITS ENROLLED IN BY
THE FACULTY OUTSIDE OFFICIAL TIME.
B604 RES_%POT AS A % OF POTUNITXX, TOTAL UNITS CREDITED TO THE
FACULTY FOR DOING RESEARCH
B605 EXTN_%POT AS A % OF POTUNITXX, TOTAL UNITS CREDITED TO THE
FACULTY FOR DOING EXTENSION WORK
B606 LEAVE_%POT AS A % OF POTUNITXX, TOTAL UNITS CREDITED TO
THE FACULTY FOR OFFICIAL LEAVES (e.g. SICK LEAVE,
MATERNITY, etc.)
B607 TOT1_%POT AS A % OF POTUNITXX , THE TOTAL UNITS (WITHOUT
CREDIT LOAD MULTIPLIERS) RENDERED BY THE
FACULTY IN ALL OFFICIAL DUTIES COMBINED.
B608 TOT2_%POT AS A % OF POTUNITXX , THE TOTAL UNITS (WITH
CREDIT LOAD MULTIPLIERS) RENDERED BY THE
FACULTY IN ALL OFFICIAL DUTIES COMBINED.

NUMERICAL EXAMPLE:
Imagine 600 full-time faculty members and 100 half-time faculty members. If the HEI normal full-time load is
18 units per sem, the 700 faculty members in the group have a total potential In contrast, the total potential is
POT_UNITXX = 11,700 units ( = 600*18 + 100*9 = 10,800 + 900). What happened to all these units?

FACULTY DUTIES %POT %%POT DATA ELEMENTS

1 UNITS (WITH CLM) TEACHING IN 0.0% ELEM_%POT
ELEMENTARY SCHOOL -

2 UNITS (WITH CLM) TEACHING IN 500 4.3% SECONDY_%POT

SECONDARY SCHOOL

3 UNITS (WITH CLM) TEACHING IN 120 1.0% TECHVOC_%POT

TECH/ VOC CLASSES

4 UNITS (WITH CLM) TEACHING 5,500 47.0% UGLECT _%POT

UNDERGRAD LECTURE

5 UNITS (WITH CLM) TEACHING 600 5.1% UGLAB_%POT

UNDERGRAD LABS

6 UNITS (WITH CLM) TEACHING 700 6.0% GRADLECT_%POT

GRADUATE LECTURE

7 UNITS (WITH CLM) TEACHING 200 1.7% GRADLAB_%POT

GRADUATE LABS

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212 Data Elements on an Institution

8 UNITS IN ADMINISTRATIVE 850 7.3% ADMIN_%POT

DUTIES
9 UNITS STUDYING ON OFFICIAL 330 2.8% STUDY_%POT1
TIME
10 UNITS STUDYING BEYOND 0.0% STUDY_%POT2
NORMAL TEACHING LOAD
11 UNITS IN RESEARCH 750 6.4% RES_%POT
12 UNITS IN EXTN SERVICE 210 1.8% EXTN_%POT
13 UNITS: OFFICIAL LEAVE WITH PAY 500 4.3% LEAVE_%POT

TOTAL REPORTED UNITS 10,260 87.7%

TOTAL POTENTIAL UNITS 11,700 100.0%

SOME REMARKS ON THE EXAMPLE:

1. The total potential is 11,700 units from 600 full-time and 100 half-time faculty members . However,
the total reported units is only 10,260. It appears that 1,440 units (or 12.3 % of 11,700) are missing or
unaccounted for. If the total faculty payroll for the 700 is P 100M, this is equivalent to not being able to
account for P 12.3M. Some possible explanations:
• The workload of some faculty members have not been submitted or included in the summary
compilation.
• There are data entry errors in tabulating the reported workloads.
• The faculty members are really underloaded.
The HEI administration will have to look closer. What happened to the missing units?
2. A total of 7,820 units were devoted to teaching at all levels. This represents 66.8% ( =7,820/11,700) of
the potential but 76.2% ( = 7,820/10,260) of actual reported units.

HOW MANY THESES WERE COMPLETED IN THE HEI DURING THE PAST 12 MONTHS?

What is the “thesis output” from the HEI over the past 12 months? How many thesis or dissertations where
completed? “Completed” means all the requirements have been full-filled. The final arbiter on the matter is the
VPAA of the HEI.

B609 UG_THESIS NO. OF STUDENTS WHO FINISHED THEIR UNDERGRAD

THESIS DURING THE PAST SCHOOLYEAR

REMARKS: If it is July 1, 2004, the number of all undergrad

students who completed their undergrad thesis between July 1,
2003 and June 30, 2004. It does not matter when they started.
B610 MS_THESIS NO. OF MASTERS STUDENTS WHO COMPLETED THEIR
THESES IN THE PAST SCHOOLYEAR.

REMARKS:
If it is July 1, 2004, the number of MASTERS students who
completed their theses between July 1, 2003 and June 30, 2004 It
does not matter when they started.
B611 PHD_DISSERT NO. OF PHD STUDENTS WHO COMPLETED THEIR
DISSERTATION IN THE PAST SCHOOLYEAR.

REMARKS:
If it is July 1, 2004, the number of PhD students who completed
their dissertation between July 1, 2003 and June 30, 2004 It does
not matter when they started.

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Data Elements on an Institution 213

AS OF JULY 1, THE NUMBER OF STUDENTS “CURRENTLY WRITING THEIR THESIS”?

Count only those whose “thesis writing periods” have not expired. If the thesis writing period is 2 years (as for a
masters), a student could be counted once in one year and then once again in the next year. If the thesis writing
period is 3 years (as for a PhD), a student will be counted once each year for 3 years unless he finishes before
that. See UG_LAPSES, MS_LAPSED, PHD_LAPSED.

B612 UG_WRITING NO. OF UNDERGRAD THESIS STUDENTS STILL DOING THEIR

THESIS.

REMARKS: As of July 1, the no. of undergrads still writing their

undergrad thesis but have not finished within a 2-year span. Some
cutoff time has to be set.

If it is July 1, 2004, include only STUDENTS who started after July

1, 2002 but have not finished as of July 1, 2004.
B613 MS_WRITING NO. OF MASTERS THESIS STUDENTS STILL DOING THEIR
THESES.

REMARKS: As of July 1, the no. of MASTERS STUDENTS who

have had their topics approved but have not defended their theses
successfully and have it fully approved within the past 4-years.
Exclude somebody who has been writing for more than that time
but has not yet finished.

If it is July 1, 2004, this is the no. of MASTERS STUDENTS who

started writing their theses after July 1, 2000 but still have not
finished as of July 1 2004. Some cutoff time has to be set.
B614 PHD_WRITING NO. OF PhD DISSERTATION STUDENTS STILL DOING THEIR
DISSERTATION.

REMARKS: As of July 1, the no. of PhD STUDENTS who have

had their topics approved but have not defended their dissertation
successfully and have it fully approved within the past 4-years.
Exclude somebody who has been writing for more than that time
but has not yet finished. .

If it is July 1, 2004, this is the no. of PhD STUDENTS who started

writing after July 1, 2000 but still have not finished as of July 1
2004.

HOW MANY STUDENTS HAVE TAKEN “TOO LONG” TO FINISH THEIR THESES?

How much time is a masters thesis student allowed to finish his thesis? In the RCDEM, the “masters thesis
writing period” will be 2 years and the “PhD dissertation thesis writing period” will be 3 years. The counting
will start from the date when the topic is officially approved. Beyond this time, the thesis or dissertation writing
period is supposed to have “lapsed”. This is only for the purposes of the REVISED CHED DATA ELEMENT
MANUAL and the actual rules within the HEI may be different. A lapsed thesis will be counted at most once.
After it has been counted, it will never be counted again.

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214 Data Elements on an Institution

B615 UG_LAPSED NO. OF UNDERGRAD THESIS STUDENTS WHOSE “THESIS

WRITING PERIODS” LAPSED IN THE PAST 12 MONTHS.

If it is July 1, 2004, the no. of undergrad thesis STUDENTS who

secured official topic approval on or before July 1, 2003 but have
not finished as of July 1, 2004. It has been 12 months and the UG
thesis is not finished.
.
A lapsed thesis will be counted only once, i.e. during the year when
the “normal thesis writing period” lapsed.
B616 MS_LAPSED NO. OF MS THESIS STUDENTS WHOSE “THESIS WRITING
PERIODS” LAPSED IN THE PAST 12 MONTHS.

If it is July 1, 2004, the no. of masters thesis STUDENTS who had

secured official topic approval on or before July 1, 2002 but have
not finished as of July 1, 2004. The thesis was not finished within 2
years.

A lapsed thesis will be counted only once, i.e. during the year when
the “normal thesis writing period” lapsed.
B617 PHD_LAPSED NO. OF PHD DISSERTATION STUDENTS WHOSE
“DISSERTATION WRITING PERIODS” LAPSED IN THE PAST 12
MONTHS.

If it is July 1, 2004, the no. of PhD students dissertation

STUDENTS who secured official topic approval on or before July 1,
2001 but have not finished as of July 1, 2004. The dissertation was
not finished within 3 years.

A lapsed thesis will be counted only once, i.e. during the year when
the “normal thesis writing period” lapsed.

NUMBER OF PLANTILLA ITEMS ( FOR PUBLIC HEIS ONLY)

How many PS ITEMS are in the official plantilla of the SUC? In government agencies, no employee can be
considered permanent unless there is an available item. Thus, the number of PS ITEMS is an indicator of how
many permanent employees an SUC is allowed to have. PS ITEMS are very difficult to obtain because each
PS item entails a “lifetime funding commitment” by the National Government.

Starting 2004, the SUCs have been given the flexibility to merge or modify some PS items so they could create
more faculty positions. In modifying PS items, there are two important provisos:
1. The SUC must work within the original PS total. In other words, if the SUC has 400 PS items with total
authorized salaries of P 400M, it can modify, merge or split the items but the total value cannot exceed
the original P 400M.
2. Salaries and position titles will follow the SSL.

This flexibility means the plantilla of an SUC will be in constant metamorphosis. The proposed census date for
the SUC plantilla is July 1. This should enable the SUC to reflect the modifications that it needs to prepare for a
new school year. The series below keeps track of how many PS ITEMS are in the DBM-approved plantilla.
Do not confuse with employee headcounts.

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Data Elements on an Institution 215

B618 FAC_ITEMS NUMBER OF FACULTY PS ITEMS IN THE PLANTILLA

REPS_ITEMS NUMBER OF ACADEMIC NON-TEACHING ( RESEARCH,

EXTENSION AND PROFESSIONAL STAFF) PS ITEMS IN THE
PLANTILLA

B619 EXEC_ITEMS NUMBER OF “EXECUTIVE POSITIONS” PS ITEMS IN THE

PLANTILLA
B620 ADMIN_ITEMS NUMBER OF ADMINISTRATIVE PS ITEMS IN THE PLANTILLA

EMPLOYEE HEADCOUNTS

This series of elements capture employee headcounts ( as of July 1, the same census day for faculty
headcounts).
Count only the employees who are receiving their salaries on that date.
Exclude those who are on leave without pay or AWOL on that date.
However, include those on official leave with pay: they are considered to be in the service because they
are being paid.
Do not confuse with the count of PS ITEMS in the plantilla.
An HEI employee is one who has an employment relationship with the HEI. In this context, the blue guards
hired by the institution from a private security agency or janitors from a private janitorial services agency are not
employees of the HEI: they are employees of the service agencies.

B621 REPS1 NUMBER OF FULL-TIME ACADEMIC NONTEACHING

PERSONNEL WITH OWN PS ITEMS,

B622 ADMIN1 NUMBER OF FULL-TIME ADMINISTRATIVE PERSONNEL WITH

OWN PS ITEMS,
B623 REPS2 NUMBER OF FULL-TIME ACADEMIC NON-TEACHING
PERSONNEL WITHOUT ITEMS
B624 ADMIN2 NUMBER OF FULL-TIME ADMINISTRATIVE PERSONNEL
WITHOUT ITEMS

OUTPUTS FROM THE RESEARCH FUNCTION ( 1 SCHOOLYEAR)

Each HEI has the usual 3 functions: teaching (or instruction), research and extension. In the Philippines, the
most-funded function is of course teaching. However, many SUCs receive substantial resources from the GAA
intended for research, i.e. the creation of new knowledge. The following series of data elements are measures
of outputs from the research activities of an SUC or a unit of the SUC. However, they actually apply to any
HEI.

The inclusive period: June 30 of past year until July 1 of current year.

B625 RES_PROJ1 NUMBER OF ONGOING RESEARCH PROJECTS FUNDED BY

SUC ITSELF (AS OF JULY 1)
B626 RES_PROJ2 NUMBER OF ONGOING RESEARCH PROJECTS FUNDED FROM
OUTSIDE SOURCES (JULY 1)
B627 COMPLETED1 NUMBER OF COMPLETED RESEARCH PROJECTS FUNDED BY
SUC ITSELF ( JUNE 1 TO MAY 31)
B628 COMPLETED2 NUMBER OF COMPLETED RESEARCH PROJECTS FUNDED BY
OUTSIDE SOURCES (JUNE 1 TO May 31)
B629 RES_FUNDS2 TOTAL RESEARCH FUNDS RAISED OUTSIDE THE SUC ( JAN 1
TO DEC 31)

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216 Data Elements on an Institution

B630 BOOKSLOCAL NUMBER OF BOOKS PUBLISHED BY PHILIPPINE PUBLISHER

(JUNE 1 TO MAY 31)
B631 BOOKSINTL NUMBER OF BOOKS PUBLISHED BY INTERNATIONAL
PUBLISHERS (JUNE 1 TO MAY 31)
B632 NPUBLISH1 NUMBER OF PUBLICATIONS IN LOCAL NON-REFEREED
JOURNALS ( JUNE 1 TO MAY 31)
B633 NPUBLISH2 NUMBER OF PUBLICATIONS IN LOCAL REFEREED JOURNALS
(JUNE 1 TO MAY 31)

B634 NPUBLISH3 NUMBER OF PUBLICATIONS IN INTERNATIONAL BUT NON-

REFEREED JOURNALS

B635 NPUBLISH4 NUMBER OF PUBLICATIONS IN INTERNATIONAL REFEREED

JOURNALS
B636 PATENTS NUMBER OF APPROVED OR REGISTERED PATENTS

OUTPUTS FROM NON-FORMAL TRAINING PROGRAMS

Many HEIs offer formal tech/voc programs in addition to the usual undergraduate and graduate degree programs.
These are the programs which take at least 1 semester and indeed usually at least one year. At the end of the
program, there is a formal assessment, either an exam or proficiency demonstration. These are the programs
counted as part of “TV_PROGS”. All data about the formal tech/voc programs are reported under the tech/voc
program level.

In addition to the formal tech/voc programs or instead of them, many HEIs offer “non-formal” or short-term
training programs, e.g. a 2-month training program on “Entrepreneurship”, “Computer-aided Manufacturing
Techniques”, etc. These training programs are offered as part of the EXTENSION SERVICES function of an
institution of higher learning. A non-formal training program is usually short and there is no formal assessment
(i.e. no examination, no grades) at the end of the training. What pieces of data does CHED need about the non-
formal training programs in an HEI?

Since training is within the purview of TESDA, an HEI will have to report data on both its formal tech/voc
programs and non-formal training programs to TESDA. But since every HEI is also within the purview of CHED,
the HEI should also report the same data to CHED. The data elements below apply to the non-formal training
programs of the institution. Since these are short-term programs, the inclusive dates must be specified: June
1 of the previous year to May 30 of the current year.

B637 TPROGS1 NUMBER OF ONGOING TRAINING PROGRAMS

B638 TPROGS2 NUMBER OF COMPLETED TRAINING PROGRAMS
B639 TRAINEES1 STRAIGHT HEADCOUNT OF TRAINEES
B670 TRAINEES2 TRAINEE PERSON-HOURS
EXAMPLE: If 50 people were trained over 100 hours and 30 people were
trained over 80 hours, the total trainee man-hours is 7,400 person-hours ( =
50*100 + 30*80 =5000 + 2400). This is a more precise measure of the volume of
training instead of just reporting straight headcounts.

REMARKS:

More data elements which apply to an institution may be found in the Chapter 4 DATA ON A COST CENTER.

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Data on a Cost Center in an SUC 217

5/6/04 10:06 AM
CHAPTER 4
DATA ON A COST CENTER IN AN SUC
DATA ENTITY: The data entity to be described is a “cost center” in a public-funded higher education
institution such as a national-funded or a local-government funded HEI. Although many elements apply to
public and private HEIs, the focus in on the public institutions.

A cost center is a “line item” in the SUC Internal Operating Budget (IOB), an entity against which costs are
charged or attributed by the SUC. It could be a college, a department within a college, a research center, an
office, or just some centralized fund. In fact, the SUC as a whole could be viewed as one cost center.

A typical SUC budget might have the following general format. The columns follow the usual government
classification of type of expenditures: PS is for Personal Services, MOOE is for Maintenance and Other
Operating Expenditures and CO is for Capital Outlays.

COST CENTER PS MOOE CO TOTAL

1.0 COLL OF ARTS & SCIENCES

1.1 DIV OF HUMANITIES
1.2 DIV OF SOCIAL SCI
1.3 DIV OF SCI & MATH
2.0 COLL OF EDUCATION
2.1 EDUCATION - MAIN CAMPUS
2.2 EDUCATION-LAB SCHOOL
2.3 EDUCATION- LAOAG EXT’N
3 COLL OF AGRICULTURE
4 GRADUATE SCHOOL
5 BIODIVERSITY RESEARCH
CENTER
6 CONTINUING EDUCATION
CENTER
7 OFFICE OF THE PRESIDENT
8 FINANCE AND ADMINISTRATIVE
SERVICES OFFICE
9 OFFICE OF THE REGISTRAR

10 MAIN LIBRARY
11 BUSINESS AFFAIRS OFFICE
12 LUMP SUM FOR HONORARIA
13 LUMP SUM FOR BUILDING
MAINTENANCE
14 LUMP SUM FOR UTILITIES,
JANITORIAL AND SECURITY
SERVICES
15 LUMP SUM FOR EQUIPMENT
======== ======== ======= ========
TOTAL

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218 Data on a Cost Center in an SUC

The sample budget shown above has 15 cost centers but the first two cost centers, College of Arts and Science
and the College of Education, have 3 sub-centers each.

Most cost centers are organizational units but some are centralized lump sum funds. Cost centers will be
classified into four types:

TYPES OF COST CENTERS EXAMPLES

1 Degree program. BS Mathematics, MA Sociology, D of Medicine, PhD Biology.
2 Research or extension Native Corn Genes Decoding Research Project, Organic
program/project. Fertilizers Training Program.
3 Degree-granting or teaching College of Education, Division of Humanities, Graduate
unit School
4 Academic support unit Biodiversity Research Center, Continuing Education Center,
Main Library
5 Administrative office or unit Office of the President, Finance and Administrative Services
Office, Physical Plant Office
6 Central Lump Sum Lump Sum for Honoraria, Lump Sum for Utilities, Janitorial
and Security Services, Lump Sum Fund for Equipment

THE DEGREE-GRANTING OR TEACHING UNITS

The first type consists of the so-called degree-granting or teaching units. These are the colleges, schools, and
academic departments. The entire SUC itself may be considered as one big degree-granting cost center but in
this chapter, the usual context is a cost center inside an SUC.
THE ACADEMIC SUPPORT UNITS
The second type consists of “academic support” units, e.g. the Main Library, the Computer Center (if it mostly
serves students and researchers instead of being used for payroll runs), the research centers, training centers,
the Guidance Counseling Office, Office of Student Affairs, etc.
THE ADMINISTRATIVE OFFICES
The third type consists of the administrative offices, e.g. the Office of the President, Finance and Administrative
Services Office, Physical Plant Office, Campus Security Office, etc.
It should be noted that an office or academic unit in an SUC is not automatically a cost center. An office is not a
cost center unless it merits its own line in the SUC internal operating budget. A lot depends on how an SUC is
organized and how its internal operating budget is structured. A college may have several departments but if
the college budget is centralized – and the budget for each department is not explicitly listed in the IOB – then
the departments are not cost centers themselves. Only the college itself is a cost center. In such a centralized
college budget, the expenditures of the Dept of English and the Dept of Filipino are both charged to just one
account number by the Accounting Office. Thus, in the books of the Accounting Office, only the college itself
is recognized. The primary criterion for a cost center is that it merits its own line in the IOB and in the
accounting books.
THE FOURTH TYPE: CENTRAL LUMP SUMS
The fourth type of cost center is neither a college nor an office: it is simply a centralized fund or lump sum
reflected in the IOB. One example of such a cost center might be something simply labeled as “Salaries”. This
means all salaries ( in all colleges and offices) are charged to this particular cost center.
A more usual example in SUCs is the “Lump Sum for Utilities, Janitorial and Security Services”. This is a central
fund against which all charges for electricity, water, phone bills and private janitorial and security services are
made. In other words, the electricity consumption of all colleges and all offices are paid from this fund.
Another example of a Type 4 cost center is the “Lump Sum for Honoraria”. This is a cost center because
all honoraria payments are attributed by the Accounting Office to this fund – regardless of which college or
department the recipient is actually based. This cost center is neither a college nor an office but it is a cost
center.

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Data on a Cost Center in an SUC 219

COMMONALITY OF DATA ELEMENTS ON A COST CENTER

AND A HIGHER EDUCATION INSTITUTION (HEI)

Many of the data elements on a cost center apply just as well to a higher education institution (HEI): the
no. of students, no. of faculty and non-teaching employees, address, e-mail, total allotments from the GAA,
expenditures against income, etc. This is not surprising since most cost centers are actually colleges or
academic departments – and in a sense mini institutions! Many of the things we want to know about an entire
university apply just as well, albeit in a smaller scale, about a college or department.

There is also commonality between a cost center (if it is a college) and a degree program: no of applicants,
no. of freshmen, no. of scholars, etc. Indeed, in a cost analysis study, it will be important to determine the total
costs which can be attributed (directly or indirectly) to a degree program. From this we would be able to derive
the cost per student in the program.

The data elements defined in this chapter supplement the data elements already defined for an institution.
However, the focus in this chapter are the data elements which have to do with costs and revenues – in other
words, pesos.

DEFINITIONS AND CODING OF DATA ELEMENTS

NOTE: The common reference point in the definitions is a “cost center”. This could be a college or
department inside an SUC but it could be the entire SUC itself. Since many data elements apply only to cost
centers which are teaching or degree-granting units in the HEI, the cost center is sometimes referred to as a
college. If so, a special instruction is given how to record the data element if the cost center happens to be not
a college.

ELEMENT NUMBER C001

NAME OF ELEMENT NAME OF THE COST CENTER
SHORT NAME CTRNAME
PURPOSE To indicate the name of the cost center.
DEFINITION The name of the cost center. Examples: College of Arts and Sciences,
Department of Mathematics, Office of the President, Lump Sum for
Honoraria.
CODING Text data. 150 characters.
ELEMENT NUMBER C002
NAME OF ELEMENT IF THE COST CENTER IS A COLLEGE, OFFICE, OR CENTRAL LUMP
SUM
SHORT NAME CTRTYPE
PURPOSE To indicate the type of cost center.
DEFINITION The type of cost center, as coded below.
CODING 1-digit code.
1 A degree program. Examples: the BS Education program, the MA Philippine
Studies program, the Ph. D. Physics program, etc. This assumes that the HEI
can attribute costs to a specific degree program.
2 A research/extension program or project. Examples: the Rice Genes
Decoding Research Project, the Organic Fertilizers Popularization Program,
etc. This assumes that the HEI can attribute costs to a specific research or
extension project.
3 Degree-granting or teaching unit. Example: a college, a department within a
college. These are the units which actually implement the teaching of students.
(Do not confuse with training centers because trainees are not students).
4 Academic support organizational unit or center. Example: a research or
training center, library.
5 Administrative organizational unit or office. Examples: Office of the SUC
President, Finance and Administrative Services Office, Office of the Registrar,
Residence Hall, Business Affairs Office, etc.

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220 Data on a Cost Center in an SUC

6 A centralized fund or lump sum. Not an organizational unit at all. Examples:

Lump Sum for Honoraria, Lump Sum for Utilities, Janitorial and Security
Services, etc.
7 An entire HEI. The cost center is the SUC or HEI as a whole.
9 No information provided on the matter.
ELEMENT NUMBER C003
NAME OF ELEMENT THE NAME OF THE OFFICIAL IN CHARGE OF THE COST CENTER
SHORT NAME CTRHEAD
PURPOSE To indicate the name of the person or official in charge of the cost center. For
costing purposes, to record who has the authority to approve expenditures
against the cost center.
DEFINITION The name of the person who authorizes expenditures charged against the
cost center. In a college this is typically the dean. In a department, it could be
the department chair but in a centralized college administrative structure, the
final authority could be the dean himself.

In the Office of the President, it is of course the SUC President himself. For a
central fund such as the Lump Sum for Honoraria, the person in charge could
be the Vice-President for Academic Affairs. For the Lump Sum for Utilities,
Janitorial and Security services, it could be the VP for Administration. It all
depends on the administrative setup within an SUC.
CODING Text data. 100 characters. Use standard conventions for recording names of
persons.

ALLOTMENTS, OBLIGATIONS AND EXPENDITURES

In Philippine government finance, funding evolves from appropriations to allotments to obligations to

expenditures. Thus, a college or cost center may be entitled to appropriations of P20.0M but the amount
released is only P18.0M (i.e allotments). The latter sum is then “obligated” for specific purposes, e.g. salaries,
honorarium for overload teaching, purchase of supplies or equipment, or funds for the conduct of a specific
research project. When the money is actually paid out, e.g. salaries paid out to employees, or payment given
to the suppliers, the amounts are considered as expenditures.

Observe the order relationship:

APPROPRIATIONS > ALLOTMENTS > OBLIGATIONS > EXPENDITURES

APPROPRIATIONS

C004 APPROPS1 PS APPROPRIATIONS FROM GAA

C005 APPROMOOE1 MOOE APPROPRIATIONS FROM GAA
C006 APPROCO1 CO APPROPRIATIONS FROM GAA
C007 APPRO1 TOTAL APPROPRIATIONS FROM GAA
= APPRO_PS1 +APPRO_MOOE1+APPRO_CO1
C008 APPROPS2 PS APPROPRIATIONS FROM SUC INCOME
C009 APPROMOOE2 MOOE APPROPRIATIONS FROM SUC INCOME
C010 APPROCO2 CO APPROPRIATIONS FROM SUC INCOME
C011 APPRO2 TOTAL APPROPRIATIONS FROM SUC INCOME
C012 APPROPS3 COMBINED PS APPROPRIATIONS
C013 APPROMOOE3 COMBINED MOOE APPROPRIATIONS
C014 APPROCO3 COMBINED CO APPROPRIATIONS
C015 APPRO3 GRAND TOTAL APPROPRIATIONS

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Data on a Cost Center in an SUC 221

ALLOTMENTS

C016 ALLOTPS1 PS ALLOTMENTS FROM GAA

C017 ALLOTMOOE1 MOOE ALLOTMENTS FROM GAA
C018 ALLOTCO1 CO ALLOTMENTS FROM GAA
C019 ALLOT1 TOTAL ALLOTMENTS FROM GAA
C020 ALLOTPS2 PS ALLOTMENTS FROM SUC INCOME
C021 ALLOTMOOE2 MOOE ALLOTMENTS FROM SUC INCOME
C022 ALLOTCO2 CO ALLOTMENTS FROM SUC INCOME
C023 ALLOT2 TOTAL ALLOTMENTS FROM SUC INCOME
C024 ALLOTPS3 COMBINED PS ALLOTMENTS
C025 ALLOTMOOE3 COMBINED MOOE ALLOTMENTS
C026 ALLOTCO3 COMBINED CO ALLOTMENTS
C027 ALLOT3 GRAND TOTAL ALLOTMENTS

OBLIGATIONS
C028 OBLIGPS1 PS OBLIGATIONS FROM GAA
C029 OBLIGMOOE1 MOOE OBLIGATIONS FROM GAA
C030 OBLIGCO1 CO OBLIGATIONS FROM GAA
C031 OBLIG1 TOTAL OBLIGATIONS FROM GAA
C032 OBLIGPS2 PS OBLIGATIONS FROM SUC INCOME
C033 OBLIGMOOE2 MOOE OBLIGATIONS FROM SUC INCOME
C034 OBLIGCO2 CO OBLIGATIONS FROM SUC INCOME
C035 OBLIG2 TOTAL OBLIGATIONS FROM SUC INCOME
C036 OBLIGPS3 COMBINED PS OBLIGATIONS
C037 OBLIGMOOE3 COMBINED MOOE OBLIGATIONS
C038 OBLIGCO3 COMBINED CO OBLIGATIONS
C039 OBLIG3 GRAND TOTAL OBLIGATIONS

EXPENDITURES

C040 EXPENPS1 PS EXPENDITURES FROM GAA

C041 EXPENMOOE1 MOOE EXPENDITURES FROM GAA
C042 EXPENCO1 CO EXPENDITURES FROM GAA
C043 EXPEN1 TOTAL EXPENDITURES FROM GAA ( =EXPENPS1
+EXPENMOOE1+EXPENCO1)
C044 EXPENPS2 PS EXPENDITURES FROM SUC INCOME
C045 EXPENMOOE2 MOOE EXPENDITURES FROM SUC INCOME
C046 EXPENCO2 CO EXPENDITURES FROM SUC INCOME
C047 EXPEN2 TOTAL EXPENDITURES FROM SUC INCOME

C048 EXPENPS3 COMBINED PS EXPENDITURES

C049 EXPENMOOE3 COMBINED MOOE EXPENDITURES
C050 EXPENCO3 COMBINED CO EXPENDITURES
C051 EXPEN3 GRAND TOTAL EXPENDITURES ( = EXPEN1+EXPEN2)

UTILIZATION RATE OF ALLOTMENTS

This is a measure of the efficiency of a cost center and the SUC itself in utilizing allotments. GAA funds which
are left unobligated at the end of the fiscal year have to be reverted back to the National Treasury. Since most
SUCs are short of funds, it is to their interest to fully utilize the allotments it receives. There is no incentive for
savings. The situation is different for SUC-generated income. SUC income is retained within the SUC and an
SUC may choose to accumulate some income, even from one fiscal year to another, before actually spending
it.

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222 Data on a Cost Center in an SUC

C052 UTILZNPS1 PS EXPEND AS % OF GAA ALLOTMENTS

C053 UTILZNMOOE1 MOOE EXPEND AS % OF GAA ALLOTMENTS
C054 UTILZNCO1 CO EXPEND AS % OF GAA ALLOTMENTS
C055 UTILZN1 TOTAL EXPEND AS % OF GAA ALLOTMENTS
C056 UTILZNPS2 PS EXPEND AS % OF SUC INCOME
C057 UTILZNMOOE2 MOOE EXPEND AS % OF SUC INCOME
C058 UTILZNCO2 CO EXPEND AS % OF SUC INCOME
C059 UTILZN2 TOTAL EXPEND AS % OF GAA ALLOTMENTS
C060 UTILZNPS3 TOTAL PS EXPEND AS % OF COMBINED PS ALLOTMENTS
C061 UTILZNMOOE3 TOTAL MOOE EXPEND AS % OF COMBINED MOOE
ALLOTMENTS
C062 UTILZNCO3 TOTAL CO EXPEND AS % OF COMBINED CO ALLOTMENTS
C063 UTILZN3 TOTAL EXPEND AS % OFCOMBINED TOTAL ALLOTMENTS

NO. OF “FUNDED STUDENT PLACES” (FOR PUBLIC HEIS ONLY)

The concept of “funded student places” is crucial for an Output Funding or Normative Financing System for
SUCs and other public HEIs. Under this concept, the funding which an SUC will receive does not depend
outright on the no. of students which an SUC already has or want to have. Under an Output Funding System,
the funding will be based on the no. of students the National Government is willing and able to fund.

This concept is very important in cost analysis. Terminology, definitions and coding can be found in Chapter 3
DATA ELEMENTS ON AN INSTITUTION.

NO. OF CLASSES OFFERED

To provide a measure of the amount of teaching in the cost center. In a specific semester, the no. of
CLASSES offered by the college or cost center, classified by level, e.g. technical/vocational, baccalaureate
or undergraduate level, masters level, doctoral level. This is the no. of classes or sections, not subjects. If there
are 20 Math 11 classes and 10 English 1 classes, the total no. of classes is 30 but the total no. of subjects is
only two.

Include all lecture, lab, field work and seminar classes. Exclude thesis writing and “independent reading” classes
because these are too difficult to account for. If the cost center is not a teaching unit, the elements below are
automatically set at zero.

If a class caters to 2 or more levels, it will be counted in the lower level. For instance, if Chemistry 288 can be
taken by both masters and doctoral students, it will be classified at the masters level.

LECTURE-TYPE CLASSES OFFERED

C064 ESLECT_CLAS NO. OF ELEMENTARY LEVEL LECTURE CLASSES OFFERED

C065 HSLECT_CLAS NO. OF SECONDARY LEVEL LECTURE CLASSES OFFERED
C066 TVLECT_CLAS NO. OF TECH/VOC LECTURE CLASSES OFFERED
C067 PREBLECT_CLAS NO. OF PRE-BACC LECTURE CLASSES OFFERED
C068 UGLECT_CLAS NO. OF BACCALAUREATE OR UNDERGRAD LECTURE
CLASSES (include DVM, DMD, D Opt, MD, LLB)
C069 POSTBLECT_CLAS NO. OF POST-BACC LECTURE CLASSES OFFERED
C070 MSLECT_CLAS NO. OF MASTERS LECTURE CLASSES
C071 PHDLECT_CLAS NO. OF DOCTORATE LECTURE CLASSES

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Data on a Cost Center in an SUC 223

LABORATORY-TYPE CLASSES OFFERED

“Laboratory” classes are all classes held outside the usual lecture classroom. Include classes held in a lab,
computer room, studio, gymnasium, theater, workshop, clinic, field, etc. Exclude thesis and independent reading
classes. Include PE classes but exclude Military Training.

C072 ESLAB _CLAS NO. OF ELEMENTARY LEVEL LABORATORY CLASSES

C073 HSLAB _CLASNO. OF SECONDARY LEVEL LABORATORY CLASSES
C074 TVLAB _CLASNO. OF TECH/VOC LABORATORY CLASSES
C075 PREBLABAS NO. OF PRE-BACC LAB CLASSES
C076 UGLAB _CLASNO. OF BACCALAUREATE OR UNDERGRAD LABORATORY
CLASSES (include DVM, DMD, D Opt, MD, LLB)
C077 POSTBLAB_CLAS NO. OF POST-BACC LAB CLASSES
C078 MSLAB _CLAS NO. OF MASTERS LABORATORY CLASSES
C079 PHDLAB _CLAS NO. OF DOCTORATE LABORATORY CLASSES

GRAND TOTAL NUMBER OF CLASSES OFFERED

This is just the sum of “lecture classes” and “lab classes”.

C080 ES_CLASSES TOTAL NO. OF ELEMENTARY LEVEL CLASSES

C081 HS_CLASSES TOTAL NO. OF SECONDARY LEVEL CLASSES
C082 TV_CLASSES TOTAL NO. OF TECH/VOC CLASSES
C083 PREB_CLASSES TOTAL NO. OF PRE-BACC CLASSES
C084 UG_CLASSES TOTAL NO. OF BACCALAUREATE OR UNDERGRAD CLASSES
(include DVM, DMD, D Opt, MD, LLB)
C085 POSTB_CLASSES TOTAL NO. OF POSTB_CLASSES
C086 MS_CLASSES TOTAL NO. OF MASTERS CLASSES
C087 PHD_CLASSES TOTAL NO. OF DOCTORATE CLASSES

AVERAGE CLASS SIZES

In a specific semester, the AVERAGE CLASS SIZES offered by the college or cost center, classified by level,
e.g. technical/vocational, baccalaureate or undergraduate level, masters level, doctoral level.

To provide a measure of the cost efficiency of teaching in the cost center. Include all lecture, lab, field work and
seminar classes. Exclude thesis writing and “independent reading” classes. If the cost center is not a teaching
unit, the elements below are automatically set at zero.

AVERAGE SIZE OF LECTURE-TYPE CLASSES

C088 ESLECT_SIZE AVERAGE CLASS SIZE OF ELEMENTARY LEVEL LECTURE

CLASSES
C089 HSLECT_SIZE AVERAGE CLASS SIZE OF SECONDARY LEVEL LECTURE
CLASSES
C090 TVLECT_SIZE AVERAGE CLASS SIZE OF TECH/VOC LECTURE CLASSES
C091 UGLECT_SIZE AVERAGE CLASS SIZE OF BACCALAUREATE OR UNDERGRAD
LECTURE CLASSES (include DVM, DMD, D Opt, MD, LLB)
C092 MSLECT_SIZE AVERAGE CLASS SIZE OF MASTERS LECTURE CLASSES
C093 PHDLECT_SIZE AVERAGE CLASS SIZE OF DOCTORATE LECTURE CLASSES

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224 Data on a Cost Center in an SUC

AVERAGE SIZE OF LABORATORY-TYPE CLASSES

C094 ESLAB _SIZE AVERAGE CLASS SIZE OF ELEMENTARY LEVEL LABORATORY

CLASSES
C095 HSLAB _SIZE AVERAGE CLASS SIZE OF SECONDARY LEVEL LABORATORY
CLASSES
C096 TVLAB _SIZE AVERAGE CLASS SIZE OF TECH/VOC LABORATORY
CLASSES
C097 UGLAB _SIZE AVERAGE CLASS SIZE OF BACCALAUREATE OR UNDERGRAD
LABORATORY CLASSES (include DVM, DMD, D Opt, MD, LLB)
C098 MSLAB _SIZE AVERAGE CLASS SIZE OF MASTERS LABORATORY CLASSES
C099 PHDLAB _SIZE AVERAGE CLASS SIZE OF DOCTORATE LABORATORY
CLASSES

NO. OF SMALL CLASSES AND BIG CLASSES

In a specific semester: The no. of classes, classified according to size and educational level. To provide
an indication of the cost efficiency of teaching in the cost center. The elements below are defined for the
undergraduate and masters level lecture classes only. However, the given definitions and cutoffs are suggestive
of how to define the parallel series for tech/voc, masters and PhD level classes and for different types of
classes. Exclude thesis writing and “independent reading” classes. If the cost center is not a teaching unit, the
elements below are automatically set at zero.

C100 TINYLECT1 NO. OF UG LEVEL LECTURE CLASSES WITH 10 OR FEWER

STUDENTS
C101 SMALLLECT1 NO. OF UG LECTURE CLASSES WITH 11-20 STUDENTS
C102 MEDIUMLECT1 NO. OF UG LECTURE CLASSES WITH 21-30 STUDENTS

C103 NORMLECT1 NO. OF UG LEVEL LECTURE CLASSES WITH 31-40 STUDENTS

C104 BIGLECT1 NO. OF UG LEVEL LECTURE CLASSES WITH 41-50 STUDENTS
C105 HUGELECT1 NO. OF UG LEVEL LECTURE CLASSES WITH 51 OR MORE
STUDENTS

C106 TINYLECT2 NO. OF MASTERS LEVEL LECTURE CLASSES WITH 5 OR

FEWER STUDENTS
C107 SMALLECT2 NO. OF MASTERS LEVEL LECTURE CLASSES WITH 6-10
STUDENTS
C108 MEDIUMLECT2 NO. OF MASTERS LEVEL LECTURE CLASSES WITH 11-20
STUDENTS
C109 NORMLECT2 NO. OF MASTERS LEVEL LECTURE CLASSES WITH 21-30
STUDENTS
C110 BIGLECT2 NO. OF MASTERS LEVEL LECTURE CLASSES WITH 31-40
STUDENTS
C111 HUGELECT2 NO. OF MASTERS LEVEL LECTURE CLASSES WITH 41 OR
MORE STUDENTS

NO. OF STUDENTS WHO RECEIVE FINANCIAL AID

In all HEIs, there is a group of students who receive some form of “financial aid”. The usual funding source is
an outside donor (e.g. the government itself or some philanthropic foundation) but most HEIs, on their own, also
provide financial aid to some of their students.

Typically, the recipients may be grouped as follows:

• Those with high grades or potential for high grades, e.g. high school valedictorians and salutatorians.
Financial aid targeted for high achievers is more often referred to as a “scholarship”.

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Data on a Cost Center in an SUC 225

• Members of the school varsity teams, school cheering squad, or cultural groups.
• Children of the HEI staff or the HEI employees themselves.
• Students who have been identified to be “poor but academically qualified”. Financial aid for this group
is more often referred to as “grants-in-aid” although the term scholarships is often used anyway.

The total monetary value of the financial aid per student might be small (e.g. full tuition waiver in a low-tuition
SUC where the tuition could be as low as P 200 per semester) or substantial (e.g. full tuition waiver at a high-
tuition university such as Ateneo de Manila or de La Salle University where tuition could be at least P 30,000 per
semester/ trimester). The question is: How many students receive some form of financial aid?

The data elements below are headcounts. There are two options in deciding who will be included:
• No cutoff will be imposed. No differentiation will be made between a student who receives the equivalent
of P 200 per semester or P 10,000 per semester.
• A minimum cutoff could be imposed, say P 2,500 per semester (or P500 per month). Only students who
receive at least the minimum cutoff will be counted. This cutoff is admittedly arbitrary but it is probably
more meaningful than no cutoff at all.
• Still another approach is to categorize the recipients according to the amount of benefits, e.g. 0-
2500, 2501-5000, etc. For additional discussion on the matter, see Chapter 8: DATA ELEMENTS ON
INDIVIDUAL SCHOLAR. In particular, see GENEROSITY1, GENEROSITY2 and GENEROSITY3.

C112 ES-ISKO NO. OF ELEMENTARY STUDENTS WHO ARE RECEIVING

FINANCIAL AID
C113 HS-ISKO NO. OF SECONDARY STUDENTS WHO ARE RECEIVING
FINANCIAL AID
C114 TV-ISKO NO. OF TECH/VOC STUDENTS WHO ARE RECEIVING
FINANCIAL AID
C115 UG-ISKO NO. OF BACCALAUREATE OR UNDERGRADUATE LEVEL
STUDENTS WHO ARE RECEIVING FINANCIAL AID

C116 MS-ISKO NO. OF MASTERS LEVEL STUDENTS WHO ARE RECEIVING

FINANCIAL AID
C117 PHD-ISKO NO. OF DOCTORAL LEVEL STUDENTS WHO ARE RECEIVING
FINANCIAL AID
C118 GRAD-ISKO NO. OF GRADUATE STUDENTS WHO ARE RECEIVING
FINANCIAL AID

As a fraction or percentage of total enrollment, how many students receive “financial aid”? At the undergraduate
level, if total enrollment is 1,000 and 50 students receive financial aid, then UG-ISKO% = 5.0% (= 50/1000).

C119 ES-ISKO% AS A % OF TOTAL ENROLLMENT, THE NO. OF ELEMENTARY

STUDENTS WHO ARE RECEIVING FINANCIAL AID
C120 HS-ISKO% AS A % OF TOTAL ENROLLMENT, THE NO. OF SECONDARY
STUDENTS WHO ARE RECEIVING FINANCIAL AID
C121 TV-ISKO% AS A % OF TOTAL ENROLLMENT, THE NO. OF TECH/VOC
STUDENTS WHO ARE RECEIVING FINANCIAL AID
C122 UG-ISKO% AS A % OF TOTAL ENROLLMENT, THE NO. OF
BACCALAUREATE OR UNDERGRADUATE LEVEL STUDENTS
WHO ARE RECEIVING FINANCIAL AID
C123 MS-ISKO% AS A % OF TOTAL ENROLLMENT, THE NO. OF MASTERS
LEVEL STUDENTS WHO ARE RECEIVING FINANCIAL AID
C124 PHD-ISKO% AS A % OF TOTAL ENROLLMENT, THE NO. OF DOCTORAL
LEVEL STUDENTS WHO ARE RECEIVING FINANCIAL AID
C125 GRAD-ISKO% AS A % OF TOTAL ENROLLMENT, THE NO. OF GRADUATE
STUDENTS WHO ARE RECEIVING FINANCIAL AID

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226 Data on a Cost Center in an SUC

FORGONE TUITION AND FEES DUE TO TUITION WAIVERS

This series of data elements measure the peso value of “tuition waivers” or tuition discounts. When
an HEI grants a tuition waiver to any of its students, it forgoes some revenues or income from tuition and
miscellaneous fees. If the average tuition is P5,000 per semester and 100 students are given a 25% tuition
discount, the total forgone tuition equals P 125,000 ( = 0.25*5000*100). If this 25% discount is shouldered by a
donor (say a private foundation or some government scholarship fund in CHED), then the HEI itself suffers no
forgone income. If no outside source funds the 25% discount, then the HEI has, in effect, sacrificed or forgone
P 125,000 in tuition income. The amount of forgone tuition and fees is a measure of the HEI’s commitment to
provide financial aid to some of its students.

It is government policy to encourage HEIs, specially public-funded HEIs, to provide financial aid to
its poor students. For the SUCs, the government will have to provide incentives for them to recover
forgone tuition and fees for poor students. (It is assumed of course that the new socioeconomic eligibility
criterion being developed by CHED will be used to identify the “poor students”). For instance, the government
could reimburse the SUC, at least partially. In any event, this series of data elements records the peso value of
forgone tuition and fees – net of the tuition paid by or reimbursed by scholarship donors.

C126 TVFORGONE TOTAL PESOS TUITION AND MISC FEES FORGONE BY THE HEI
DUE TO TECH/VOC SCHOLARS/ GRANTEES

C127 UGFORGONE TOTAL PESOS TUITION AND MISC FEES FORGONE BY THE HEI
DUE TO BACHELORS LEVEL SCHOLARS/ GRANTEES

C128 MSFORGONE TOTAL PESOS TUITION AND MISC FEES FORGONE BY THE HEI
DUE TO MASTERS LEVEL SCHOLARS/ GRANTEES

C129 PHDFORGONE TOTAL PESOS TUITION AND MISC FEES FORGONE BY THE HEI
DUE TO DOCTORAL LEVEL SCHOLARS/ GRANTEES

C130 GRADFORGONE TOTAL PESOS TUITION AND MISC FEES FORGONE BY THE
HEI DUE TO GRADUATE LEVEL SCHOLARS/ GRANTEES ( =
MSFORGONE+ PHDFORGONE)

TOTAL STIPENDS AND ALLOWANCES PAID TO SCHOLARS

This series of data elements record the total value of stipends and allowances paid out by the HEI
or college ( from its own funds, not from a third party donor ) to its scholars. This is a measure of
“cash out” or cash transfers from the HEI to scholars. (Do not confuse with tuition waivers or tuition discounts
because these do not involve cash out by the HEI. Do not confuse with SUC expenditures in connection with
psychosocial assistance to the scholars or the administrative costs of implementing the scholarship). Examples
of “cash out” to scholars: stipends or allowances.

If the HEI or cost center provides a P500 monthly allowance to 20 scholars for 10 months, then the cash out is
P 100,000 for the year. If an outside donor (say the DOST or a private foundation) or the national government
(via a specific appropriation to the SUC or CHED) covers this amount, then the HEI itself suffers no expenditure.
But if no external donor covers the amount or reimburses the HEI, then the HEI or cost center itself incurs the
expenditure. The intention here is to record only the stipends and allowances paid out by the HEI from its own
funds to the scholars or grantees.

It is government policy to encourage HEIs, specially SUCs, to provide financial aid to its poor students.
Thus, the government will have to provide incentives for SUCs to recover the cost of stipends and
allowances to poor students. For instance, the government could reimburse the SUC, at least partially. This
series of data elements record the expenditures for stipends and allowances.

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Data on a Cost Center in an SUC 227

C131 TVSTIPENDS TOTAL VALUE OF STIPENDS OR ALLOWANCES PAID BY

THE HEI FROM ITS OWN FUNDS TO TECH/VOC SCHOLARS/
GRANTEES ( 1 YEAR)
C132 UGSTIPENDS TOTAL VALUE OF STIPENDS OR ALLOWANCES PAID BY THE
HEI FROM ITS OWN FUNDS TO UNDERGRAD SCHOLARS/
GRANTEES ( 1 YEAR)
C133 MSSTIPENDS TOTAL VALUE OF STIPENDS OR ALLOWANCES PAID BY
THE HEI FROM ITS OWN FUNDS TO MASTERS SCHOLARS/
GRANTEES ( 1 YEAR)
C134 PHDSTIPENDS TOTAL VALUE OF STIPENDS OR ALLOWANCES PAID BY THE
HEI FROM ITS OWN FUNDS TO DOCTORAL SCHOLARS/
GRANTEES ( 1 YEAR)
C135 GRADSTIPENDS TOTAL VALUE OF STIPENDS OR ALLOWANCES PAID BY THE
HEI FROM ITS OWN FUNDS TO GRADUATE LEVEL SCHOLARS/
GRANTEES ( 1 YEAR) = MSTIPENDS+PHDSTIPENDS

COSTS ATTRIBUTABLE TO THE TEACHING FUNCTION

A typical HEI has the 3 traditional functions: teaching, research and extension. The following data elements
answer the question: Out of the PS expenditures in the college, how much of it is attributable to teaching? Out of
the MOOE expenditures in the college, how much of it is attributable to teaching? The following data elements
capture peso amounts, to be measured in thousand pesos for convenience.

If the cost center is a college, TEACHPS1 will include the expenditures (or at least a major portion of the
expenditures) for salaries and all related compensation of the faculty in the college. It will not include the
cost of honoraria for overload teaching paid to the faculty because such expenditures are charged against
the central fund Lump Sum for Honoraria – and not against the college itself. It may not include the cost of
electricity because such expenditures may be charged against a central lump sum instead of the college itself.
As mentioned before, a lot depends on the administrative structure of the SUC and the formulation of its IOB.

To aggregate the teaching costs directly or eventually attributable to a college, we will have to accumulate
TEACHPS1 from the non-degree granting cost centers in the SUC.

The elements below should be determined for each cost center in the SUC – whether the cost center is a
degree-granting unit or not:

C136 TEACHPS1 PS COSTS FOR TEACHING FROM GAA

C137 TEACHMOOE1 MOOE COSTS FOR TEACHING FROM GAA
C138 TEACHCO1 CO COSTS FOR TEACHING FROM GAA
C139 TEACH1 TOTAL COSTS FOR TEACHING FROM GAA
C140 TEACHPS2 PS COSTS FROM INCOME FOR TEACHING
C141 TEACHMOOE2 MOOE COSTS FROM INCOME FOR TEACHING

C142 TEACHCO2 CO COSTS FROM INCOME FOR TEACHING

C143 TEACH2 CO COSTS FROM INCOME FOR TEACHING
C144 TEACHPS3 COMBINED PS COSTS FOR TEACHING
C145 TEACHMOOE3 COMBINED MOOE COSTS FOR TEACHING
C146 TEACHCO3 COMBINED CO COSTS FOR TEACHING
C147 TEACH3 GRAND TOTAL COSTS FOR TEACHING

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228 Data on a Cost Center in an SUC

PERCENTAGE OF EXPENDITURES ATTRIBUTABLE TO TEACHING

For each cost center (whether it is a college or not): What fraction or percentage of the expenditures in the cost
center may be attributed to teaching? This records percentage, not pesos. For a typical college in an SUC,
TEACH%PS1 would probably hover in the 80-95% range since the major bulk of faculty salaries are attributable
to teaching. To determine the actual percentage, we may have to look at the distribution of faculty time in the
college to official duties such as: actual teaching, research, administrative duties, etc.

In an SUC, if the total PS expenditures from the GAA is P 50 M and P P48M of it could be attributed
to teaching, then TEACH%PS1= 96.0% ( =48/50). Incidentally, this means that the remaining P2M is
attributable to research and/or extension.

If the total PS expenditures from the SUC income is P4M and P P3.5M of it is attributable to teaching, then
TEACH%PS2=87.5% (=3.5/4). This means that the remaining P 0.5M is attributable to research and/or
extension.

C148 TEACH%PS1 PS COSTS FOR TEACHING AS % OF TOTAL PS COSTS FROM

GAA
C149 TEACH%MOOE1 MOOE COSTS FOR TEACHING AS % OF TOTAL MOOE COSTS
FROM GAA
C150 TEACH%CO1 CO COSTS FOR TEACHING AS % OF TOTAL CO COSTS FROM
GAA
C151 TEACH%1 TOTAL COSTS FOR TEACHING AS % OF TOTAL GAA
EXPENDITURES
C152 TEACH%PS2 PS COSTS FOR TEACHING AS % OF TOTAL PS COSTS FROM
SUC INCOME
C153 TEACH%MOOE2 MOOE COSTS FOR TEACHING AS % OF TOTAL MOOE COSTS
FROM SUC INCOME
C154 TEACH%CO2 CO COSTS FOR TEACHING AS % OF TOTAL CO COSTS FROM
SUC INCOME
C155 TEACH%2 TOTAL COSTS FOR TEACHING AS % OF TOTAL SUC INCOME
EXPENDITURES
C156 TEACH%PS3 COMBINED PS COSTS FOR TEACHING AS % OF COMBINED
PS COSTS
C157 TEACH%MOOE3 COMBINED MOOE COSTS FOR TEACHING AS % OF
COMBINED MOOE COSTS
C158 TEACH%CO3 COMBINED CO COSTS FOR TEACHING AS % OF COMBINED
CO COSTS
C159 TEACH%3 GRAND TOTAL COSTS FOR TEACHING AS % OF GRAND
TOTAL COSTS

COSTS ATTRIBUTABLE TO THE RESEARCH FUNCTION

Out of the total expenditures in the cost center, how much of it is attributable to the research function? These
are peso amounts in thousands.

If the cost center is a college, RESPS1 will include a portion of the faculty salaries of faculty members doing
research. For instance, if a faculty is credited with a 1/6 load reduction (or 3 units load credits out of a normal
load of 18 units per semester) for research activities, then 1/6 of his faculty salary should be counted as part
of RESPS1. Some faculty members hold dual appointments: one appointment as faculty in the college and
another appointment as researcher in a research center. If this is a 50:50 appointment (i.e. half-time in the
college and half-time in the research center), then half of the faculty salary should be included in RESPS1.

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Data on a Cost Center in an SUC 229

The elements below should be determined for each cost center in the SUC – whether the cost center is a
research unit or not. For instance, how much of the expenditures in the Library or in the Office of the President
should be attributed to research?

C160 RESPS1 PS COSTS FOR RESEARCH FROM GAA

C161 RESMOOE1 MOOE COSTS FOR RESEARCH FROM GAA
C162 RESCO1 CO COSTS FOR RESEARCH FROM GAA
C163 RES1 TOTAL COSTS FOR RESEARCH FROM GAA
C164 RESPS2 PS COSTS FROM INCOME FOR RESEARCH
C165 RESMOOE2 MOOE COSTS FROM INCOME FOR RESEARCH

C166 RESCO2 CO COSTS FROM INCOME FOR RESEARCH

C167 RES2 CO COSTS FROM INCOME FOR RESEARCH
C168 RESPS3 COMBINED PS COSTS FOR RESEARCH
C169 RESMOOE3 COMBINED MOOE COSTS FOR RESEARCH
C170 RESCO3 COMBINED CO COSTS FOR RESEARCH
C171 RES3 GRAND TOTAL COSTS FOR RESEARCH

PERCENTAGE OF EXPENDITURES ATTRIBUTABLE TO RESEARCH

For each cost center (whether it is a research unit or not): what fraction or percentage of expenditures of the
cost center is attributable to research? In an SUC, if the total PS expenditures from the GAA is P 50 M and P
1.5M of it could be attributed to research, then RES%PS1= 3.0% (= 1.5/50). Incidentally, this means that the
remaining P48.5M is attributable to teaching and/or extension.

C172 RES%PS1 PS COSTS FOR RESEARCH AS % OF TOTAL PS COSTS

FROM GAA
C173 RES%MOOE1 MOOE COSTS FOR RESEARCH AS % OF TOTAL MOOE
COSTS FROM GAA
C174 RES%CO1 CO COSTS FOR RESEARCH AS % OF TOTAL CO COSTS
FROM GAA
C175 RES%1 TOTAL COSTS FOR RESEARCH AS % OF TOTAL GAA
EXPENDITURES
C176 RES%PS2 PS COSTS FOR RESEARCH AS % OF TOTAL PS COSTS
FROM SUC INCOME
C177 RES%MOOE2 MOOE COSTS FOR RESEARCH AS % OF TOTAL MOOE
COSTS FROM SUC INCOME
C178 RES%CO2 CO COSTS FOR RESEARCH AS % OF TOTAL CO COSTS
FROM SUC INCOME
C179 RES%2 TOTAL COSTS FOR RESEARCH AS % OF TOTAL SUC INCOME
EXPENDITURES
C180 RES%PS3 COMBINED PS COSTS FOR RESEARCH AS % OF COMBINED
PS COSTS
C181 RES%MOOE3 COMBINED MOOE COSTS FOR RESEARCH AS % OF
COMBINED MOOE COSTS
C182 RES%CO3 COMBINED CO COSTS FOR RESEARCH AS % OF COMBINED
CO COSTS
C183 RES%3 GRAND TOTAL COSTS FOR RESEARCH AS % OF GRAND
TOTAL COSTS

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230 Data on a Cost Center in an SUC

COSTS ATTRIBUTABLE TO THE EXTENSION FUNCTION

For each cost center (whether it is an extension services unit or not): how much of the expenditures in the cost
center are due to the extension function? For instance, how much of the expenditures in the library can be
attributed to the extension function?

C184 EXTNPS1 PS COSTS FOR EXTENSION FROM GAA

C185 EXTNMOOE1 MOOE COSTS FOR EXTENSION FROM GAA
C186 EXTNCO1 CO COSTS FOR EXTENSION FROM GAA
C187 EXTN1 TOTAL COSTS FOR EXTENSION FROM GAA
C188 EXTNPS2 PS COSTS FROM INCOME FOR EXTENSION
C189 EXTNMOOE2 MOOE COSTS FROM INCOME FOR EXTENSION

C190 EXTNCO2 CO COSTS FROM INCOME FOR EXTENSION

C191 EXTN2 CO COSTS FROM INCOME FOR EXTENSION
C192 EXTNPS3 COMBINED PS COSTS FOR EXTENSION
C193 EXTNMOOE3 COMBINED MOOE COSTS FOR EXTENSION
C194 EXTNCO3 COMBINED CO COSTS FOR EXTENSION
C195 EXTN3 GRAND TOTAL COSTS FOR EXTENSION

PERCENTAGE OF EXPENDITURES DUE TO EXTENSION SERVICES

For each cost center (whether it is an extension services unit or not): what percentage of expenditures in the
cost center is attributable to extension services?

PS COSTS FOR EXTENSION AS % OF TOTAL PS COSTS

C196 EXTN%PS1
FROM GAA
MOOE COSTS FOR EXTENSION AS % OF TOTAL MOOE
C197 EXTN%MOOE1
COSTS FROM GAA
CO COSTS FOR EXTENSION AS % OF TOTAL CO COSTS
C198 EXTN%CO1
FROM GAA
TOTAL COSTS FOR EXTENSION AS % OF TOTAL GAA
C199 EXTN%1
EXPENDITURES
PS COSTS FOR EXTENSION AS % OF TOTAL PS COSTS
C200 EXTN%PS2
FROM SUC INCOME
MOOE COSTS FOR EXTENSION AS % OF TOTAL MOOE
C201 EXTN%MOOE2
COSTS FROM SUC INCOME
CO COSTS FOR EXTENSION AS % OF TOTAL CO COSTS
C202 EXTN%CO2
FROM SUC INCOME
TOTAL COSTS FOR EXTENSION AS % OF TOTAL SUC
C203 EXTN%2
INCOME EXPENDITURES
COMBINED PS COSTS FOR EXTENSION AS % OF COMBINED
C204 EXTN%PS3
PS COSTS
COMBINED MOOE COSTS FOR EXTENSION AS % OF
C205 EXTN%MOOE3
COMBINED MOOE COSTS
COMBINED CO COSTS FOR EXTENSION AS % OF COMBINED
C206 EXTN%CO3
CO COSTS
GRAND TOTAL COSTS FOR EXTENSION AS % OF GRAND
C207 EXTN%3 TOTAL COSTS

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Data on a Cost Center in an SUC 231

NOTE: The following mathematical identities should hold:

TEACH%PS1+ RES%PS1+EXTN%PS1 = 100%

TEACH%MOOE1+RES%MOOE1+EXTN%MOOE1=100%
TEACH%CO1+RES%CO1+EXTN%CO1=100%

TEACH%PS2+ RES%PS2+EXTN%PS2 = 100%

TEACH%MOOE2+RES%MOOE2+EXTN%MOOE2=100%
TEACH%CO2+RES%CO2+EXTN%CO2=100%

In other words, the entire expenditures of a cost center must be partitioned into 3 parts -- teaching,
research, extension – and everything must be accounted for. A cost that is not attributed to teaching is
automatically attributed to either research or extension. Cost attribution to the 3 functions is a “zero-sum game”.
What is not attributed to one function is automatically attributed to the other two functions. Teaching costs
cannot or should not be pushed unduly to research or extension – and vice-versa.

“REVENUE CENTERS” IN AN SUC

As mentioned at the beginning, a cost center in an SUC is an entity against which the SUC attributes
costs. That is, bookkeepers and accountants will book expenditures against the cost centers.

Conversely, a “revenue center” in an SUC is an entity to which revenues are credited. A revenue
center may be an organizational unit such as college. Certainly, revenues from tuition and miscellaneous fees
should be credited to the colleges and the departments where the students are enrolled. Whether this actually
happens or not depends on how an SUC books its revenues. Ideally, every cost center should also be a revenue
center but it may not be so in reality.

SUC-GENERATED INCOME

On the average, about 90-95% of the expenditures of a cost center in an SUC are funded from GAA funds.
However, some SUCs fund many expenditures from SUC-generated income. This means: tuition revenues,
miscellaneous fees, interest income, revenues from business operations, etc. The trend all over the world is
reduction in government subsidy for SUCs and this means the SUCs will have to be more enterprising. This
series of data elements capture data on income credited to a cost center.

C208 TUITREV INCOME OF THE COST CENTER FROM TUITION FEES

(SEM1+SEM2+SUMMER)
C209 MISCFEES INCOME OF THE COST CENTER FROM MISC FEES
(SEM1+SEM2+SUMMER)
C210 INTINCOME INTEREST INCOME FROM FUNDS OF THE COST CENTER (1
CALENDAR YEAR)
C211 PUBLICNS INCOME FROM SALE OF PUBLICATIONS

C212 BUSINCOME INCOME OF THE COST CENTER FROM BUSINESS

OPERATIONS (1 CALENDAR YEAR)
C213 RENTALINC INCOME FROM RENTALS OF SUC FACILITIES( 1 CALENDAR
YEAR)
C214 OTHERINC OTHER INCOME ATTRIBUTABLE TO THE COST CENTER (1
CALENDAR YEAR)
C215 TOTINCOME TOTAL INCOME ATTRIBUTABLE TO THE COST CENTER (1
CALENDAR YEAR)

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232 Data Elements on a Subject

5/24/2004 4:02 PM
CHAPTER 5
DATA ELEMENTS ON A SUBJECT
DATA ENTITY TO BE DESCRIBED: The entity to be described is a subject in a specific institution, e.g.
Math 155 Introduction to Differential Equations at XYZ University. The focus is on the subject itself -- not a
specific section or class of the subject.

A subject is a collection of topics which form a coherent whole intended to be taught by a faculty
member --- and learned by a group of students with more-or-less equal preparations --- within a specific
number of hours in a semester or term, and after which there is a formal assessment and a grade is
given to the student. The breadth and depth of the topics is designed to be “just enough” to fill the mandated
number of hours, usually 51 “contact hours” spread out over 13 hours per week over the 17 weeks of a semester,
sometimes requiring more hours and sometimes fewer hours. The subjects themselves are designed to be part
of a curriculum designed so that students who pass all the subjects are deemed proficient or educated enough
to earn a degree, certificate or diploma in the HEI.

The topics to be taught in a subject are specified in a document called the syllabus. Each subject has a
defined syllabus (or is supposed to have one). Students enrolled in the subject must undergo some form of
formal evaluation, either through written and/or oral tests, and/or the submission of term papers, completion of
projects, presentation/s in class, etc. At the end of the weeks allotted for the subject, the faculty member gives
out a grade, usually numerical, intended to indicate the faculty member’s objective assessment of how well the
student has learned the topics in the subject.

For each subject, there is a defined or traditional “delivery mode” by which the topics in the subject are taught to
students. The most popular delivery mode is the usual lecture mode but sometimes the delivery mode requires
more active participation by students in set activities (often called “experiments” or “projects”) in a laboratory.
In some cases, the delivery mode includes both lecture and laboratory mode. Other delivery modes which
require more active student participation than sitting in a traditional lecture class are the seminar mode, directed
reading mode and of course distance mode. Some subjects (e.g. Geology, Archaeology, etc.) are handled in
the field work mode. In the health sciences many classes in the clinical sciences are handled in the clinics
mode. (Please see the element SUBJMODE).

The data elements on a subject are of primary interest to the HEI offering the subject. CHED itself might not be
interested in a specific subject but might be in all subjects belonging to a discipline, e.g. all science subjects..

THE DIFFERENCE BETWEEN A “SUBJECT” AND A “SECTION” or “CLASS”

Some subjects such as those in the General Education (GE) program are in great demand by students. For
instance, it is not unusual for an HEI to have 1,000 students who want to enrol in a subject like English 1. When
this happens, the subject has to be offered in several sections or classes. Thus, it is not unusual to have 25
sections or classes of English 1. In this example, there are 25 different classes or sections but there is only
one subject. The subject is English 1. A faculty member teaching two sections of English 1 and two sections
of Humanities 1 is actually teaching only 2 subjects but is teaching a total of 4 sections or classes. Another
difference. Subjects are listed in the official University Catalogue. In contrast, sections or classes are listed in
the Schedule of Classes.

FOCUS ON A SUBJECT

A subject is usually known by the abbreviated name of an academic discipline or department followed by a
number as in “CHEM 66” or “BA 101.1”. Each subject is further identified by an official title such as “Introduction

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Data Elements on a Subject 233

to Organic Chemistry” or “Fundamentals of Management Accounting” which appear in the official transcript.
The subject name is unique to the institution. Thus, HISTORY 100 in one university is not the same as HISTORY
100 in another university.

A one-day or one-week course or training program titled “Introduction to the Internet” is not considered a subject
because there is no formal evaluation. Furthermore, no academic program requires the student to pass or
attend such a training program.

Attributed to each subject is a number of units or credit units. One unit usually means a total of 16 hours of
lecture. Thus, a 3-unit subject offered in a 16-week semester requires that a student attend 3 lecture hours per
week for a total of 48 (= 3x16) hours for the semester. A 17th week is for examinations. Put another way, a 3-unit
subject requires a total of 48 “contact hours”. A 3-unit subject offered in a 12-week trimester has to meet 4 hours
per week so that at the end of the trimester, the subject will have met a total of 48 (= 12x4) contact hours.

THE DIFFERENCE BETWEEN “SUBJECT” AND “COURSE”

In an HEI, the word “course” has at least 2 meanings:

• as a synonym for “academic program” and
• as a synonym for “subject”.

The terms "course" and "subject" are synonyms in the following usages: "Math 101 is 3-unit course", "Ben
passed all his courses last semester", "Prof. Santos is teaching the Asian Literature course this semester", etc.
On the other hand, "course" is a synonym for "academic program" in the following contexts: "Medicine is a very
demanding course", "Vet Med is a 5-year course", “BS Biology is a quota course”, etc. Sometimes the word
course is even used as a synonym for training program – which is neither an academic program nor a subject.
For instance: “The Institute of Computer Science is offering a one-week course on the Internet.”

Depending on the context, a listener may distinguish whether course is being used to mean subject or to mean
program. However, when precision is needed, the terms “subject” and “program” should be used -- and “course”
should be avoided. For instance, the question “ How many courses does the university offer?” is a question that
invites confusion. This question should be reworded using either “subject” or “program”, whichever the inquirer
really intends to ask about..

THE OFFICIAL RECORDKEEPER OF SUBJECTS DATA ELEMENTS

In an HEI, the official record keeper of data elements on a subject is the University Registrar. The official master
list of subjects, their titles, their complete descriptions, etc. are published in an official catalogue. If a student,
parent, or faculty member wants the official subject description, they go to the official catalogue. If there are any
further questions, they see the University Registrar.

Every semester, new subjects are instituted and old subjects are modified or abolished. Sometimes only the
numbering system is changed, sometimes only the title, or only the description, etc. Sometimes the prerequisites
are modified, etc. Sometimes there is a complete overhaul! The University Registrar has to keep track of
such changes, e.g. which subjects have been abolished, re-numbered, re-titled, etc. The situation presents a
challenge in database management.

The no. of subjects in an institution varies from institution to institution. Small institutions may have less than 50
subjects but big universities with many programs could be offering as many as 500 different subjects. The data
elements on a subject are of primary interest to the HEI. For HEIs which have not started a computer database
on their subjects, this chapter provides a good start with terminology, definitions and coding.

SOME INTERESTING DATA ELEMENTS ON A SUBJECT

• If there are 100 different subjects in an HEI, what specific pieces of data will the HEI need or want to
record about each subject?
• If CHED wants to do some research on subjects in a certain field, e.g. all mathematics subjects,

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234 Data Elements on a Subject

offered in Philippine HEIs, what pieces of data will CHED want or need about each subject?

1. What is the official title of the subject? See SUBJTITLE

2. What is the official description of the subject? See SUBJDESC
3. What is the program level in which this subject is offered? See SUBJLEVEL.
4. The student who enrols in this subject: how many units will he earn? The teacher who
handles this subject: how many credit units will be attributed to him? See SUBJCREDIT,
TEACHCREDIT
5. How many contact hours are required for the entire subject? See SUBJHOURS.
6. Is this a thesis or dissertation subject? IFTHESIS
7. Is the subject a lecture subject, lab subject or some other type? See SUBJMODE
8. Does the subject issue a numerical grade? NUMERICAL.
9. Is the grade in the subject included in General Weighted Average? See KASALI.
10. What is the usual enrolment in the 1st semester? 2nd semester? See ENROLSEM1,
ENROLSEM2, ENROLSEM3, SUBJENROL.
11. What is the outright passing rate in the subject? What is the eventual passing rate? See
PUMASA1, %PUMASA1, PUMASA2, %PUMASA2.
12. What is the outright failing rate in the subject? What is the eventual failing rate in this subject?
See BUMAGSAK1, BUMAGSAK2, % BUMAGSAK1, %BUMAGSAK2.
13. How much will it cost a student to enrol in this subject? See SUBJTUIT, SUBJFEE,
SUBJBAYAD.
14. Is this subject usually taught by just one person? By a team of persons? If so, do they appear
in relay or simultaneously? See TEAMTEACH.

DATA ELEMENTS ON A SUBJECT

NOTE: Each data element below refers to a subject in a specific institution, e.g. Physics 144
Advanced Optics at XYZ University. The focus is on the subject itself, not a specific section or
class of the subject. See separate chapter on DATA ON A CLASS OR SECTION.

ELEMENT NUMBER D001

ELEMENT NAME THE “SUBJECT NUMBER” DESIGNATION OF THE SUBJECT
NICKNAME SUBJNAME
PURPOSE To provide an easy-to-remember name which quickly identifies the subject for
students and faculty. Examples: “MATH 155”, “BA 100.1”, etc.
DESCRIPTION The abbreviated name of an academic discipline or department followed by a
number as in “BIO 121”. This is not the full official title of the subject but it is
the short name by which it is popularly known.
CODING This is textual information: no coding required. Field length: 10 characters -
- 6 alphabetic or fewer ( all UPPERCASE), blank space, 5 numeric including
a possible decimal point as in “PHILO 105.1”. Watch out for the distinction
between Roman and Arabic numerals.

ELEMENT NUMBER D002

ELEMENT NAME THE OFFICIAL TITLE OF THE SUBJECT
NICKNAME SUBJTITL
PURPOSE To record the full official title of the subject as shown in the HEI or college
catalogue or bulletin and also as reflected in the official Transcript of Records.
This data element is so important that any change in subject title has to be
approved by the University Council.
DESCRIPTION The full official title of the subject as printed in the HEI catalogue or transcript
of records. Often known as “course title”. Examples: the official title of MATH
114 might be “Linear Algebra and Matrices” while that of LAW 101 could be
“Constitutional Law I” with the Roman numeral.
CODING Text information: no coding possible. Field length: 30 characters.

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Data Elements on a Subject 235

ELEMENT NUMBER D003

ELEMENT NAME IF THE SUBJECT IS A “SPECIAL TOPICS” SUBJECT
NICKNAME SPECIALTOPICS
PURPOSE To indicate if the subject is a “Special Topics” subject. This will identify subjects
such as those numbered 199 or 299 which are “Special Topics” subjects. This
means, that 2 or more subjects with the same number (e.g. Physics 299) may
actually be different subjects. One could be “Special Topics in Relativity” while
another could be “Special Topics in Computational Physics”.
DESCRIPTION A code to indicate if the subject is a “Special Topics” subject or if the subject
title and description are fixed. If a subject is a special topics course, care must
be taken that there is no duplication. In other words, if a student is enrolled in
a 299 subject this semester and another 299 in the next semester, that the two
299 subjects are actually different.
CODING
1 Subject description and topics are fixed.
2 Subject is a “Special Topics” course where the topics vary from semester to
semester or from professor to professor.
9 Not known or not indicated.

ELEMENT NUMBER D004

ELEMENT NAME THE FULL OFFICIAL DESCRIPTION OF THE SUBJECT
NICKNAME SUBJDESC
PURPOSE To record the full official description of the subject as printed in the school
catalogue. Sometimes also known as “course description”. It should be noted
that any revision of description requires approval by the University Council.
Not to be confused with SUBJTITL.

DESCRIPTION This is the full official description of the subject as published in the official school
catalogue. Example of a description of a math subject: “Systems of Linear
Equations. Matrices and matrix operations. Some computational algorithms.
Vector spaces and linear transformations.”
CODING This is textual data (usually a short paragraph). No coding required: just key in
the entire description. Field length: 300 characters.

ELEMENT NUMBER D005

ELEMENT NAME THE CODE ASSIGNED BY THE HEI TO THE SUBJECT
NICKNAME SUBJCODE
PURPOSE To facilitate computerization, a code number to identify the subject.
DESCRIPTION A unique code assigned by the HEI to the subject.
CODING Numeric: 4 digits (as assigned by the HEI). This is enough to assign unique
codes to 10,000 subjects in one HEI.

ELEMENT NUMBER D006

ELEMENT NAME THE NUMBER OF SECTIONS OF THE SUBJECT IN A SPECIFC
SEMESTER
NICKNAME SUBJECS
PURPOSE To indicate how many sections or classes there are of the same subject in the
specific semester. (Sections and classes are used here as synonyms).
DESCRIPTION The number of sections or classes of the same subject in one semester,
trimester or term. If the subject is offered in 25 sections, then SUBJSECS=
25. If the subject is offered only in one section or class, then SUBJSECS=1. If
the subject is not offered in the semester in question, then SUBJSECS=0.
CODING None required. This element is a numerical value. Field length: 3 digits.

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236 Data Elements on a Subject

ELEMENT NUMBER D007

ELEMENT NAME IF THE SUBJECT IS A CLASSIFIED AS A GENERAL EDUCATION (GE)
SUBJECT.
NICKNAME GESUBJECT
PURPOSE Is this a GE subject and therefore required for every undergraduate student?
In other words, is this a subject for which there is great demand?
DESCRIPTION If the subject is considered as part of the General Education program which is
required of all undergraduates regardless of their majors.
CODING
1 YES, the subject is a GE subject and definitely required. Student cannot enroll
in a substitute.
2 YES, the subject is a GE subject but it is not specifically required. Student can
avoid taking the subject by taking another GE subject in its place.
3 Not a GE subject at all.
9 No information on the matter.

ELEMENT NUMBER D008

ELEMENT NAME IF THE SUBJECT IS PART OF THE NATIONAL SERVICE TRAINING
PROGRAM (NSTP).
NICKNAME NSTPSUBJ
PURPOSE Can this subject be used to comply with the NSTP requirement?
DESCRIPTION If the subject is part of the NSTP selection
CODING 1-digit code.
1 Military training.
2 Civic welfare.
3 Literacy training.
4 None of the above.
9 No information on the matter.

ELEMENT NUMBER D009

ELEMENT NAME IF THE SUBJECT IS CLASSIFIED AS “UPPER DIVISION”
NICKNAME UPPERDIVN
PURPOSE
DESCRIPTION
CODING 1-digit code.
1 Upper division subject.
2 Not an upper division subject.
9 No information on the matter.

ELEMENT NUMBER D010

ELEMENT NAME IF THE SUBJECT IS A THESIS OR DISSERTATION SUBJECT
NICKNAME IF THESIS
PURPOSE If the subject is a thesis subject, it is very unpredictable how long the student
will complete it. The no. of units assigned to the subject are not very relevant
because ot the huge unpredictability.
DESCRIPTION If the subject is a thesis or dissertation.
CODING 1-digit code.
1 Undergrad thesis subject.
2 Masters thesis subject.
3 PhD dissertation subject.
4 None of the above.
9 No information on the matter.

ELEMENT NUMBER D011

ELEMENT NAME UNITS TO BE EARNED BY THE STUDENT IN THE SUBJECT
NICKNAME SUBJCREDIT
PURPOSE To indicate the number of units to be earned by a student upon passing the
subject.

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Data Elements on a Subject 237

DESCRIPTION The no. of units which the student will earn if he passes the subject. When we
say the subject is a 3-unit subject, it means SUBJCREDIT=3. For a lecture
subject, 3 units means 3 hours of meetings per week over a 17-week semester.
In other words, a total of 51 contact hours.
Do not confuse with TEACHCRED below.
CODING Numeric. No decimal place.

ELEMENT NUMBER D012

ELEMENT NAME UNITS TO BE CREDITED TO THE TEACHER FOR TEACHING THE
SUBJECT.
NICKNAME TEACHCREDIT
PURPOSE To indicate the number of units to be credited to the teacher teaching the
subject. To be used in determining whether a faculty member is able to meet
his “normal faculty load”.
DESCRIPTION The no. of units which will be credited to the teacher.

For most undergraduate subjects, SUBJCREDIT = TEACHCREDIT.

If the subject is an undergraduate lab and SUBJCREDIT= 2, then
TEACHCREDIT =1.0. This is because teaching lecture subjects and teaching
lab subjects are valued differently in most HEIs.

For a graduate lecture subject, if SUBJCREDIT = 3, then it is usual (though

not necessary) TEACHCREDIT = 4.50. It is as if a 1.50 credit load multiplier
has been used.
Do not confuse with SUBJCREDIT above.
CODING Numeric. Two decimal places, as in x.xx.

ELEMENT NUMBER D013

ELEMENT NAME MAXIMUM CLASS SIZE ALLOWED FOR THE SUBJECT
NICKNAME MAXSIZE
PURPOSE To prevent a class from being too big and therefore detrimental to the teaching-
learning situation.
DESCRIPTION Maximum class size allowed for pedagogic reasons and/or infrastructure
limitations.
CODING Numeric. No decimal place.
ELEMENT NUMBER D014
ELEMENT NAME MINIMUM CLASS SIZE ALLOWED FOR THE SUBJECT
NICKNAME MINSIZE
PURPOSE To avoid overly small classes. To control costs.
DESCRIPTION Minimum class size allowed. If MINSIZE=10, then the subject will not be offered
by the HEI for 9 or fewer students – UNLESS THERE IS SPECIAL APPROVAL
BY AN AUTHORIZED HEI OFFICIAL, e.g. VPAA.
CODING Numeric. No decimal place.

ELEMENT NUMBER D015

ELEMENT NAME THE NO. OF WEEKS IN WHICH THE SUBJECT IS COMPLETED FROM
START TO FINISH
NICKNAME SUBJWEEKS
PURPOSE To indicate the total number of weeks during which subject will meet. To
indicate whether the subject is offered in a semestral, trimestral, quarterly
mode or some other mode.
DESCRIPTION The total number of weeks during which the subject will meet. For subjects
offered in a regular semester, SUBJWEEKS=17. For a trimester, SUBJWEEKS=
12. For other modes (e.g. quarterly, etc.), SUBJWEEKS is the number of
weeks until subject is completed. (Observe that the product SUBJWEEKSx
SUBJHRS will give the total no. of hours for the entire semester or trimester).

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238 Data Elements on a Subject

CODING No coding required. This element is a numerical value. Field length: 2 digits.
Round off to the nearest integer.

ELEMENT NUMBER D016

ELEMENT NAME SUBJECT CONTACT HOURS PER WEEK
NICKNAME SUBJHOURS
PURPOSE To indicate the total number of contact hours per week when student is required
to be present.
DESCRIPTION The number of hours per week when student is required to be present.
“Contact hours” is to be noted only for subjects which require regular meetings
of fixed duration. For instance the typical 3-unit lecture subject requires the
student to be present in a classroom 3 hours per week for the 16 weeks of the
semester.

This data element does not apply if the subject is: thesis writing, directed
reading, clinical internship, apprenticeship, on-the-job training, fieldwork, etc.
which require extended and/or unpredictable number of hours. For this type of
subject, assign the value SUBJHRS=99. This value will be used as a flag.

CODING Numeric data. No coding required. Round off to the nearest integer.

ELEMENT NUMBER D017

ELEMENT NAME ACADEMIC LEVEL FOR WHICH THE SUBJECT IS PRIMARILY
INTENDED
NICKNAME SUBJLEVL
PURPOSE To indicate the level at which subject is taught or the educational level of most
students who enrol in the subject.
DESCRIPTION The program level at which the subject is taught. If the subject may be taken by
students from or more levels, use the lower level. For instance, if the subject
is open to both undergraduate and graduate level, then the subject will be
classified undergraduate. If the subject is open only to graduate students, then
SUBJLEVL is of course graduate level.
CODING NOTE:
This is the same coding scheme for the program MAJLEVEL in Chapter 2
DATA ON A PROGRAM. See also PROGLEVEL.
1 BASIC, i.e. PROGLEVL =05,11, 12,20
2 TECHNICAL/VOCATIONAL/PRE-BACCALAUREATE, i.e. PROG =30,40
3 UNDERGRADUATE, i.e. PROGLEVL = 50,70,75 ( i.e. includes LLB, JD, MD)
4 GRADUATE, i.e. PROGLEVL=60,80,90
9 Not known or not indicated.
ELEMENT NO. D018
ELEMENT NAME IF THE SUBJECT IS TAUGHT BY ONE FACULTY MEMBER OR BY A TEAM
OF FACULTY MEMBERS
SHORT NAME TEAMTEACH
PURPOSE To indicate if the subject is taught by one person or by a team of faculty. To
indicate how many persons are involved in issuing the final grades. To indicate
if there is need for apportioning of teaching credits to the team.
DEFINITION The no. of teachers who handle the subject and the way these teachers
interface with each other.
CODING 1-digit code.
1 ONE TEACHER ONLY. Subject is taught by 1 teacher only. There might be an
assistant but all the lecturing is be one faculty member only.
2 RELAY STYLE: Subject is taught by 2 or more faculty who teach it “relay style”.
For instance, Professor A teaches in June, Professor B in July, Professor C
in August, etc. At any class day only one member of the team is actually
present.

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Data Elements on a Subject 239

3 GROUP TEACHING. Subject is taught by 2 or more faculty members who are

all present together . In each class day or at least 2/3 of them, the entire team
of teachers is present.
9 No information on the matter.

ELEMENT NUMBER D019

ELEMENT NAME THE USUAL MEDIUM OF INSTRUCTION
SHORT NAME MEDIUM
PURPOSE To answer: what is the exclusive or primary medium of instruction in this
subject?
DEFINITION The exclusive or primary medium of instruction. The language in which the
subject is usually taught.

CODING 1-digit code.

1 ENGLISH
2 FILIPINO
3 FOREIGN LANGUAGE
9 Not known or not indicated.

ELEMENT NUMBER D020

ELEMENT NAME SUBJECT DELIVERY MODE
SHORT NAME SUBJMODE
PURPOSE To inform the student how the subject will be conducted. To inform the
prospective teacher how the subject is to be conducted. To enable the Cost
Accountants to cost the subject appropriately.
DEFINITION The delivery mode in which the subject has been offered over the past 2 years
(if this is different from the mode prescribed in the University Catalogue).
CODING 2-digit code.
01 LECTURE MODE ONLY.

The subject is delivered by a teacher lecturing in a generic classroom with

desks and a blackboard. This is the most commonly-used subject delivery
mode. This is the “default mode”: if the University Catalogue does not mention
it, it is usually assumed that the subject will be in lecture mode only.
02 LABORATORY MODE ONLY (e.g. lab, studio, workshop, etc.)
12 LECTURE AND LABORATORY MODE.

REMARKS:
If the subject has both a lecture portion and a lab portion, it will be counted
in the RCDEM as 2 separate subjects. For instance, a Physics 100 might
involve 40 students attending the lecture portion together but then will split into
2 separate sections of 20 each for the lab portion. Although technically only
one subject, this will be counted as 3 different classes: one lecture class (40
students) and 2 lab classes ( 20 students each). More and more HEIs now
split such subjects into 2 parts, e.g. Physics 100.1 for the lecture portion and
Physics 100.2 for the lab portion.
03 SEMINAR MODE (i.e. most of the talking or lecturing is by the students)
04 INDEPENDENT READING OR INDEPENDENT STUDY ( but not thesis or
dissertation).
05 CLINICAL INTERNSHIP OR MEDICAL RESIDENCY
06 APPRENTICESHIP OR ON THE JOB TRAINING (OJT)
07 LECTURE AND FIELD WORK.
08 FIELDWORK ONLY
80 DISTANCE MODE.
90 THESIS OR DISSERTATION WRITING.
99 No information on the matter.

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240 Data Elements on a Subject

ELEMENT NUMBER D021

ELEMENT NAME IF THE GRADE IN THE SUBJECT COUNTS TOWARD THE GENERAL
WEIGHTED AVERAGE (GWA)
SHORT NAME KASALI
PURPOSE To inform the student if the grade in the subject will be included in computing
the GWA.
DEFINITION If the grade in the subject will be included in the computation of GWA. The
GWA is the one used for determining whether students will be in good standing
and the one used for determining graduation with honors.

• Some subjects such as Physical Education and NTSP are required

but the grades issued (even if numerical grades) are usually excluded
from the computation of GWA.
• Thesis subject deserves special coding because some are graded
numerically and some are not but usually the grades do not form part
of GWA.
CODING 1 The subject is not Thesis/Dissertation, it issues a numerical grade and the
grade is included in computation of GWA. These are usually referred to as
“academic subjects” -- English, Math, GE, Physics, etc.
2 The subject is not Thesis/Dissertation, it issues a numerical grade but it is not
included in the GWA. Example: PE, NSTP.
3 The subject is not Thesis/Dissertation and it issues no numerical grade. Thus
it is not included in GWA.
4 Thesis/ Dissertation.
9 No information on the matter.

ELEMENT NUMBER D022

ELEMENT NAME AVERAGE FIRST SEMESTER ENROLLMENT IN THE SUBJECT
SHORT NAME ENROLSEM1
PURPOSE To indicate the average enrolment in the subject during the FIRST semester –
and to compare with the second semester and the summer session. To reveal
seasonality of demand.
DEFINITION Over the past 3 consecutive years, the average enrollment in the subject
during the first semester. The sum of enrollments in each section during the
first sem. If 500 enrolled in 2001 1st sem, 400 in 2002 1st sem and 450 in 2003
1st sem, then ENROLSEM1 = (500 +400+450)/3 = 450.

Include: all those officially enrolled but exclude those who changed matriculation
before the last day of late registration. Exclude students who are merely “sitting
in” or are on “audit” status. Include students who eventually dropped.
CODING Numeric, no decimal point.
ELEMENT NUMBER D023
ELEMENT NAME AVERAGE SECOND SEMESTER ENROLLMENT IN THE SUBJECT
SHORT NAME ENROLSEM2
PURPOSE To indicate the average enrolment in the subject during the SECOND semester
– and contrast it with the first semester or the summer session. To reveal
seasonality of demand.
DEFINITION Over the past 3 consecutive years, the average enrollment in the subject during
the SECOND semester. The sum of enrollments in each section.
CODING Numeric, no decimal point.

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Data Elements on a Subject 241

ELEMENT NUMBER D024

ELEMENT NAME AVERAGE SUMMER SESSION ENROLLMENT IN THE SUBJECT
SHORT NAME ENROLSUMMER
PURPOSE To reveal seasonality of demand.
DEFINITION Over the past 3 consecutive years, the average enrollment in the subject during
the SUMMER SESSION. The sum of enrollments in each section during the
summer.

CODING Numeric, no decimal point.

ELEMENT NUMBER D025
ELEMENT NAME AVERAGE ENROLLMENT IN THE SUBJECT FOR ONE SCHOOLYEAR
SHORT NAME SUBJENROL
PURPOSE To reveal total demand for one schoolyear, 2 semesters and a summer.
DEFINITION SUBJENROL = ENROLSEM1 + ENROLSEM2 + ENROLSUMMER.

CODING Numeric, no decimal point.

OUTRIGHT PASSING RATES AND EVENTUAL PASSING RATES IN THE SUBJECT

For each subject, there is an outright passing rate and an eventual passing rate. There is also an outright
failing rate and an eventual failing rate. This is due to the grades of “Incomplete” and “condition”. After 1
year, the “incomplete” and the “condition” either
• Become failing grades.
• Become passing grades.
• Remain unresolved.

There is need to compute the following series of data elements for the following periods:
1. FIRST SEM ONLY.
2. SECOND SEM ONLY.
3. SUMMER SESSION ONLY.
4. FOR THE ENTIRE SCHOOLYEAR.

See numerical example.

ELEMENT NUMBER D026

ELEMENT NAME THE NO. OF STUDENTS WHO PASSED OUTRIGHT
SHORT NAME PUMASA1
PURPOSE To indicate the number of students who passed outright.
DEFINITION In a specific semester, the no. of students who received an outright passing
grade. Compare with PUMASA2, the no. of students who passed eventually.
CODING Numeric, no decimal point.
ELEMENT NUMBER D027
ELEMENT NAME THE NO. OF STUDENTS WHO FAILED OUTRIGHT
SHORT NAME BUMAGSAK1
PURPOSE To indicate the number of students who failed outright.
DEFINITION In a specific semester, the no. of students who received an outright failing
grade. In the U.P. System grading scale, this means the students who received
an outright grade of 5. Compare with BUMAGSAK2, the no. of students who
failed eventually.
CODING Numeric, no decimal point.

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242 Data Elements on a Subject

ELEMENT NUMBER D028

ELEMENT NAME THE NO. OF STUDENTS WHO DROPPED THE SUBJECT
SHORT NAME UMALIS
PURPOSE To indicate the number of students who dropped the subject, whether officially
or unofficially.
DEFINITION In a specific semester, the no. of students who dropped officially or dropped
unofficially. Students who just disappeared from class are said to have dropped
unofficially.
Include students who filed official leave of absence (LOA).
CODING Numeric, no decimal point.
ELEMENT NUMBER D029
ELEMENT NAME THE NO. OF STUDENTS WHO RECEIVED A CONDITIONAL GRADE
SHORT NAME CONDITION1
PURPOSE To indicate the number of students who received a conditional grade.
DEFINITION In a specific semester, the no. of students who received a conditional grade.
In the U.P. grading system, this means the students who received a grade of
4. These students did not fail outright and did not pass outright either. The
eventual grade depends on what happens in the removal examination.
CODING Numeric, no decimal point.
ELEMENT NUMBER D030
ELEMENT NAME THE NO. OF STUDENTS WHO RECEIVED “INCOMPLETE”
SHORT NAME INCOMPLETE1
PURPOSE To indicate the number of students who received “incomplete”.
DEFINITION In a specific semester, the no. of students who received “incomplete”. Students
who at the end of the subject were in good standing but were unable to complete
a requirement such as an examination, term paper, etc. These students did
not fail outright and did not pass outright.

CODING Numeric, no decimal point.

ELEMENT NUMBER D031
ELEMENT NAME THE NO. OF STUDENTS WHO PASSED EVENTUALLY
SHORT NAME PUMASA2
PURPOSE To indicate the number of students who passed eventually.
DEFINITION In a specific semester, the no. of students who eventually passed. These
are the students who were in PUMASA1 plus the students who were able to
successfully convert their “condition” or “incomplete” into a passing grade. Do
not include the students who left a CONDITION or INCOMPLETE unresolved,
re-enrolled and then passed during that re-enrollment.

Compare with PUMASA1.

CODING Numeric, no decimal point.

ELEMENT NUMBER D032

ELEMENT NAME THE NO. OF STUDENTS WHO FAILED EVENTUALLY
SHORT NAME BUMAGSAK2
PURPOSE To indicate the number of students who failed eventually.
DEFINITION In a specific semester, the no. of students who eventually failed. This includes
those in BUMAGSAK1
• plus the students who originally got a CONDTION and failed the
removal exam
• plus the students who originally got IINCOMPLETE but received a
failing grade after completion.
Do not include a student who left the CONDITION or INCOMPLETE unresolved,
re-enrolled the subject and subsequently failed the re-enrollment..

Compare with BUMAGSAK1, PUMASA2, CONDITION2, INCOMPLETE2.

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Data Elements on a Subject 243

CODING Numeric, no decimal point.

Note that we should have: ENROLLED = PUMASA1 +BUMAGSAK1 + UMALIS1 + CONDITION1+

INCOMPLETE1.

ELEMENT NUMBER D033

ELEMENT NAME THE NO. OF STUDENTS WHO LEFT A CONDITIONAL GRADE
UNRESOLVED.
SHORT NAME CONDITION2
PURPOSE To indicate the number of students who left a conditional grade unresolved.
DEFINITION In a specific semester, the no. of students who received a conditional grade at
the outset but did nothing about it after 1 year, That is, the student did not take
a removal exam and did not re-enroll the subject either. Thus, the condition is
left as the permanent grade in the subject. The student did not fail eventually
and did not pass eventually. Compare with CONDITION1.
CODING Numeric, no decimal point.
ELEMENT NUMBER D034
ELEMENT NAME THE NO. OF STUDENTS WHO LEFT THEIR INCOMPLETE GRADES
UNRESOLVED AFTER 1 YEAR
SHORT NAME INCOMPLETE2
PURPOSE To indicate the number of students who left their incomplete grade
unresolved.
DEFINITION In a specific semester, the no. of students who got incomplete at the outset
and then did not resolve the incomplete after 1 year. That is, the student did
not complete during the year and did not re-enroll either. Thus, the incomplete
grade becomes permanent and the student earned no credit from the subject.
The student did not pass but did not fail either.

Compare with INCOMPLETE1.

CODING Numeric, no decimal point.

ELEMENT NUMBER D035

ELEMENT NAME THE OUTRIGHT PASSING RATE IN THE SUBJECT
SHORT NAME %PUMASA1
PURPOSE To indicate the outright passing rate. If this rate is high (e.g. > 95%), it could
mean the subject is relatively easy or the teachers are very liberal in grading.
In either case, a closer look is needed.
DEFINITION In a specific semester, %PUMASA1= PUMASA1/ ENROLLED. If the subject is
seasonal, the outright passing rate in the first semester might be very different
from that in the second semester. To see how the passing rate for the whole
year will be computed, see illustrative example below.

For a schoolyear, % PUMASA1 = ( PUMASA1 + PUMASA1 + PUMASA1)/

(ENROLLED + ENROLLED + ENROLLED). The numerator is the sum of
PUMASA1 in the 1st sem, 2nd sem and summer session. The denominator is
the sum of those ENROLLED in the 1st sem, 2nd sem, and summer session.

Note that if %PUMASA1 is 80% for the 1st sem, 70% for the 2nd sem and 85%
for the summer, the %PUMASA1 for the entire year is not the straight average
(80+70+85)/3.

Compare with %PUMASA2.

CODING Numeric, no decimal point.

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244 Data Elements on a Subject

ELEMENT NUMBER D036

ELEMENT NAME THE OUTRIGHT FAILING RATE IN THE SUBJECT
SHORT NAME %BUMAGSAK1
PURPOSE To indicate the outright failing rate. If this rate is high (e.g. 33.3% or higher),
it could mean the subject is relatively difficult or the teachers are very strict in
grading. In either case, a closer look is needed.

Note that %PUMASA1 + %BUMAGSAK1 is not necessarily equal to 100%.

Note that %BUMAGSAK1 +%UMALIS+%CONDITION+ %INCOMPLETE1 =
100 - %PUMASA1.
DEFINITION In a specific semester, %BUMAGSAK = BUMAGSAK/ENROLLED.

Compare with %BUMAGSAK2.

CODING Numeric, no decimal point.

ELEMENT NUMBER D037
ELEMENT NAME THE % OF STUDENTS WHO DROPPED THE SUBJECT
SHORT NAME %UMALIS
PURPOSE If this rate is too high (say >33.3%), there is need for a closer look. Why are there
too many students dropping? Were the students failing when they dropped?
Were students passing when they dropped: then why did they drop?
DEFINITION In a specific semester, the % of students who dropped officially or dropped
unofficially. %UMALIS = UMALIS/ ENROLLED.
CODING Numeric, no decimal point.
ELEMENT NUMBER D038
ELEMENT NAME THE % OF STUDENTS WHO RECEIVED A CONDITIONAL GRADE
SHORT NAME %CONDITION1
PURPOSE
DEFINITION %CONDITION1= CONDITION1/ENROLLED.
In a specific semester, the percentage of students who received a conditional
grade at the outset. Compare with %CONDITION2.
CODING Numeric, no decimal point.
ELEMENT NUMBER D039
ELEMENT NAME THE % OF STUDENTS WHO RECEIVED “INCOMPLETE”
SHORT NAME %INCOMPLETE1
PURPOSE
DEFINITION %INCOMPLETE1= INCOMPLETE1/ ENROLLED. In a specific semester, the
percentage. of students who received “incomplete” at the outset.
Compare with %INCOMPLETE2.
CODING Numeric, no decimal point.
ELEMENT NUMBER D040
ELEMENT NAME THE % OF STUDENTS WHO LEFT A CONDITIONAL GRADE
UNRESOLVED.
SHORT NAME %CONDITION2
PURPOSE
DEFINITION %INCOMPLETE2 = INCOMPLETE2 / ENROLLED.

In a specific semester, the % of students who received a conditional grade but

did nothing about it after 1 year. Compare with %CONDITION1.
CODING Numeric, no decimal point.
ELEMENT NUMBER D041
ELEMENT NAME THE % OF STUDENTS WHO LEFT THEIR INCOMPLETE GRADES
UNRESOLVED AFTER 1 YEAR
SHORT NAME %INCOMPLETE2
PURPOSE

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DEFINITION %INCOMPLETE2 = INCOMPLETE2/ ENROLLED.

In a specific semester, the % of students who got incomplete and then did not
resolve the incomplete after 1 year. That is, the student did not complete during
the year and did not re-enroll either. Thus, the incomplete grade becomes
permanent and the student earned no credit from the subject.

Compare with %INCOMPLETE1.

CODING Numeric, no decimal point.

ELEMENT NUMBER D042

ELEMENT NAME THE EVENTUAL PASSING RATE IN THE SUBJECT
SHORT NAME %PUMASA2
PURPOSE To indicate the EVENTUAL passing rate. After the students took removals and
completed their INCOMPLETES, what was the eventual failing rate?
DEFINITION In a specific semester, %PUMASA2 PUMASA2/ ENROLLED. If the subject is
seasonal, the eventual passing rate in the first semester might be very different
from that in the second semester. To see how the eventual passing rate for the
whole year will be computed, see illustrative example below.

For a schoolyear, % PUMASA2 = ( PUMASA2 + PUMASA2 + PUMASA2)/

(ENROLLED + ENROLLED + ENROLLED). The numerator is the sum of
PUMASA2 in the 1st sem, 2nd sem and summer session. The denominator is
the sum of those ENROLLED in the 1st sem, 2nd sem, and summer session.

Observe that it is possible that %PUMASA2 +%BUMAGSAK2 +5DROPPED

< 1 because
• Some CONDITION grades will remain unresolved even after 1 year.
• Some INCOMPLETES will remain unresolved even after 1 year.
If a CONDITION or INCOMPLETE remains unresolved after 1 year, the student
did not fail but did not pass either.

Mathematically speaking, PUMASA1% < PUMASA2%. See numerical

example below.

Compare with %PUMASA1.

CODING Numeric, no decimal point.
ELEMENT NUMBER D043
ELEMENT NAME THE EVENTUAL FAILING RATE IN THE SUBJECT
SHORT NAME %BUMAGSAK2
PURPOSE To indicate the EVENTUAL failing rate. After the students removed their
CONDITION and they completed their INCOMPLETES, what was the eventual
failing rate?

DEFINITION In a specific semester, %BUMAGSAK2 = BUMAGSAK2/ENROLLED.

Compare with %BUMAGSAK1.

CODING Numeric, no decimal point.

ILLUSTRATIVE EXAMPLE: A SEASONAL SUBJECT

The sample table below illustrates the “seasonality” of a hypothetical math subject. In the example below, Math
100 is more commonly taken in the 2nd semester because that is where most curricular programs place it.
In the first semester, only 2 sections are offered but in the second semester, 6 sections are offered. In other
words, Math 100 is in season during the second semester and off-season during the first semester. This is
typical of math and science subjects because of their strict sequencing.

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246 Data Elements on a Subject

OUTRIGHT EVENTUAL
ENROLLED PUMASA1 PASSING RATE PUMASA2 PASSING RATE
2002-03 SEM 1

MATH 100-A 30 20 66.7% 20 66.7%

MATH 100-B 40 20 50.0% 25 62.5%

SUBTOTAL SEM 1 70 40 57.1% 45 64.3%

2002-03 SEM 2

MATH 100-A 40 35 87.5% 36 90.0%

MATH 100-B 20 19 95.0% 19 95.0%

MATH 100-C 45 30 66.7% 30 66.7%

MATH 100-D 30 24 80.0% 24 80.0%

MATH 100-E 40 30 75.0% 40 100.0%

MATH 100-F 35 30 85.7% 30 85.7%

SUBTOTAL SEM 2 210 168 80.0% 179 85.2%

2002-03 SUMMER

MATH 100-A 40 30 75.0% 33 82.5%

SCHOOLYEAR 320 238 74.4% 257 80.3%

STRAIGHT AVG 70.7% 77.3%

REMARKS ABOUT THE TABLE ABOVE:

1. ENROLSEM1= 70, ENROLSEM2= 210 and ENROLSUMMER= 40. The wide variation, specially
between the 1st and 2nd semesters, reveals seasonality. The season for Math 100 above appears to be
the second semester. This seasonality is important for department chairs or college secretaries when
they draft the schedule of classes.
2. In the first semester ( “off season”) , the outright passing rate is only 57.1% (= 40/70).
3. In the second semester (“season”), the outright passing rate is 80 % (= 168/210). The passing rate
during the season is usually better than during the off season. Many students who take a subject when
it is off-season are repeaters. A few “advance” students may take it during the off-season but there are
only a few of these.
4. In the summer session, the outright passing rate is 75% ( =30/40). A VPAA might also watch out for
some “summer factor”, e.g. if the passing rate in the summer is much higher than during the regular
semesters.
5. There is no real need to monitor the failing rates because what really counts is the passing rate.
However, there could be a separate tabulation for BUMAGSAK1% and BUMAGSAK2%. This could be
computed for each semester or the entire schoolyear.
6. FOR THE ENTIRE SCHOOLYEAR, the outright passing rate is 74.4% [ = 238/320= (40+168+30)/
(70+210+40) ]. In contrast, the straight average of 57.1%, 80.0% and 75.0% is 70.7% ( = ( 57.1 +
80.0+ 75.0)/3. The straight average is not the average for the entire schoolyear because the enrolments
in 2 semesters and the summer are usually not equal --- and indeed, often very unequal.
7. In the second semester, the OUTRIGHT passing rate is 80.0% ( = 168/210) but the EVENTUAL

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Data Elements on a Subject 247

passing rate is 85.2 % ( = 178/210). In other words 10 ( = 178 – 168) students were able to convert their
CONDITION or INCOMPLETE into passing grades. This does not include students who re-enrolled the
subject, only those who passed the removal exams and completed their requirements.
8. In Math 100-A of the first semester, the outright passing and eventual passing rates are equal. This
could mean that no CONDITION or INCOMPLETE grades were given at the outset. Or it could mean
that although some CONDITION or INCOMPLETE grades were given, none of those students passed
eventually. Either they failed eventually or just left the CONDITION and INCOMPLETE unresolved
even after 1 year.
9. FOR THE ENTIRE SCHOOLYEAR, the OUTRIGHT passing rate is 74.4% [ = 238/320 ] but the
EVENTUAL passing rate is 80.3% ( 257/ 320). This means that over the year, 19 students ( = 257-
238) were able to convert their CONDITION or INCOMPLETE into passing grades.
10. It would be even better if the annual passing rate could be averaged over 3 consecutive years. The
illustrative table below shows that the straight average of PUMASA1% is 75.8% [ = (66.7 +83.3 +
77.3)/3 ] but the true or correct 3-year average is 75.0 % [ = 800/ 1,067 = (800+ 750 +850)/ (1,200+900+
1,100)]. Remember College Algebra!

ANNUAL OUTRIGHT EVENTUAL

SUBJECT ENROLLMENT
PUMASA1
PASSING RATE
PUMASA2
PASSING RATE

2001-02 ENGLISH 10 1,200 800 66.7% 840 70.0%

2002-03 ENGLISH 10 900 750 83.3% 800 88.9%

2003-04 ENGLISH 10 1,100 850 77.3% 860 78.2%

TRUE 3-YEAR
AVERAGE 1,067 800 75.0% 833 78.1%

STRAIGHT AVERAGE 75.8% 79.0%

HOW MUCH WILL IT COST A STUDENT TO ENROL IN THE SUBJECT?

ELEMENT NUMBER D044

ELEMENT NAME THE TOTAL TUITION TO BE PAID BY A STUDENT IN THE SUBJECT
SHORT NAME SUBJTUIT
PURPOSE To inform the student and the parent how much it would cost BY WAY OF
TUITION to enrol in the subject. To inform the HEI accountant how much
tuition revenue to expect per student in the subject.

DESCRIPTION The tuition to be paid by one student taking the subject. Do not include
the lab fee or other non-tuition fees.
• If the tuition per unit is P500 and the subject is a 3-unit subject, then
SUBJTUIT = 1,500.
• However, it may not be that straightforward for thesis or dissertation,
OJT, field work, etc.
• The official source of the data should be the HEI Registrar.

See SUBJFEE below.

CODING Numeric data. No coding necessary.

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248 Data Elements on a Subject

ELEMENT NUMBER D045

ELEMENT NAME THE “MISCELLANEOUS FEES” TO BE PAID BY A STUDENT IN THE
SUBJECT.
SHORT NAME SUBJFEE
PURPOSE To inform the student and the parent how much it would cost to enroll in the
subject. To inform the HEI accountant how much revenue to expect for each
student enrolled in the subject.
DESCRIPTION Other than the tuition, the total of all other fees which one student in the subject
has to pay.

This data element is crucial if the subject is not the typical lecture class. For
instance, laboratory subject, field work, thesis or dissertation, clinical subject
or clinical internship, on-the-job training, etc.
CODING Numeric data. No coding necessary.

ELEMENT NUMBER D046

ELEMENT NAME THE TOTAL TUITION AND OTHER FEES TO BE INCURRED BY A STUDENT
IN THE SUBJECT
SHORT NAME SUBJBAYAD
PURPOSE To answer: All in all, how much will one student in the subject have to pay?
DESCRIPTION SUBJBAYAD= SUBJTUIT + SUBJFEES.
CODING Numeric data. No coding necessary.

ELEMENT NUMBER D047

ELEMENT NAME THE COLLEGE OR DEPARTMENT IN THE HEI WHICH IS OFFERING THE
SUBJECT
NICKNAME SUBJDEPT
PURPOSE To indicate the department or institute which is offering the subject. This will
pinpoint the department which is responsible for the subject. If the college
offering the subject has no departments, then SUBJDEPT is actually a
college.
DESCRIPTION The department or institute in the HEI which offers the subject.

CODING Text data: 30 characters.

ELEMENT NUMBER D048

ELEMENT NAME THE COLLEGE, DEPT OR COST CENTER SPENDING FOR THE
SUBJECT
NICKNAME COSTCENTER
PURPOSE To identify the college, department or cost center to which the expenses will
be charged. In other words: Which college, entity or fund in the HEI will pay for
the expenditures in connection with this subject?
DESCRIPTION The department or institute in HEI which will be charged the costs of offering
the subject. For instance, the offering of FRENCH 10 is charged to the
Department of European Languages or to the College of Arts (whichever is the
appropriate cost center in the HEI). Do not confuse with SUBJDEPT because
the Accounting Office may have its own way of charging costs incurred by the
subject.

CODING Text data: 30 characters.

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ELEMENT NUMBER D049

ELEMENT NAME SUBJECT PREREQUISITES
NICKNAME SUBJPREQ
PURPOSE To indicate which subject/s (if any) are required prerequisites for the subject.
DESCRIPTION This consists of the “subject codes” (or D02) of the prerequisite/s for the subject.
For instance, if the subject is Physics 100 and the prerequisites are Math 77
and Physics 55. Then we record the subject codes for Math 77 and Physics 55.
However, this element could also be textual data such as “Senior Standing”,
“Consent of Instructor”, “Proficiency in at least one computer language”, etc.

CODING Could be difficult since some prerequisites are textual information. Number of
prerequisites is also unpredictable.

ELEMENT NUMBER D050

ELEMENT NAME Subject co-requisite
NICKNAME SUBJCORQ
PURPOSE To indicate which subjects are required co-requisites.
DESCRIPTION This consists of the subject code/s of subject/s which is/are required co-
requisite/s of the subject. For instance, Math 122 NUMERICAL METHODS
might have Math 114 LINEAR ALGEBRA as a co-requisite. That is, all
students enrolled in Math 122 must have previously passed Math 114 or
simultaneously enrol in Math 114 while enrolled in Math 122.

CODING See SUBJPREQ.

ELEMENT NUMBER D051

ELEMENT NAME Subject’s cross-listed equivalent or twin.
NICKNAME SUBJTWIN
PURPOSE To indicate if a subject is cross-listed in two or more colleges of the same
institution. For instance, the same subject “RESEARCH METHODS IN SOCIAL
SCIENCES” taught by the same instructor to the same set of students could be
listed as SOC SCI 211 in the College of Social Sciences and simultaneously
listed as EDUC 245 in the College of Education. Education students enrolled
in the subject get a grade in EDUC 245 while the Social Science students in
exactly the same class get a grade in SOC SCI 211. SOC SCI 211 and EDUC
245 are said to be cross-listed equivalents or identical twins!
DESCRIPTION List of subject codes (within the same institution but possibly in a different
college or department) which are considered equivalents of the subject.

CODING Same as SUBJCODE.

THE FOLLOWING ARE TEXT DATA ELEMENTS, POSSIBLY VOLUMINOUS

If data is entered as text in a computer it will be difficult to classify or analyze. Unfortunately, the
following data elements are text data.

ELEMENT NUMBER D052

ELEMENT NAME THE 1ST REQUIRED TEXTBOOK IN THE SUBJECT
SHORT NAME TEXTBOOK
PURPOSE
DEFINITION The primary required textbook. Put down NO TEXTBOOK REQUIRED if there
is no textbook required. Put down NO INFO if no information is available on
the matter.

CODING Text data. 100 characters.

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ELEMENT NUMBER D053

ELEMENT NAME THE LIST OF REFERENCES OR READING LIST
SHORT NAME READLIST
PURPOSE
DEFINITION The reading list for the subject. Put down NONE REQUIRED if there is no
reference book or material. Put down NO INFO if no information is available
on the matter.
CODING Text data. 1,000 characters maximum.

ELEMENT NUMBER D054

ELEMENT NAME THE COURSE OUTLINE OR SYLLABUS
SHORT NAME OUTLINE
PURPOSE To inform the prospective or current student of the content of the subject.
DEFINITION The “course outline” or syllabus. Put down NO OUTLINE if there is known that
there is no course outline. Put down NO INFO if no information is available on
the matter.
CODING Text data. 1,000 characters maximum.

ELEMENT NUMBER D055

ELEMENT NAME THE LIST OF REFERENCES OR READING LIST
SHORT NAME READLIST
PURPOSE To inform the prospective or current student.
DEFINITION The reading list for the subject. Put down NONE REQUIRED if there is no
reference book or material. Put down NO INFO if no information is available
on the matter.
CODING Text data. 1,000 characters maximum.

IN PREPARATION FOR NORMATIVE FINANCING (This part is for discussion purposes only.)

The general goal is to determine how much a curricular program in an SUC ought to cost. This question is not
attacked directly. Instead, we determine first how much each subject in the curriculum ought to cost. For this
purpose, each subject will be classified into one of 10 categories. The general descriptions of the 10 categories
are listed below. The cost per student per subject will be computed for each of the 10 types.

Type 1 LECTURE CLASS • Simple pupil-teacher relationship, in a basic teaching space.

• Large class size
• Teacher with minimum teaching qualifications
• Small administrative and general staff support
• No technical staff support
• Rudimentary equipment – desks, blackboard, chalk
• Simple, even shared, textbooks, few if any other teaching aids
Type 2 LECTURE CLASS • Student- teaching faculty relationship in purposely-built built
facilities
• Smaller class size
• Faculty with appropriate specialist and teaching qualifications
• Adequate administrative and general staff support
• Minimum technical (IT) staff support
• Standard classroom facilities, plus whiteboards, OHPs, computer
access
• Textbook sets for all students
Type 3 LECTURE • Student- teaching faculty relationship in purposely-built built
CLASS: facilities
• Small class size, allowing for one-on-one tuition

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• Senior faculty with advanced specialist and teaching qualifications

• Adequate administrative and general staff support
• Appropriate technical (IT) staff support
• State of the art classroom facilities including individual computing
and online facilities
Type 1 LAB-BASED • Simple pupil-instructor situation, in a basic (possibly non-
SUBJECT: purposely-built built) teaching space.
• Large class size
• Instructor with minimum specialist qualifications
• Little administrative, general staff support
• Minimum technical staff support
• Basic laboratory benches and apparatus
• Simple chemicals and other lab materials kits
• Shared laboratory sets and textbooks
Type 2 LAB-BASED • Student- teaching faculty relationship in purposely-built built
SUBJECT: facilities
• Smaller class size
• Faculty with appropriate specialist and teaching qualifications
• Adequate administrative and general staff support
• Adequate technical (lab technician) staff support
• Standard modern laboratory equipment, appropriate to the fields of
study they are employed in
• Appropriate chemical and other lab materials kits
• Individual laboratory sets and textbooks
Type 3 LAB-BASED • Student- teaching faculty relationship in purposely-built built
SUBJECT facilities
• Smaller class size, with students being able to work as research
assistants to experienced senior faculty
• Senior faculty with advanced specialist and teaching qualifications
• Adequate administrative and general staff support
• Appropriate high-level technical (lab technician) staff support
• State of the art specialized laboratory equipment
• Advanced chemical and other lab materials kits
• Individual laboratory sets and textbooks
Type 1 WORKSHOP- ( NOTE: Imagine a “workshop” where tractors or irrigation pumps are
BASED SUBJECT being disassembled and reassembled. Or a strength-of-materials
workshop where huge concrete blocks are being pounded to
measure their strength….)
• Simple pupil-instructor situation, in a basic (possibly non-
purposely-built built) teaching space.
• Large class size
• Instructor with minimum specialist qualifications
• Little administrative, general staff support
• Minimum technical staff support
• Basic workshop machinery and equipment,
• Simple hand-tool and workshop materials kits
• Shared manuals and textbooks
Type 2 WORKSHOP- • Student- teaching faculty relationship in purposely-built built
BASED SUBJECT: workshops
• Smaller class size
• Faculty with appropriate specialist qualifications and experience
and teaching qualifications

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• Adequate administrative and general staff support

• Adequate technical (workshop technician) staff support
• Standard modern workshop machinery equipment, appropriate
to the fields of study they are employed in and to appropriate
industrial specifications
• Appropriate power and hand-tools and workshop materials kits
• Individual manuals and textbooks
Type 3 WORKSHOP- • Student- teaching faculty relationship in purposely-built built
BASED SUBJECT: facilities
• Smaller class size, with students being able to work as research
assistants to experienced senior faculty
• Senior faculty with advanced specialist and teaching
qualifications and industrial experience
• Adequate administrative and general staff support
• Appropriate high-level technical staff support
• State of the art specialized workshop equipment
• Advanced tool and materials kits
• Individual manuals and textbooks
ON-THE-JOB TRAINING
SUBJECT.

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CHAPTER 6
DATA ELEMENTS ON A SECTION

BASIC DATA REFERENCE POINT: The data elements in this chapter describe a specific class or section in
a specific semester or term, in a specific HEI, e.g. Math 11 TFQ-2 of the First Semester of 1998-99 as offered
by the Department of Mathematics in U.P. Diliman. The focus is on the specific class, the group of students and
the teacher, not the subject as a whole.

The data on a specific class or section is of primary interest to the HEI. It is unlikely that CHED itself would be
interested in a specific class. What does an HEI need to record about a class?

First of all, a section/class is a section/class of some specific subject. For instance, in the example above,
Math 11 TFQ-2 is first of all a Math 11 class. Being a Math 11 class, it shares many things with other Math 11
sections or classes. However, Math 11 TFQ-2 is also a specific section and it is unique from all the other Math
11 sections offered by the Math Dept in the specified semester. For each class, the HEI would need to keep
track of the following elements: the official subject title, the schoolyear and semester in which the class was
offered, the class size, the name of the teacher, the number of students who passed, etc.

THE OFFICIAL KEEPER OF “GRADE SHEETS”:

For each class or section, there is an official grade sheet. Indeed, many of the data elements on a section
actually appear in the grade sheet. The Registrar is the official keeper of grade sheets of all sections and
classes offered by the HEI. Each grade sheet must specify at least the semester and schoolyear, the subject
title, : the official list of students, the final grades obtained, and the name of the teacher.

In a manner of speaking, the data elements which refer to a section or class are essentially the data elements
recorded in an official grade sheet. We are assuming here a strict one-to-one correspondence between grade
sheets and classes. That is, we assume that one grade sheet corresponds to exactly one section/class. Each
class corresponds to exactly one grade sheet.

DATA ON A SPECIFIC CLASS OR SECTION

NOTE: Each data element below refers to a specific section or class, e.g. Math 17 TFQ-2, First
Semester 1997-98 Department of Mathematics. The data elements do not refer to the subject as a
whole but refer directly to the specific group of students who were taught by a specific teacher.

ELEMENT NUMBER E001

ELEMENT NAME THE SCHOOLYEAR IN WHICH THE CLASS WAS OFFERED
SHORT NAME SECTYEAR
PURPOSE To indicate the schoolyear in which the class was offered.
DESCRIPTION The schoolyear in which the class was offered.
CODING Schoolyear, using the format XXXX. The convention is that “1995” will mean
schoolyear 1995-96, “2000” will mean the schoolyear 2000-2001, etc.’

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ELEMENT NUMBER E002

ELEMENT NAME THE SEMESTER OR TERM IN WHICH THE CLASS WAS OFFERED
SHORT NAME SECTSEM
PURPOSE To indicate the semester in which the class was offered in the schoolyear
specified by the element SECTYEAR above.
DESCRIPTION The semester in which the class was offered.
CODING
1 First Semester/Quarter/Term
2 Second Semester/Quarter/Term
3 Summer Session or Third Quarter/Term
4 Fourth Quarter or Term
9 Not known or not indicated.

ELEMENT NUMBER E003

ELEMENT NAME THE TIME SLOT OF THE CLASS
SHORT NAME TIMESLOT
PURPOSE To determine if the time slot has an effect on the passing rate. To determine if
the subject is usually offered at specific times of the day or evening.
DEFINITION Based on the scheduled starting time of the class, classification into time
slots..
CODING 1-digit code
1 The class started before 7:59am.
2 Class started between 8:00 and 11:59
3 Class started between noon and 2:29pm
4 Class started between 3:00 and 5:59pm
5 Class started 6:00pm or later.
6 Cannot be classified. For instance, subject is Thesis or Independent Study.
9 No information on the matter.

ELEMENT NUMBER E004

ELEMENT NAME THE “SUBJECT NUMBER” OF THE SUBJECT
SHORT NAME SUBJNAME
PURPOSE To indicate the short name or popular name of the subject.
DESCRIPTION The abbreviated name of an academic discipline or department followed by a
number as in “BIO 121”. This is not the full official title of the subject but it is the
short name by which it is popularly known among students and faculty.
CODING This is textual information: no coding required. Field length: 10 characters -- 6
alphabetic or fewer ( all UPPERCASE), blank space, 5 numeric including a
possible decimal point as in “PHILO 105.1”.

ELEMENT NUMBER E005

ELEMENT NAME THE OFFICIAL SUBJECT TITLE
SHORT NAME SUBJTITL
PURPOSE To record the full official title of the subject as shown in the AU or college
catalogue or bulletin and also as reflected in the official Transcript of
Records.
DESCRIPTION The full official title of the subject as printed in the AU catalogue or transcript
of records. Examples: the official title of MATH 114 might be “Linear Algebra
and Matrices” while that of LAW 101 could be “Constitutional Law I” with the
Roman numeral.
CODING Text information: no coding possible. Field length: 30 characters.

ELEMENT NUMBER E006

ELEMENT NAME THE UNIQUE CODE NUMBER ASSIGNED TO THE SUBJECT BY THE HEI
NICKNAME SUBJCODE
PURPOSE To indicate the code number assigned by the HEI to the subject. This is exactly
the element SUBJCODE defined in the previous chapter.
DESCRIPTION A unique code assigned to the subject itself (not to the class or section).
In other words, this is exactly the data element SUBJCODE defined in the
previous chapter. For instance, if the section is Math 11 TFQ-2 in whatever
year or semester, the SUBJCODE is the code for Math 11.

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CODING See coding scheme for SUBJCODE in the previous chapter of the Manual.

ELEMENT NUMBER E007

ELEMENT NAME THE COLLEGE OR DEPARTMENT WHICH OFFERED THE CLASS
NICKNAME SECTDEPT
PURPOSE To indicate (the unit code of ) the department or institute which offered the
class. From this element, the computer should be able deduce the college and
the AU which offered the class.
DESCRIPTION This is the UNITCODE ( not the name ) of the department or institute in U.P.
which is offering the class. Please compare with the element SUBJDEPT.
CODING Same coding used for UNITCODE.

ELEMENT NUMBER E008

ELEMENT NAME THE UNIQUE CODE ASSIGNED TO THE CLASS/SECTION BY THE HEI
NICKNAME SECTCODE
PURPOSE To provide a unique identifier for each section or class in the HEI over the
years. This is necessary because the grade sheets are supposed to be kept
as permanent records in perpetuity.
DESCRIPTION A unique identifier assigned by the HEI to each section/class ever offered or
yet to be offered (or grade sheet ever issued and to be issued) by the HEI.
Since grade sheet information is to be recorded and kept in perpetuity, there
must be a unique identifier or code for each class ever offered and yet to be
offered in the future.
CODING A 6-digit code in the HEI would suffice to uniquely distinguish 1 million classes
or sections over the years.

ELEMENT NUMBER E009

ELEMENT NAME THE DELIVERY MODE IN WHICH THE CLASS OR SECTION WAS
ACTUALLY TAUGHT
NICKNAME SECTMODE
PURPOSE To indicate the mode in which the section was actually taught or handled.
The element SUBJMODE records how a particular subject is supposed to
be conducted. SECTMODE will record how this specific section or class was
handled. Most of the time the two will be the same but just in case they are
different, SECTMODE is recorded separately.
DESCRIPTION This indicates the mode in which the section was actually taught or handled.
CODING The same coding scheme used for the element SUBJMODE.

ELEMENT NUMBER E010

ELEMENT NAME THE ACTUAL NO. OF TEACHERS WHO HANDLED THE CLASS
SHORT NAME ILANGURO
PURPOSE To answer: How many faculty members handled the class?
DEFINITION The MAXIMUM of the following.
• The actual no. of teachers who lectured at least once in the class.
• The actual no. of teachers whose inputs were required to come up the
grades.
Include teaching assistants or teaching associates in the count.
The typical case is ILANGURO=1.
CODING Numeric, no decimal point.

ELEMENT NUMBER E011

ELEMENT NAME THE “TEACHER ON RECORD” FOR THE CLASS
SHORT NAME TEACHER
PURPOSE To indicate the full name of the teacher who signed the final grade sheet.
In case of “disputes” or a need to verify or explain the grades, the element
TEACHER will pinpoint whom to ask.
DEFINITION The full name of the teacher who signed the final grade sheet. If the class was
taught by a team of teachers, TEACHER will be the leader of the team.

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CODING Text information. Use conventions recommended by the Manual for recording
names.

ELEMENT NUMBER E012

ELEMENT NAME THE EMPLOYEE NUMBER OF THE TEACHER WHO SIGNED THE GRADE
SHEET
NICKNAME TEACHID
PURPOSE To indicate the employee number of the teacher who signed the final grade
sheet. This could be used by the computer to gather all the grade sheets
signed by the particular teacher. This is important, for instance, in listing all
students with unremoved 4’s and uncompleted INC under a specific faculty
member.
DESCRIPTION The employee number of the teacher who signed the final grade sheet
CODING Same coding as EMPLNUM.

ELEMENT NUMBER E013

ELEMENT NAME THE TOTAL ENROLLMENT IN THE CLASS OR SECTION
SHORT NAME ENROLLED
PURPOSE To indicate the total no. of students who enrolled in the CLASS OR
SECTION.
DEFINITION In a specific semester, the total no. of students enrolled in the CLASS OR
SECTION.
Include: all those officially enrolled but exclude those who changed matriculation
before the last day of late registration. Exclude students who are merely “sitting
in” or are on “audit” status. Include students who eventually dropped.
CODING Numeric, no decimal point.
ELEMENT NUMBER E014
ELEMENT NAME THE NO. OF STUDENTS WHO PASSED OUTRIGHT
SHORT NAME PUMASA1
PURPOSE To answer: how many in the class passed outright?
DEFINITION The no. of students who received an outright passing grade. Compare with
PUMASA2, the no. of students who passed eventually.
CODING Numeric, no decimal point.
ELEMENT NUMBER E015
ELEMENT NAME THE NO. OF STUDENTS WHO FAILED OUTRIGHT
SHORT NAME BUMAGSAK1
PURPOSE To answer: how many in the class failed outright?
DEFINITION The no. of students who received an outright failing grade. In the U.P. System
grading scale, this means the students who received an outright grade of 5.
Compare with BUMAGSAK2, the no. of students who failed eventually.
CODING Numeric, no decimal point.
ELEMENT NUMBER E016
ELEMENT NAME THE NO. OF STUDENTS WHO DROPPED THE CLASS OR SECTION
SHORT NAME UMALIS
PURPOSE To answer: how many in the class dropped?
DEFINITION The no. of students who dropped officially or dropped unofficially. Students
who just disappeared from class are said to have dropped unofficially. Include
students who filed official leave of absence (LOA).
CODING Numeric, no decimal point.
ELEMENT NUMBER E017
ELEMENT NAME THE NO. OF STUDENTS WHO RECEIVED A CONDITIONAL GRADE
SHORT NAME CONDITION1
PURPOSE To answer: how many in the class received a conditional grade?

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DEFINITION The no. of students who received a conditional grade. In the U.P. grading
system, this means the students who received a grade of 4. These students did
not fail outright and did not pass outright either. The eventual grade depends
on what happens in the removal examination.
CODING Numeric, no decimal point.

ELEMENT NUMBER E018

ELEMENT NAME THE NO. OF STUDENTS WHO RECEIVED “INCOMPLETE”
SHORT NAME INCOMPLETE1
PURPOSE To answer: how many in the class got INCOMPLETE?
DEFINITION In a specific semester, the no. of students who received “incomplete”. Students
who at the end of the CLASS OR SECTION were in good standing but were
unable to complete a requirement such as an examination, term paper, etc.
These students did not fail outright and did not pass outright.
CODING Numeric, no decimal point.
ELEMENT NUMBER E019
ELEMENT NAME THE NO. OF STUDENTS WHO PASSED EVENTUALLY
SHORT NAME PUMASA2
PURPOSE To answer: how many in the class passed eventually?
DEFINITION The no. of students who eventually passed. This includes PUMASA1
plus the students who were able to successfully convert their “condition” or
“incomplete” into a passing grade. In other words, include those who received
4 at the outset but eventually got a 3. And those who received INCOMPLETE
at the outset but eventually received a passing grade.

Note that PUMASA1 is a subset of PUMASA2.

CODING Numeric, no decimal point.

ELEMENT NUMBER E020

ELEMENT NAME THE NO. OF STUDENTS WHO FAILED EVENTUALLY
SHORT NAME BUMAGSAK2
PURPOSE To answer: how many in the class passed eventually?
DEFINITION The no. of students who eventually failed. This includes BUMAGSAK1
• plus the students who originally got a condition but failed the removal
exam
• plus the students who originally got incomplete but received a
failing grade after completion.

Note that BUMAGSAK1 is a subset of BUMAGSAK2.

Compare with BUMAGSAK1, PUMASA2, CONDITION2, INCOMPLETE2.
CODING Numeric, no decimal point.

As a check, the following should hold: ENROLLED = PUMASA1 +BUMAGSAK1 + UMALIS1 +

CONDITION1+ INCOMPLETE1.

ELEMENT NUMBER E021

ELEMENT NAME THE NO. OF STUDENTS WHO LEFT A CONDITIONAL GRADE
UNRESOLVED.
SHORT NAME CONDITION2
PURPOSE To indicate: how many of those who got a condition left it “unresolved” after 1
year?
DEFINITION The no. of students who received a conditional grade at the outset but did
nothing about it after 1 year, That is, the student did not take a removal exam
and did not re-enroll the CLASS OR SECTION either. Thus, the condition is
left as the permanent grade in the CLASS OR SECTION. The student did not
fail but did not pass either. Compare with CONDITION1.
CODING Numeric, no decimal point.

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ELEMENT NUMBER E022

ELEMENT NAME THE NO. OF STUDENTS WHO LEFT THEIR INCOMPLETE GRADES
UNRESOLVED AFTER 1 YEAR
SHORT NAME INCOMPLETE2
PURPOSE To answer: how many of those who got INCOMPLETE at the outset did nothing
about it after 1 year?
DEFINITION The no. of students who got incomplete at the outset and then did not resolve
the incomplete after 1 year. That is, the student did not complete during the year
and did not re-enroll either. Thus, the incomplete grade becomes permanent
and the student earned no credit from the CLASS. The student did not pass
but did not fail either.
Compare with INCOMPLETE1.
CODING Numeric, no decimal point.

WHAT WAS THE PASSING RATE IN THE CLASS?

There is an outright passing rate and an eventual passing rate. There is an outright failing rate and an
eventual failing rate. The outright rates are based on grades received at the outset. The eventual rates are
based on what later happened to the grades of “INCOMPLETE” and “CONDITION”. What happened to the
INCOMPLETE after the student completed? What happened to the CONDITION after the student took the
removal exam? What if the INC and CONDITION remain unresolved after 1 year?

ELEMENT NUMBER E023

ELEMENT NAME THE OUTRIGHT PASSING RATE IN THE CLASS
SHORT NAME %PUMASA1
PURPOSE To indicate the outright passing rate, the rate based on the grades given by
the teacher at the outset. This is the passing rate before the INC and the
CONDITION are resolved.
If this rate is high (e.g. > 95%), it could mean the class was relatively easy
or the teacher was very liberal in grading. In either case, a closer look is
needed.
DEFINITION %PUMASA1= PUMASA1/ ENROLLED.
Compare with %PUMASA2.
CODING Numeric, no decimal point.
ELEMENT NUMBER E024
ELEMENT NAME THE OUTRIGHT FAILING RATE IN THE CLASS
SHORT NAME %BUMAGSAK1
PURPOSE To indicate the outright failing rate. If this rate is high (e.g. 33.3% or higher),
it could mean the class was relatively difficult or the teacher was very strict in
grading. In either case, a closer look is needed.

Note that %PUMASA1 + %BUMAGSAK1 is not necessarily equal to 100%.

Note that %BUMAGSAK1 +%UMALIS+%CONDITION+ %INCOMPLETE1 =
100 - %PUMASA1.
DEFINITION In a specific semester, %BUMAGSAK = BUMAGSAK/ENROLLED.
Compare with %BUMAGSAK2.
CODING Numeric, no decimal point.
ELEMENT NUMBER E025
ELEMENT NAME THE % OF STUDENTS WHO DROPPED THE CLASS
SHORT NAME %UMALIS
PURPOSE If this rate is too high (say >33.3%), there is need for a closer look. Why did
so many students drop? Were the students failing when they dropped? Were
students passing when they dropped: then why did they drop?
DEFINITION %UMALIS = UMALIS/ ENROLLED.
CODING Numeric, no decimal point.

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ELEMENT NUMBER E026

ELEMENT NAME THE % OF STUDENTS WHO RECEIVED A CONDITIONAL GRADE
SHORT NAME %CONDITION1
PURPOSE
DEFINITION %CONDITION1= CONDITION1/ENROLLED.
Compare with %CONDITION2.
CODING Numeric, no decimal point.
ELEMENT NO. E027
ELEMENT NAME THE % OF STUDENTS WHO RECEIVED “INCOMPLETE”
SHORT NAME %INCOMPLETE1
PURPOSE
DEFINITION %INCOMPLETE1= INCOMPLETE1/ ENROLLED. Compare with
%INCOMPLETE2.
CODING Numeric, no decimal point.
ELEMENT NUMBER E028
ELEMENT NAME THE % OF STUDENTS WHO LEFT A CONDITIONAL GRADE
UNRESOLVED.
SHORT NAME %CONDITION2
PURPOSE
DEFINITION %INCOMPLETE2 = INCOMPLETE2 / ENROLLED. Compare with
%CONDITION1.
CODING Numeric, no decimal point.
ELEMENT NUMBER E029
ELEMENT NAME THE % OF STUDENTS WHO LEFT THEIR INCOMPLETE GRADES
UNRESOLVED AFTER 1 YEAR
SHORT NAME %INCOMPLETE2
PURPOSE
DEFINITION %INCOMPLETE2 = INCOMPLETE2/ ENROLLED. Compare with
%INCOMPLETE1.
CODING Numeric, no decimal point.

WHAT HAPPENED EVENTUALLY?

ELEMENT NUMBER E030

ELEMENT NAME THE EVENTUAL PASSING RATE IN THE CLASS
SHORT NAME %PUMASA2
PURPOSE To indicate the EVENTUAL passing rate. After the students took the removals
and after they completed the incompletes, what was the eventual passing
rate?
DEFINITION %PUMASA2=100* PUMASA2/ENROLLED.

Compare with %PUMASA1, %BUMAGSAK1 and %BUMAGSAK2.

Observe that it is possible that %PUMASA2 + %BUMAGSAK2 + %DROPPED<

100% because of the:
§ The unresolved CONDITIONS, and/or
§ The unresolved INCOMPLETEs.
If a CONDITION or INCOMPLETE is left unresolved after 1 year, it becomes a
permanent grade. The student did not pass but did not fail either.
CODING Numeric, no decimal point.

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ELEMENT NUMBER E031

ELEMENT NAME THE EVENTUAL FAILING RATE IN THE CLASS
SHORT NAME %BUMAGSAK2
PURPOSE To indicate the EVENTUAL failing rate. After the students took the removals
and after they completed the incompletes, what was the eventual failing rate?

DEFINITION %BUMAGSAK2=100* BUMAGSAK2/ENROLLED.

Compare with %PUMASA1, %PUMASA2 and %BUMAGSAK1.
CODING Numeric, no decimal point.

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CHAPTER 7:
DATA ON AN INDIVIDUAL STUDENT
THE ENTITY BEING DESCRIBED: The entity to be described in this chapter is a specific student, a
person. Each data element in this chapter captures information about the student.

The data on an individual student are most relevant to the HEI itself. It is the HEI (not CHED) which will collect
the data, use it, and store it for a number of years. With respect to an individual student, the purpose of
the REVISED CHED DATA ELEMENT MANUAL (RCDEM) is to provide common terminology, definitions and
coding of data elements. CHED will collect aggregate data per degree program in an institution and also per
institution as a whole. The question in this chapter is: If there are 2,000 students in an HEI, what specific pieces
of data will the HEI need or want about each of them?

Examples: the total enrolment in the program or in the HEI as a whole, the total no. of units they are enrolled
in (to be used in cost analysis), the total no. of fulltime equivalent students (FTES), the no. of students who
receive financial aid, etc. To help HEIs collect data on an individual student and to help itself collect aggregate
data on students, CHED has come up with this revision of the CHED DATA ELEMENT MANUAL first published
in 1996.

WHOM TO INCLUDE IN STUDENT HEADCOUNTS:

Student enrolment data is always for a specific semester. For the first semester, the recommended count date
or census day is July 1. For the second semester, the recommended count date is December 1. Enrolment
data should be “frozen” on the count date and stored in the HEI data warehouse. This is equivalent to
snapping the picture on the census day but the actual submission of the data, just like the development of the
film into a picture print, can come a few days later.

When compiling student enrolment data, an HEI should:

1. INCLUDE all students registered or enrolled as of the last day for late registration in the specific
semester.

2. INCLUDE all students enrolled for credit whether or not the student is working toward a specific degree.
Include a student if he is expected to do all required assignments and take all examinations, if he is
required to pay the full fees or else present some tuition waiver, and if the grade will be recorded in his
official transcript.

3. EXCLUDE “auditors” or sit-in’s who do not plan to take examinations and will not earn credits.

4. INCLUDE students whether or not they have fully paid their assessed fees on the count date.

5. INCLUDE students who are officially enrolled “for residence only” as of the count date – but exclude
those who enrol after the count date. Typically these are graduate students who have completed all
subject requirements and are in the middle ( or late stages) of writing their thesis or dissertation. If they
are officially enrolled for residence, they are classified as students. If they are not so enrolled, exclude
them.

6. INCLUDE students in pre-collegiate programs, technical/vocational, and pre-baccalaureate levels but

classify them in the appropriate categories. (Please see the data element PROGLEVL and MAJORLEVL
to see which programs are classified as pre-collegiate, undergraduate and graduate).

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262 Data on an Individual Student

7. EXCLUDE participants or trainees in “training programs” such as a 2-day training program on

“Introduction to Word Processing” or a 1-week course on “Natural Pesticides”. Training programs do
not form part of the curriculum of a degree program and they do not issue grades which recorded in
official transcripts.

PERSONS NOT CURRENTLY ENROLLED BUT STILL CONSIDERED AS STUDENTS

A person who is not currently enrolled is not counted as part of enrolment. However, some persons who are not
currently enrolled may still be considered as students of the HEI. These students are temporarily not enrolled but
may still return because they are still “in good standing”. Thus, they are still part of the HEI student database:

1. A student who is not currently enrolled but has been granted official deferment or leave of absence.
2. A student who is under temporary suspension by the HEI but is still eligible to return after the period of
suspension.
3. A student who is “temporarily missing”. This means a student who is not currently enrolled but did
not submit a request for leave of absence or deferment -- but is not yet in violation of the maximum
residency rule. In other words, the student can still re-enrol. Do not confuse with a former student
who disappeared for so long that the maximum residency rule will prevent him from re-enrolling. For
instance, a student in good standing who interrupts his studies for one semester.

To capture data on such persons, see the elements GOODSTAND and SCHOLSTATUS.

THE FULL-TIME EQUIVALENT MEASURE OF A STUDENT

Although most requests for enrolment data are requests for headcounts, there are times when more precise
measures of enrolment are needed. Headcounts are specially misleading when counting graduate students
because many graduate students are part-time. A graduate program may have some students enrolled for 12
units while most of them might be enrolled in only 3 or 6 units. The elements STUDUNITS, STUDFTEX, and
STUDFTES provide more precise measures. These are defined fully in this chapter.

DATA ELEMENTS ON A SCHOLAR OR RECIPIENT OF FINANCIAL AID

If the student is a scholar or receives some financial aid, more data elements are needed about him,
e.g. the name of the scholarship program, the amount of tuition benefits, the stipends received, etc. If the
scholarship is targeted for poor students, there will be even more data required: data on family income, the
size of the family, other socioeconomic indicators, etc. These data elements are also included in this chapter
because a scholar is just a special type of student. As the recipient of financial aid, the student is variously
referred to as a: scholar, grantee, awardee, recipient, or beneficiary. The data elements in this chapter refer
to the student himself, not the scholarship program which is funding the financial aid.

IMPORTANT: A student who is the holder of a pre-paid “college plan” (such as those made popular by College
Assurance Plans, Inc. and other similar companies) should not be referred to as a scholar or grantee. Such a
student is not a recipient of financial aid because it is the student’s family who paid for the plan to begin with!
Such a student is more correctly referred to as a “plan holder”. See the element 3RDPARTY.

If the student receives some financial aid, then some of the data elements defined in this chapter are relevant
not only to the HEI but also to the provider or funding source of the financial aid.

IN STATE UNIVERSITIES AND COLLEGES, THE STUDENT AS “ISKOLAR NG BAYAN”

If the student is enrolled in an SUC or a local government-funded HEI, he/she is the automatic recipient of
financial aid from the government. All students in public-funded HEIs – both the nationally-funded SUCs and
the local government-funded HEIs – receive substantial government subsidies. The annual cost incurred by
the government (whether national or local) per student has a magnitude averaging P18,000. Yet the average
contribution of students to these costs (in the form of tuition and miscellaneous fees) is only of the order of

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Data on an Individual Student 263

P2,000 per year. Thus, it is perfectly appropriate to refer to any SUC student, whether rich or poor, whether with
high grades or low grades, in whatever degree program, as a “Iskolar ng Bayan”.

Having said that, the subset of SUC students who receive tuition waivers or discounts, book allowances and/or
stipends, will still be referred to as “scholars” or “grantees” to distinguish them from the general studentry of the
SUCs.

DECIDING WHICH DATA ELEMENTS WILL BE COLLECTED

There are about 170 data elements on an individual student. It is unlikely that any HEI is already collecting all
these data elements on each of its students. Some of the data elements (e.g. address, phone numbers, grades,
etc.) are quite standard. However, some are rather unusual or quite involved to obtain (e.g. HSRANK the rank
of the student in his high school graduating class, HSTUIT the tuition which the student paid in his 4th year high
school, the number and ages of siblings to obtain the “weighted family size”, etc).

Many of the data elements here are intended for scholarship programs which are targeted for the poor and/or
financial aid programs which calibrate the level of financial benefits based on the family income. A classic example
of such a scholarship program is the U.P. Socialized Tuition and Financial Assistance Program (STFAP).

It is up to each HEI and each scholarship provider to decide if and when to collect a specific data element.
The purpose of the RCDEM is to set the standard names, definitions and coding of data elements for
all HEIs and aid providers which will need them

The dictionary is most useful to the HEIs and aid providers which have not started or are only starting to
computerize their student records systems. For such HEIs and aid providers, they are invited to use the
terminology and the coding suggested in the data elements. The goal is that, eventually, all HEIs will have the
same interpretation of a data element such as HSRANK, HSTUIT, TUITCOST, etc,

DATA ELEMENTS ABOUT AN INDIVIDUAL STUDENT

NOTE: The following data elements refer to an individual student, a person. If the student is the
recipient of financial aid, the data elements still refer to the student as a scholar or grantee – not the
scholarship program, not the funding organization.

ELEMENT NUMBER F001

NAME OF ELEMENT FAMILY NAME OF STUDENT
SHORT NAME STUDNAM3
PURPOSE To record the family name of the student or recipient of financial aid.
DEFINITION Family name. Also known as surname or last name. For a married woman,
this could be the original maiden name, the married name (i.e. last name
of husband) or a hyphenated version as in “Macapagal-Arroyo”. Should not
include the appellations “Jr.”, “Sr.” or the roman numerals “III”.
CODING Text data: 30 characters. UPPERCASE ONLY. Other rules and conventions
to be set later.
ELEMENT NUMBER F002
NAME OF ELEMENT MIDDLE NAME OF STUDENT
SHORT NAME STUDNAM2
PURPOSE To record the middle name.
DEFINITION Middle name. For Filipino males or unmarried females, this is usually the
maiden name of the mother. For a married Filipina woman, this is usually the
maiden name. If a person has two first names as in Maria Clara, the Clara is
not a middle name.
CODING Text data: 30 characters. UPPERCASE ONLY. Other rules and conventions
to be set later.

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264 Data on an Individual Student

ELEMENT NUMBER F003

NAME OF ELEMENT FIRST NAME OF STUDENT
SHORT NAME STUDNAM1
PURPOSE To record the first name of the student.
DEFINITION The first name. (Sometimes also known as “given name”). Some first names
actually involve more than one name as in MARIA CLARA or MARIA CARIDAD
ESPERANA. The first name should include the appellations “JR.” or ‘SR.” or
the roman numerals if any such as “III” as in GREGORIO III
CODING Text data: 30 characters. UPPERCASE ONLY. Other rules and conventions
to be set later.
ELEMENT NUMBER F004
NAME OF ELEMENT THE UNIQUE ID CODE NUMBER ASSIGNED BY THE HEI TO THE
STUDENT
SHORT NAME CODE_HEI
PURPOSE AS ASSIGNED BY THE HEI, to provide a unique identifier code for each
student. The code number will be valid only within the database of the HEI.
DEFINITION Student identifier code as assigned by the HEI. Each student will be issued
one code number by the HEI.
CODING Text data: 12 characters. This is enough to distinguish 1 billion students and
alumni in an HEI. The distinguishing power is reduced if the HEI embeds
information such as year of admission, college or gender into the code.

ELEMENT NUMBER F005

NAME OF ELEMENT THE UNIQUE ID CODE NUMBER ASSIGNED BY CHED TO THE
STUDENT
SHORT NAME CODECHED
PURPOSE AS ASSIGNED BY THE CHED, to provide a unique identifier code for each
student. The code number will be valid only within the database of CHED. Do
not confuse with CODE_HEI.
DEFINITION Student identifier code. Each student will be issued one code number by the
scholarship program or by CHED.
CODING Text data: 12 characters.
ELEMENT NUMBER F006
NAME OF ELEMENT BIRTHDAY OF STUDENT
SHORT NAME STUDBDAY
PURPOSE To keep track of age. (Some scholarship programs impose age limits).
DEFINITION Date of birth in official Birth Certificate.
CODING MMDDYYYY. Feb 8, 1985 is recorded as 02081985.
ELEMENT NUMBER F007
NAME OF ELEMENT GENDER
SHORT NAME GENDER
PURPOSE For research purposes, to compare academic performance of males and
females.

CODING 1 Male
2 Female
9 No information provided on the matter.

ELEMENT NUMBER F008
NAME OF ELEMENT CITIZENSHIP OF STUDENT
SHORT NAME CITIZEN OF STUDENT
PURPOSE In public HEIs, non-citizens have to pay more because they are not entitled
to Philippine government subsidy. Non-citizens also need special permits to
enroll as students in Philippine HEIs.
DEFINITION Citizenship of student.
CODING Text: 5 digits. Coded by country, using standard DFA code.
RP citizen = 00001. If citizenship is not known, CITIZEN=99999.

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ELEMENT NUMBER F009

NAME OF ELEMENT VISA STATUS IN THE PHILIPPINES
SHORT NAME VISA
PURPOSE To indicate visa status. Important for foreign students.
DEFINITION The student’s lawful status in RP either as a Filipino citizen or a non-citizen
with a valid visa.
CODING 1-digit code.
1 Filipino citizen. Holder of Philippine Passport.
2 Diplomat or dependent of foreign diplomatic personnel.
3 Non-citizen granted permanent residency status in RP.
4 Student Visa for Non-Citizens.
9 No record.
ELEMENT NUMBER F010
NAME OF ELEMENT PROOF OF FILIPINO CITIZENSHIP
SHORT NAME PROOF
PURPOSE For public-funded scholarships, to ensure that recipients are Filipino
citizens.
DEFINITION
CODING 1 Philippine Birth Certificate
2 Philippine Passport
3 Parents’ affidavit.
9 No information provided on the matter.
ELEMENT NUMBER F011
NAME OF ELEMENT IF THE STUDENT IS A RECIPIENT OF FINANCIAL AID
SHORT NAME SCHOLAR
PURPOSE To indicate if the student is currently receiving financial aid and if so, what
type of aid. In other words, if the student can be referred to as a scholar,
grantee, awardee, beneficiary or recipient.
DEFINITION The type of financial aid (if any) being received by the student.

A “working student”, i.e. a student who is gainfully employed outside the HEI
while being enrolled at the same time, is not considered a recipient of financial
aid. A student with a “college plan” or “education plan” (such as that provided
by the College Assurance Plan) is not considered a recipient of scholarship
or financial aid because his own family paid for the plan.

STUDENTS IN PUBLIC HEIs: There is some consensus that all students

of SUCs and other public HEIs are recipients of financial aid because the
government subsidy greatly exceeds the tuition and fees paid by students.
While there is much logic in this view, there is no need for this element
SCHOLAR to code SUC students separately. If the HEI is an SUC or
LGU-funded HEI, their students can be flagged separately by the element
PUBLPRIV in connection with an institution.
CODING The coding scheme below is adapted from the element AIDTYPE ( data
element on a scholarship program).
1 Short-term loan. Student is granted a long which must be paid within
the semester or schoolyear. If installment plan is generally available to the
students of the HEI, then payment on installment is not considered “financial
aid”. If installment plan is not generally available, then a student given such a
privilege is considered the recipient of financial aid.
2 Study now pay later plan. Student does not have to start repayment until
after graduation or two years after graduation.

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266 Data on an Individual Student

3 Student work-study plan within the HEI itself. Example: As a Student

Assistant or Graduate Assistant who works for pay at the HEI library, clinic,
etc. ( Exclude: Teaching Assistant, Teaching Associate, Teaching Fellow
– since these are more like instructors than they are graduate students.
Exclude: Faculty member, e.g. Instructor or Asst Prof in the HEI, who is also
enrolled as a graduate student in the same HEI.).
4 Team membership in HEI varsity sports, cultural group, etc. Student gets
some tuition waiver or discount (and/or other benefits) for being a student
athlete, member of the folk dance troupe, etc.
5 Employee dependents privilege. That is, the tuition of the student is paid
by the company employing his parent. In this case it is the parent’s employer
who is the provider of financial aid. (For instance, in some HEIs, the children
of the permanent full-time staff receive tuition discounts).
6 “Straight grant”. Student receives financial aid from an aid provider or the
HEI itself -- but does not have to repay it later, does not have to work in
the HEI, does not have to be part of the varsity or school choir, etc. Grant
may be tuition waiver or discount only, may or may not include cash stipends
or allowances. Examples: valedictorians and salutatorians who get tuition
waivers or discounts. Others: scholars of DOST, private foundations, civic
organizations, government scholarships through CHED, etc. Many HEIs
provide this type of grant to their own students.
8 Student is not receiving any financial aid. In other words, he and/or his
family or relatives is paying for his studies. Student is not considered as a
scholar, grantee, awardee or recipient of financial aid.
9 No information provided on the matter.
ELEMENT NUMBER F012
NAME OF ELEMENT IF THE STUDENT IS A “WORKING STUDENT”
SHORT NAME EMPLOYED
PURPOSE To indicate if the student is gainfully EMPLOYED while also studying. As a
working student, student may be allowed some leeway in choosing his class
schedule or the no. of units to enroll in.
DEFINITION If student is gainfully employed or working even while enrolled.
CODING 1-digit code .
1 Employed in a family enterprise or in own business.
2 Employed in the HEI where he is enrolled. Example: Student Assistant
Graduate Assistant, Teaching Assistant, Teaching Associate or Teaching
Fellow.
3 Employed gainfully but not in the HEI and not in a family enterprise either.
4 Not employed gainfully anywhere.
9 No information provided on the matter.
ELEMENT NUMBER F013
NAME OF ELEMENT STUDENT’S WORKING HOURS PER WEEK
SHORT NAME WORKHOURS
PURPOSE To indicate the no. of hours per week spent by the student at work. To indicate
the “external time pressure” on a working student.
DEFINITION The average no. of hours per week spent at work – including time commuting
between school and the jobsite.
CODING Numeric, with no decimal place as in XX . In other words, round off to nearest
hour.

ELEMENT NUMBER F014

NAME OF ELEMENT ONLY FOR RECIPIENT OF FINANCIAL AID: ID CODE NUMBER OF THE
SCHOLAR AS ASSIGNED BY THE AID PROVIDER
SHORT NAME SCHOLARID
PURPOSE For the use of the provider of financial aid or the scholarship program, the ID
code number assigned to the scholar.

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Data on an Individual Student 267

DEFINITION Unique ID code as assigned by aid provider. Each financial aid program
will have its own code. Do not confuse with STUDCODE which is the code
number assigned by the HEI to the student.

If the HEI is also the provider of the financial aid, it is up to the HEI if a
separate code number is assigned to the student/scholar. As an aid provider,
CHED will be issuing scholar ID code numbers to its own grantees.
CODING Text data: 10 alphanumeric. If the student is not a recipient of financial aid,
key in NO FINANCIAL AID.

ELEMENT NUMBER F015

NAME OF ELEMENT SHORT NAME OF FINANCIAL AID PROGRAM
SHORT NAME AIDNAM3
PURPOSE To record the short name of the scholarship or financial aid program being
enjoyed by the grantee.
DEFINITION The “short name” of the scholarship program. See element AIDNAME.
CODING Text data: 30 characters. Examples: BRIGHT MUSLIMS PROG, SELECTED
ETHNIC MINORITY, UP STFAP, DOST PROGRAM A, etc. If student is not a
recipient, AIDNAM3 = NONE.

ELEMENT NUMBER F016

NAME OF ELEMENT SHORT NAME OF FINANCIAL AID PROVIDER
SHORT NAME PROVNAM2
PURPOSE To record the short name of the provider of the scholarship.
DEFINITION The “short name” of the provider organization. See PROVNAME2
CODING Text data: 30 characters. Examples: METROBANK FOUNDN, DOST,
ATENEO DE MANILA, etc.

ADDRESS AND CONTACT INFORMATION OF PARENTS AND STUDENT

ELEMENT NUMBER F017

NAME OF ELEMENT NAME OF FATHER
SHORT NAME FATHER
CODING Text data: 70 characters. May be split into 3 components.
ELEMENT NUMBER F018
NAME OF ELEMENT NAME OF MOTHER
SHORT NAME MOTHER
CODING Text data: 70 characters. May be split into 3 components.
ELEMENT NUMBER F019
NAME OF ELEMENT NAME OF GUARDIAN OR PERSON TO CALL DURING AN EMERGENCY
DURING THE SCHOOLYEAR
SHORT NAME GUARDIAN
PURPOSE To identify the person to call in case of an emergency during regular
schooldays. This could be a parent or a guardian who lives closer to school
and is more accessible.
CODING Text data: 70 characters. May be split into 3 components.
ELEMENT NUMBER F020
NAME OF ELEMENT PERMANENT FAMILY ADDRESS OF STUDENT
SHORT NAME PERMADDR
PURPOSE To record the street address of the permanent family residence of the student.
For correspondence, specially with the parents. To be used for home visits
(as used by some scholarship programs).
DEFINITION The street address, not a post office box number. Address with enough
details, suitable for messenger use.
CODING Text data: 100 characters.

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268 Data on an Individual Student

ELEMENT NO. F021

NAME OF ELEMENT REGION LOCATION OF PERMANENT FAMILY ADDRESS
SHORT NAME REGIONPERM
PURPOSE To reflect the region where the permanent family residence is located. To
evaluate the cost of living which the family has to contend with.
DEFINITION Region where family resides permanently.
CODING Numeric: 2 digits. Please use Arabic numerals. Do not use letters as in NCR
or Roman numerals as in IV because they will foul up computer sorting.
13 National Capital Region (NCR)
14 Cordillera Administrative Region (CAR)
15 ARMM
16 Caraga
99 No information provided on the matter.

ELEMENT NUMBER F022

NAME OF ELEMENT SCHOOLYEAR RESIDENTIAL ADDRESS OF STUDENT
SHORT NAME SCHADDR
PURPOSE To record the street address of the residence used by the student during the
schoolyear. For contact during schooldays.
DEFINITION The street address, not post office box number. Address with enough details,
suitable for messenger use or to locate the student.
CODING Text data: 70 characters.
ELEMENT NUMBER F023
NAME OF ELEMENT TELEPHONE NUMBER OF PARENT/S OR GUARDIAN
SHORT NAME PHONE1
PURPOSE To record the telephone number of the parents or guardian of the student.
For emergency purposes or for collecting information directly from a parent
or guardian.
DEFINITION Telephone number, including area code and extension number. May be a
mobile phone.
CODING Text data: 30 characters. Format: (054) 890-1234 or (0917) 789-6543
ELEMENT NUMBER F024
NAME OF ELEMENT TELEPHONE NUMBER OF STUDENT DURING THE SCHOOLYEAR
SHORT NAME PHONE2
PURPOSE To record telephone number where the student may be contacted during
schooldays. For getting in touch directly with the student.
DEFINITION Telephone number, including area code. May be a mobile phone.
CODING Text data: 20 characters. Format: (054) 890-1234 or (0917) 789-6543
ELEMENT NUMBER F025
NAME OF ELEMENT FAX NUMBER OF STUDENT
SHORT NAME FAXNUM1
PURPOSE To record the fax number of student.
DEFINITION Fax number, including area code.
CODING Text data: 20 characters. Format: (054) 890-1234
ELEMENT NUMBER F026
NAME OF ELEMENT E-MAIL ADDRESS OF STUDENT
SHORT NAME EMAIL1
PURPOSE To record the e-mail address of student where he can receive official HEI
communications.
DEFINITION E-mail address of student.
CODING Text data: 40 characters. Format: jdelacruz@ ateneodenaga.edu.ph
ELEMENT NUMBER F027
NAME OF ELEMENT E-MAIL ADDRESS OF PARENT
SHORT NAME EMAIL2
PURPOSE To record the e-mail address of a parent, for communicating with parents.
DEFINITION E-mail address of parent.
CODING Text data: 40 characters. Format: [email protected]

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ELEMENT NUMBER F028

NAME OF ELEMENT HEALTH CONDITION
SHORT NAME HEALTH
PURPOSE To record the medical condition as of a specific date.
DEFINITION General medical condition or physical disability as of a specific date.
CODING 1-digit code.
1 Good medical condition and no physical disability .
2 Good medical condition but with some physical disability.
3 Some medical condition which needs special monitoring.
9 No information available on the matter.

HIGH SCHOOL DATA OF THE STUDENT

The data elements below capture high school data. These are useful for research purposes. To know the
quality of the freshman class, the HEI will have to collect this type of data. For providers of scholarship funds, a
usual basis for awarding scholarships at the freshman level is of course the performance of the student in high
school.

ELEMENT NUMBER F029
NAME OF ELEMENT IF STUDENT IS A HIGH SCHOOL GRADUATE
SHORT NAME NAKATAPOS
PURPOSE To indicate if the student graduated from HS or if he passed an equivalency
test.
CODING 1-digit code.
1 Yes, high school graduate.
2 Not a high school graduate but passed an equivalency exam such as the
PEPT
3 No information provided on the matter.
ELEMENT NUMBER F030
NAME OF ELEMENT NAME OF HIGH SCHOOL
SHORT NAME HSNAME
PURPOSE To indicate the name of the high school.
DEFINITION Short name of high school. To save space, use abbreviations as in CAMARINES
DEL SUR NATL HS or COLL HOLY SPIRIT HS-QC.
CODING Text data: 70 characters.
ELEMENT NUMBER F031
NAME OF ELEMENT TYPE OF HIGH SCHOOL
SHORT NAME HSTYPE
PURPOSE To identify the type of high school graduated from. To provide a non-
income indicator of socioeconomic level. For instance, a student enrolled
in an expensive HS without any scholarship. (Please see related elements
HSTUIT1, HSTUIT2, and HS SCHOLAR )
DEFINITION The type of high school, as classified below:
CODING 1-digit code.
1 Public General High School
2 Public Vocational/ Trade HS
3 Public Special (e.g. science high schools)
4 SUC-administered HS
5 Private non-sectarian HS
6 Private Sectarian
7 Foreign HS (i.e. HS located in a foreign country)
8 No high school, i.e. equivalency certification only.
9 Not known.

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270 Data on an Individual Student

ELEMENT NUMBER F032

NAME OF ELEMENT REGION LOCATION OF HIGH SCHOOL
SHORT NAME HSREGION
PURPOSE To reflect the region where HS is located.
DEFINITION Region where HS is located.
CODING Numeric: 2 digits. Please use Arabic numerals. Do not use letters as in NCR
or Roman numerals as in IV because they will foul up computer sorting.
13 National Capital Region (NCR)
14 Cordillera Administrative Region (CAR)
15 ARMM
16 Caraga
77 Foreign HS
88 Not a high school graduate, i.e. PEPT
99 No information provided on the matter.
ELEMENT NUMBER F033
NAME OF ELEMENT IF STUDENT TOOK THE NSAT
SHORT NAME KUMUHA
PURPOSE To indicate if the student has an NSAT score. In some schoolyears, NSAT
was administered only on a sampling basis.
DEFINITION If the student has an NSAT score.
CODING 1-digit code.
1 Yes, student has NSAT scores.
2 Did not take NSAT.
3 Took NSAT but no record submitted.
9 No information provided on the matter.
ELEMENT NUMBER F034
NAME OF ELEMENT RANK OF STUDENT IN NSAT
SHORT NAME NSATRANK
PURPOSE To indicate the student’s rank in a national examination such as NSAT. To be
used in evaluating the quality of freshmen in the HEI.
DEFINITION Classification as shown below.
CODING 1-digit code.
1 TOP 10% Student is in Top 10% of NSAT nationwide.
2 TOP 25 % Student is in Top 25% but not Top 10%.
3 TOP 50% Student is in top half but not in top quartile.
4 LOWER 50% Student is in lower half of NSAT.
9 Not known or no record.
ELEMENT NUMBER F035
NAME OF ELEMENT NSAT OVERALL SCORE
SHORT NAME NSATGEN
PURPOSE To provide some predictor for success at tertiary level. The general NSAT
score is a measure of the general ability of the student.
DEFINITION The overall percentile score in NSAT.
CODING Numeric: 3 digits with one decimal place as in XX.X One decimal point only.
No percent sign needed. Key in “0” if there is no NSAT score but do not leave
blank. (Recall that in some years, NSAT was not offered or offered only on a
national sampling basis).
ELEMENT NUMBER F036
NAME OF ELEMENT NSAT MATH SCORE
SHORT NAME NSATMATH
PURPOSE To provide some predictor for success at tertiary level. Math score is
purposely identified because math proficiency is crucial for success in tertiary
education.
DEFINITION The percentile score in NSAT Math portion only.
CODING Numeric: 3 digits with one decimal place as in XX.X One decimal point only.
No percent sign needed. Key in “0” if there is no NSAT score but do not leave
blank. (Recall that in some years, NSAT was not offered or offered only on a
national sampling basis).

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ELEMENT NUMBER F037

NAME OF ELEMENT NSAT ENGLISH SCORE
SHORT NAME NSATENGL
PURPOSE To provide some predictor for success at tertiary level. This score is purposely
identified because English and reading proficiency are crucial for success in
tertiary education.
DEFINITION The percentile score in NSAT English and Reading only.
CODING Numeric: 3 digits with one decimal place as in XX.X One decimal point only.
No percent sign needed. Key in “0” if there is no NSAT score but do not leave
blank. (Recall that in some years, NSAT was not offered or offered only on a
national sampling basis).
ELEMENT NUMBER F038
NAME OF ELEMENT NSAT SCIENCE SCORE
SHORT NAME NSATSCI
PURPOSE To provide some predictor for success at tertiary level. This score is purposely
identified because Science proficiency are crucial for success in tertiary
education, specially in S & T programs.
DEFINITION The percentile score in NSAT Science.
CODING Numeric: 3 digits with one decimal place as in XX.X One decimal point only.
No percent sign needed. Key in “0” if there is no NSAT score but do not leave
blank. (Recall that in some years, NSAT was not offered or offered only on a
national sampling basis).
ELEMENT NUMBER F039
NAME OF ELEMENT SCORE IN THE HEI ADMISSION TEST
SHORT NAME ADMITSCORE
PURPOSE To record the score obtained in the HEI admission test. (Express as a
percentile).
DEFINITION Score in the admission test to the HEI.
CODING Numeric: 4 digits with 1 decimal place as in XXX.X No percentage sign. Key
in 1 if there is no HEI admission test. Key in 2 if there is an admission test but
no score is reported.
ELEMENT NUMBER F040
NAME OF ELEMENT SCORE IN THE COLLEGE SCHOLASTIC ACHIEVEMENT TEST (CSAT
ADMINISTERED BY CEM)
SHORT NAME CSATSCORE
PURPOSE To record the score obtained in the CSAT, a standard test administered by
CEM or Center for Education Measurement – and used as the admission test
by many colleges. (Express as a percentile).
DEFINITION Score in the CSAT as administered by the Center for Education Measurement
(CEM).
CODING Numeric: 4 digits with 1 decimal place as in XXX.X No percentage sign. Key
in 1 if there is no HEI admission test. Key in 2 if there is an admission test but
no score is reported.

ELEMENT NUMBER F041

NAME OF ELEMENT SCORE IN THE SCHOLARSHIP QUALIFYING TEST
SHORT NAME SCHOLTEST
PURPOSE To record the score obtained in the qualifying test for the scholarship or
financial aid. (Express as a percentile).
DEFINITION Score in the qualifying test for the scholarship. For instance, score in the
national qualifying test administered by the DOST to choose its scholars.
CODING Numeric: 4 digits with 1 decimal place as in XXX.X No percentage sign. Key
in 1 if there is no qualifying exam for the scholarship. Key in 2 if there is an
admission test but no score is reported.

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272 Data on an Individual Student

ELEMENT NUMBER F042

NAME OF ELEMENT HIGH SCHOOL GENERAL AVERAGE
SHORT NAME HSGWA
PURPOSE To provide some predictor for success in college.
DEFINITION High School General Average (ACADEMIC SUBJECTS ONLY, i.e. excluding
PE, Practical Arts) as certified by HS Principal or Registrar.
CODING Numeric: 4 digits with 1 decimal place as in XXX.X No percentage sign. Key
in 999.9 if the student is a high school graduate and therefore has no PEPT
score.
ELEMENT NUMBER F043
NAME OF ELEMENT HIGH SCHOOL EQUIVALENCY TEST GENERAL SCORE
SHORT NAME HSPEPT
PURPOSE To provide some predictor for success in college.
DEFINITION General score in PEPT or high school equivalency test.
CODING Numeric: 4 digits with 1 decimal place as in XXX.X No percentage sign. Key
in 999.9 if the student is a high school graduate and therefore has no PEPT
score.
ELEMENT NUMBER F044
NAME OF ELEMENT HIGH SCHOOL MATH AVERAGE
SHORT NAME HSMATH
PURPOSE To provide some predictor for success in college. Math proficiency is critical
for success at tertiary level, specially for S &T courses.
DEFINITION Percentage average in 4th year high school Math subject/s.
CODING Numeric: 4 digits with 1 decimal place as in XXX.X No percentage sign. Key
in 999.9 if the student is a high school graduate and therefore has no PEPT
score.
ELEMENT NUMBER F045
NAME OF ELEMENT HIGH SCHOOL ENGLISH AVERAGE
SHORT NAME HSENGLISH
PURPOSE To provide some predictor for success in college. English proficiency is critical
for success at tertiary level. For research purposes.
DEFINITION Percentage average in 4th year high school English subject/s.
CODING Numeric: 4 digits with 1 decimal place as in XXX.X No percentage sign. Key
in 999.9 if the student is a high school graduate and therefore has no PEPT
score.
ELEMENT NUMBER F046
NAME OF ELEMENT HIGH SCHOOL SCIENCE AVERAGE
SHORT NAME HSSCIENCE
PURPOSE To provide some predictor for success in college. Science proficiency is critical
for success at tertiary level, specially in S & T programs.
DEFINITION Percentage average in 4th year high school science.
CODING Numeric: 4 digits with 1 decimal place as in XXX.X No percentage sign. Key
in 999.9 if the student is a high school graduate and therefore has no PEPT
score.
ELEMENT NUMBER F047
NAME OF ELEMENT RANK IN HIGH SCHOOL GRADUATING CLASS
SHORT NAME HSRANK
PURPOSE To indicate rank of student in the entire HS graduating class as an indication
of achievement or potential for achievement. Some scholarship programs
accept applicants only from Top 5 or Top 10 of the class.
DEFINITION The rank of student in graduating class. HSRANK=1 means valedictorian.
HSRANK=2 means salutatorian. HSRANK =25 means No. 25 in the graduating
class, as certified by the HS principal or HS registrar.
CODING Numeric: 4 digits. If student took the equivalency test, key in 8888. If no
information is provided on the matter, enter 9999.

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ELEMENT NUMBER F048

NAME OF ELEMENT SIZE OF HIGH SCHOOL GRADUATING CLASS
SHORT NAME HSCLASS
PURPOSE To put student rank in proper perspective, i.e. the size of the HS graduating
class, not just the particular section or homeroom where student belonged.
DEFINITION The no. of students in the entire high school graduating class, including the
student himself, as certified by the HS principal or School Registrar.
Suppose there are three 4th year high school sections with 40 students each,
then HSCLASS=120 ( not 40). Count only those who graduated.
CODING Numeric: 4 digits. If student took the equivalency test, key in 8888. If no
information is provided on the matter, enter 9999.
ELEMENT NUMBER F049
NAME OF ELEMENT TOP PERCENTAGE RANK IN HS GRADUATING CLASS
SHORT NAME HSRANK%
PURPOSE To indicate if the student belongs to the top X% of HS graduating class. Some
scholarship programs require applicant to be in the Top X% of high school
class.
DEFINITION Expressed as a percentage: HSRANK divided by CLASSIZE.
For instance, if student is No. 25 in a class of 150 students, then HSRANK%
= 25/150 = 16.7% Rounded to one decimal point. This means the student is
in the Top 16.7% of his graduating class.
CODING Numeric: 3 digits as in XX.X with one decimal place. No percent sign.
ELEMENT NUMBER F050
NAME OF ELEMENT CLASSIFICATION BASED ON HIGH SCHOOL RANK
SHORT NAME HSRANK2
PURPOSE To provide an easy classification of HS rank into a few groups.
DEFINITION Classification of HS rank as certified by HS Principal. Rank in the entire HS
graduating class, not just his homeroom section.
CODING 1-digit code.
1 TOP 10% Student is in Top 10% of HS graduating class.
2 TOP 25% Student is in Top 25% but not Top 10% of HS graduating class.
3 TOP 50% Student is in top half but not in top quartile of HS graduating
class.
4 TOP 75% Student is in third quartile ( 51st to 75th percentile)
5 BOTTOM 25% Student is in bottom quartile of HS graduating class.
9 Not known or no record.

ELEMENT NUMBER F051

NAME OF ELEMENT HIGH SCHOOL HONORS
SHORT NAME HSHONORS
PURPOSE To indicate if the student was an honor student in HS graduating class. This
a measure of merit.
DEFINITION If student was an honor graduate in HS as certified by HS Principal.
CODING 1-digit code
1 HS Valedictorian
2 HS Salutatorian.
3 HS Honor Graduate but not Valedictorian or Salutatorian.
9 No information provided on the matter.

ELEMENT NUMBER F052

NAME OF ELEMENT IF STUDENT HAD A SCHOLARSHIP IN HIGH SCHOOL
SHORT NAME HS_SCHOLAR
PURPOSE Some poor students are able to enroll in expensive private secondary schools
only because they were provided a scholarship, e.g. by the HS itself or some
donor. A student enrolled in an expensive high school without a scholarship
is deemed to be “noon-poor”. It is important to know if the student had a
scholarship in high school.

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274 Data on an Individual Student

(Note: since public HS are tuition-free, this element is relevant only to students
who come from private high schools and to scholarship programs where
socioeconomic level is a factor.).
DEFINITION If the student enjoyed the benefits of a scholarship in high school.
CODING 1-digit code.
1 No scholarship benefits in high school as certified by the HS Principal or
Registrar.
2 Yes, student was recipient of some scholarship benefits in high school as
certified by the HS Principal or HS Registrar.
9 No info available on the matter.
ELEMENT NUMBER F053
NAME OF ELEMENT HIGH SCHOOL TUITION AND OTHER FEES “AS BILLED’ BY THE HIGH
SCHOOL IN 4TH YEAR.
SHORT NAME HSTUIT1
PURPOSE To indicate how much it cost the student to be in the high school. To indicate
how much the family can afford. The rationale: if the family was able to afford
P20,000 tuition (or whatever amount) in high school, then the family should
certainly be able to afford to pay that at the college level.
DEFINITION The high school tuition and all other fees (for all of 4th year high school) as
billed by the high school. Do not deduct amount paid by any high school
scholarship but see HSTUIT2 below.
If the school is a public HS, then HSTUIT1 = 0 of course. Cost is for one year:
include both semesters. Include all costs billed to the student by the high
school – including (if any) school bus fees, board and lodging, etc.
CODING Numeric: 6 digits as in XXXXX. No commas, no decimal places., no peso
signs, no centavos. If no tuition is billed (as in public schools), enter “0” and
do not leave blank. If no data is provided, enter “999999”.

ELEMENT NUMBER F054

NAME OF ELEMENT NET AMOUNT OF TUITION AND OTHER FEES ACTUALLY PAID BY THE
STUDENT DURING 4TH YEAR HIGH SCHOOL
SHORT NAME HSTUIT2
PURPOSE To obtain an idea of the financial capacity of the student’s family. To indicate
some minimum amount the family could afford to pay. The information is
important for scholarship programs targeted for the poor. The rationale for
collecting this data: If the family was able to afford X thousand pesos in high
school, it should be able to afford as much for college study.
DEFINITION The net amount paid by the student and his family after deducting the amount
paid by any high school scholarship. If HSTUIT1 = 20,000 and a high school
scholarship paid P5,000 of that, HSTUIT2 = 15000. This information should
be cross-checked against the high school records.
CODING Numeric: 6 digits as in XXXXX. No commas, no decimal places., no peso
signs, no centavos. If no tuition is billed (as in public schools), enter “0” and
do not leave blank. If no data is provided, enter “999999”.

COLLEGE DATA ON THE STUDENT

ELEMENT NUMBER F055

NAME OF ELEMENT HIGHEST DEGREE EARNED BY STUDENT SO FAR
SHORT NAME HIGHESTDEG
PURPOSE To indicate highest degree earned so far. Important for second-degree
programs such as LLB, MD, and of course the graduate programs.. Or to
identify students working for a second bachelors degree or second masters
degree. And of course this is important for scholars at the masters or PhD
level.

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Data on an Individual Student 275

DEFINITION The highest degree earned by the student so far.

CODING 2-digit code
10 So far, the student has completed elementary school only.
20 Completed secondary school only.
30 Completed Tech/Voc certificate but none higher.
40 Completed pre-baccalaureate degree but none higher.
50 Completed a baccalaureate degree but none higher. See PROGLEVL as
defined in Chapter 2.
60 Completed LLB.
70 Completed MD.
80 Completed a Masters degree or equivalent.
90 Completed a PhD degree or equivalent
99 No information provided on the matter.

ELEMENT NUMBER F056

NAME OF ELEMENT HEI WHERE STUDENT IS ENROLLED
SHORT NAME HEIENROL
PURPOSE For CHED use. (The HEI itself already knows which HEI its students are
enrolled in!).
DEFINITION Short name of HEI. To save space, use abbreviation such as TARLAC ST
U or U OF ST AQUINAS. CHED-MIS has the official list of short names of
HEIs.
CODING Text data: 70 characters.

ELEMENT NUMBER F057

NAME OF ELEMENT IF THERE IS A MOA BETWEEN CHED AND HEI RE ADMINISTRATION OF
SCHOLARSHIP
SHORT NAME MOA
PURPOSE For CHED use.
DEFINITION If there is a written agreement between CHED and the HEI re the administration
of the scholarship.
CODING 1-digit code
1 Yes, there is a MOA.
2 No, there is no MOA.
9 No info provided on the matter.
ELEMENT NUMBER F058
NAME OF ELEMENT COLLEGE IN THE HEI WHERE STUDENT IS CURRENTLY ENROLLED
SHORT NAME COLLENROL
PURPOSE For HEI use and for CHED use.
DEFINITION The college within the HEI where student is enrolled. For instance, the HEI
could be PUP but the college is College of Engineering. To save space, use
abbreviation such as ENGG or ARTS & SCI
CODING Text data: 70 characters.
ELEMENT NUMBER F059
NAME OF ELEMENT DEGREE PROGRAM WHERE STUDENT IS CURRENTLY ENROLLED
SHORT NAME DEGENROL
PURPOSE For HEI use and for CHED use.
DEFINITION The degree program where student is currently enrolled. To space, use
abbreviations as in BSE MATH or BS COMP ENGG.
CODING Text data: 70 characters.
ELEMENT NUMBER F060
NAME OF ELEMENT DATE OF FIRST ENROLLMENT IN THE HEI
SHORT NAME DATEENROL
PURPOSE To determine how long the student has been enrolled in the HEI. Important in
determining compliance with a maximum residency rule.
DEFINITION Date of first enrollment in the HEI.
CODING MMDDYYYY.

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276 Data on an Individual Student

ELEMENT NUMBER F061

NAME OF ELEMENT DATE OF APPLICATION TO THE SCHOLARSHIP
SHORT NAME DATEAPPLY
PURPOSE FOR APPLICANTS FOR FINANCIAL AID: To determine exactly when the
student completed the documentation of his application for the scholarship.
DEFINITION Date when the application for scholarship was received with complete
documentation.
CODING MMDDYYYY.
ELEMENT NUMBER F062
NAME OF ELEMENT DATE OF SCHOLARSHIP AWARD
SHORT NAME DATEAWARD
DEFINITION The data when the scholarship was officially awarded as indicated by the aid
provider.
CODING MMDDYYYY. If student is not an awardee, type in 99999999.

HOW MANY UNITS HAS THE STUDENT PASSED SO FAR?

ELEMENT NUMBER F063

NAME OF ELEMENT THE CUMULATIVE NO. OF ACADEMIC UNITS ENROLLED IN BY THE
STUDENT
SHORT NAME CUMUNITS_E
PURPOSE
DEFINITION As of a specific date, the total no. of academic units enrolled in by the student.
Do not include units in progress. If the student is currently enrolled in his 4th
semester, CUMUNITS_E includes all units enrolled in the first 3 semesters.
Do NOT include units in progress.

Include units enrolled in even if the student actually dropped, failed or received
an incomplete. Include units passed of course – but exclude units for PE,
Military Training, Religion, thesis.
CODING Numeric, integer.
ELEMENT NUMBER F064
NAME OF ELEMENT THE CUMULATIVE NO. OF ACADEMIC UNITS PASSED
SHORT NAME CUMUNITS_P
PURPOSE To measure progress against the curriculum.
DEFINITION As of a specific date, the total no. of academic units PASSED by the student.
Do not include units in progress. If the student is currently enrolled in his
4th semester, CUMUNITS_E includes all units passed enrolled in the first 3
semesters. Do not include units in the 4th semester if it is still in progress.

Include only units passed. Exclude units dropped, failed, or not completed.
Exclude units where student received “condition” unless the student eventually
passed. Exclude units where student received “incomplete” unless the student
has completed and passed the units. Exclude units for PE, Military Training,
Religion, thesis.
CODING Numeric, integer.
ELEMENT NUMBER F065
NAME OF ELEMENT THE CUMULATIVE NO. OF ACADEMIC UNITS ENROLLED BUT NOT
PASSED BY THE STUDENT
SHORT NAME CUMUNITS_N

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DEFINITION As of a specific date, the total no. of academic units enrolled in BUT NOT
PASSED by the student. Do not include units in progress. If the student is
currently enrolled in his 4th semester, CUMUNITS_N includes all units enrolled
in the first 3 semesters but which the student dropped or failed. Include also
units where the student got “incomplete” but the student has not completed
or passed. Include units where the student got “condition” but the student has
not removed or passed. In other words, all units enrolled in but not passed.
In a sense, CUMUNITS_N is the no. of units “wasted” by the student.
Exclude units for PE, Military Training, Religion, thesis.
CODING Numeric, integer.

ELEMENT NUMBER F066

NAME OF ELEMENT THE TOTAL UNITS REQUIRED IN THE CURRENT CURRICULUM
SHORT NAME PROGUNITS
PURPOSE
DEFINITION This is the element PROGUNITS as defined in Chapter 2. The total no. of
academic units required in the current curriculum of the student. See Chapter
2 for the list of inclusions and exclusions.
CODING Numeric, integer.
ELEMENT NUMBER F067
NAME OF ELEMENT PERCENTAGE PROGRESS TOWARD GRADUATION
SHORT NAME CUMUNITS_P%
PURPOSE To measure the student’s progress toward completion of the total units
required in the curriculum.

DEFINITION By formula: CUMUNITS_P% = 100*CUMUNITS_P/ PROGUNITS.

If CUMUNITS_P=120, it means the student has passed 120 units so far, If
PROGUNITS=160, it means the student has to complete 160 units before
graduation. If this is the case,
CUMUNITS_P% = 120/160 = 75.0%. This is to say the student has already
completed 75% of the total units requirements. However, this excludes PE,
Military Training, Religion, comprehensive examination, or Thesis!
CODING Numeric in the format xxx.x No % sign needed.

FULL-TIME EQUIVALENT OF THE STUDENT’S LOAD

• If the student is currently enrolled in 21 units and if 21 units is the normal student load in his current
program, the student is counted as one full-time equivalent student (FTES).
• If the student is currently enrolled in 15 units but the normal student load is 21 units, then the student is
counted as 0.71 FTES ( = 15/21).
• If the student is currently enrolled in 24 units but the normal student load is 21 units, then the student is
counted as 1.14 FTES ( = 24/21).

In these computations, ignore units for PE, Military Training, Religion or Thesis. Thesis units are excluded
because the assignment of units to the thesis varies widely from program to program and HEI to HEI.

ELEMENT NUMBER F068

NAME OF ELEMENT IN A SPECIFIC SEMESTER, TOTAL ACADEMIC UNITS ENROLLED IN
SHORT NAME SEMUNITS
PURPOSE To be used in computing full-time equivalent student.
DEFINITION In a current semester, the total academic units enrolled in by the student.
Exclude units for PE, Military Training, Religion, thesis.
CODING Numeric, integer.

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278 Data on an Individual Student

ELEMENT NUMBER F069

NAME OF ELEMENT THE FULL-TIME EQUIVALENT OF THE STUDENT’S ACADEMIC UNITS
IN THE CURRENT SEMESTER
SHORT NAME STUD_FTEX
PURPOSE In a specific semester: as defined by the HEI, the full-time equivalent
measure of the student’s current load. To have a more accurate measure of
student enrollment. This is specially important when students in the program
take varying loads from semester to semester.

DEFINITION Expressed as a number with 2 decimal places, the full-time equivalent of the
student based on the standards set by the program and HEI.

At the elementary level or secondary level, each student is counted as 1.00

full-time equivalent student (FTES). In a highly-regimented program such as
the MD program, each student is counted as 1.00 FTES.

If a masters student is enrolled in 6 units, what is the FTE measure? If the

student is enrolled in 9 units, what is the FTE measure? If the student is
enrolled “for residence only”, what is the FTE measure? The data element
STUD_FTEX will be set by the HEI itself. The final authority for setting the
value of this element in an HEI shall be the HEI Registrar.

Compare with STUD_CHED below. For the extension of these data elements
in reference to a program, see Chapter 2 discussion of FTES_HEI and FTES_
CHED.
CODING Numeric with format x.xx
ELEMENT NUMBER F070
NAME OF ELEMENT IN A SPECIFIC SEMESTER, TOTAL ACADEMIC UNITS ENROLLED IN
SHORT NAME SEMUNITS
PURPOSE
DEFINITION In a current semester, the total academic units enrolled in. Exclude units for
PE, Military Training, Religion, thesis.
CODING Numeric, integer.

ELEMENT NUMBER F071

NAME OF ELEMENT THE YEAR LEVEL STANDING OF STUDENT IN HIS CURRENT
PROGRAM
SHORT NAME YRLEVEL
PURPOSE To determine actual progress based on the no. of units completed toward
graduation from the current program.
DEFINITION The “year level standing” of the student based on cumulative units
earned and the official curriculum of the degree program. Not necessarily
the no.of years enrolled, especially if the student has failed some subjects
or if the student went on leave or if the student shifted from one degree to
another. That is, a student may have been enrolled over 3 years but may still
be in Year Level 2 standing.

This classification is based purely on percentage of units completed: the no.

of units completed versus the total no. of units required.
CODING 2-digit code.
01 First year standing. Sometimes referred to as “freshman standing”
• If in a 4-year program, the student has completed at least at most
25.0% of the total units required for graduation.
• If in a 5-year program, the student has completed at most 20.0% of
the total units required for graduation.

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02 2nd year standing. Sometimes referred to as “sophomore standing”

• If in a 4-year program, the student has completed at least 25.0% but
less than 50.0% of the total units required for graduation.
• If in a 5-year program, the student has completed at least 20.0% but
less than 40.0% of the total units required for graduation.
03 3rd year standing.
• If in a 4-year program, the student has completed at least 50.0% but
less than 75.0% of the total units required for graduation.
• If in a 5-year program, the student has completed at least 40.0% but
less than 60.0% of the total units required for graduation.
04 4th year standing.
05 5th year standing.
06 6th year standing.
07 7th year standing.
08 8th year standing.
09
99 No information on the matter.

ELEMENT NUMBER F072

NAME OF ELEMENT SHIFT FROM ONE DEGREE PROGRAM TO ANOTHER
SHORT NAME LUMIPAT
PURPOSE To indicate if the student was granted official permission to shift from one
degree program to another.
DEFINITION
CODING 1-digit code as shown below:
1 Student has been in the same degree program since date of first admission
or award.
2 Student shifted to the current degree program with official permission. Thus,
current program is different from the original program.
3 Student shifted degree program without official permission.
9 No information provided on the matter. This catch-all code is important,
specially for students who are “missing without official leave”.

The following data elements provide insight into the motivation of a student. These data elements are very
useful but only if the student is willing to disclose the information and only if the HEI will tabulate the data.

ELEMENT NUMBER F073

NAME OF ELEMENT THE MAIN REASON WHY STUDENT CHOSE THE HEI.
SHORT NAME REASON1
PURPOSE To record THE MAIN REASON why the student chose to enroll in the current
HEI instead of somewhere else. For research purposes. If low tuition is the
main reason, an indication of financial need.
DEFINITION Main reason as indicated by the student himself. Note that there are two
other related elements REASON2, REASON3.
CODING 1-digit code. Choose exactly one.
1 Low tuition. That is, the student declared low tuition as the first reason why
the student enrolled in this HEI.
2 Closer to home.
3 Good quality and/or prestige of HEI.
4 Field of choice not available in other HEIs.
5 Scholarship was available in this HEI.
6 Other reason.

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280 Data on an Individual Student

ELEMENT NUMBER F074

NAME OF ELEMENT THE SECOND REASON WHY STUDENT CHOSE THE HEI.
SHORT NAME REASON2
PURPOSE To record the 2nd reason why the student chose to enroll in the current HEI
instead of somewhere else. For research purposes.
DEFINITION 2nd reason as indicated by the student himself.
CODING 1-digit code just as for REASON1. Choose exactly one.
ELEMENT NUMBER F075
NAME OF ELEMENT THE THIRD REASON WHY STUDENT CHOSE THE HEI.
SHORT NAME REASON3
PURPOSE To record the 3rd reason why the student chose to enroll in the current HEI
instead of somewhere else. For research purposes.
DEFINITION 3rd reason as indicated by the student himself.
CODING 1-digit code just as for REASON1. Choose exactly one.

ELEMENT NUMBER F076

NAME OF ELEMENT MAIN SOURCE OF FINANCIAL SUPPORT FOR SCHOOLING
SHORT NAME MAINSOURCE
PURPOSE To indicate the MAIN SOURCE of financial support for schooling. To assess
the financial standing of students applying for financial aid targeted for the
needy.
DEFINITION The main source of financial support for total school costs (not school fees
only) as declared jointly by the student and his parents. This is specially
important for financial aid programs targeted for the poor.
CODING 1-digit code . Choose exactly one and note there is another data element
2NDSOURCE, 3RDSOURCE.
1 Parents
2 Brothers/ sisters.
3 Other relatives.
4 Own employment.
5 Scholarship or financial aid named in AIDNAM3.
9 No information provided on the matter.
ELEMENT NUMBER F077
NAME OF ELEMENT THE SECOND SOURCE OF FINANCIAL SUPPORT FOR SCHOOLING
SHORT NAME 2NDSOURCE
PURPOSE To indicate the SECOND SOURCE of financial support for schooling. To
assess the financial standing of students applying for financial aid targeted
for the needy.
DEFINITION The second biggest source of financial support for total school costs (not
school fees only) as declared jointly by the student and his parents. This is
specially important for financial aid programs targeted for the poor.
CODING 1-digit code . Choose exactly one. Compare with MAINSOURCE and
3RDSOURCE. Coding as in MAINSOURCE.
ELEMENT NUMBER F078
NAME OF ELEMENT THE THIRD SOURCE OF FINANCIAL SUPPORT FOR SCHOOLING
SHORT NAME 3RDSOURCE
PURPOSE To indicate the THIRD BIGGEST SOURCE of financial support for schooling.
To assess the financial standing of students applying for financial aid targeted
for the needy.
DEFINITION The third biggest source of financial support for total school costs (not school
fees only) as declared jointly by the student and parents. This is specially
important for financial aid programs targeted for the poor.

CODING 1-digit code . Choose exactly one. Coding as in MAINSOURCE.

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ELEMENT NUMBER F079

NAME OF ELEMENT LIVING WITH THE FAMILY WHILE IN SCHOOL
SHORT NAME WFAMILY
PURPOSE To indicate if the student is living with the family during the schoolyear. To get
an indication of how much student saves or spends.
DEFINITION During the schoolyear, if student is living with the family. In other words,
student is not living in a dormitory, boarding house or some other address
which is not where the family resides.
CODING 1-digit code .
1 Living in the family residence during the schoolyear.
3 Not living with the family during the schoolyear. Thus, student could be
residing in a boarding house, a dormitory or living with relatives or friends.
9 No information provided on the matter.
ELEMENT NUMBER F080
NAME OF ELEMENT MODE OF COMMUTING TO SCHOOL
SHORT NAME COMMUTMODE
DEFINITION The usual mode of transport during schooldays between the student’s
schoolyear residence and school. If the student is living in a boarding house
or dorm during the schoolyear, the mode of commuting between school and
said boarding house or dorm.
CODING 1-digit code .
1 Walk or bike to school (i.e. no need for a motor vehicle).
2 Public transport, e.g. tricycle, jeepney or bus. Or school bus service.
3 Free ride to school with family, relatives or friends.
9 No information provided on the matter.
ELEMENT NUMBER F081
NAME OF ELEMENT OLD OR NEW GRANTEE (AS OF A SPECIFIC DATE)
SHORT NAME OLDNEW
PURPOSE To indicate if student is a new or ongoing grantee of financial aid. If new, this
means the student might need orientation.
DEFINITION The classification of the grantee as “new” or “ongoing”, as coded below.
CODING 1-digit code.
1 New grantee with his own slot, i.e. student is a new grantee with his own
slot.
2 New grantee but only a replacement, i.e. student is a new grantee but is
merely a replacement for a grantee who has been permanently dropped. The
student has taken over someone else’s slot and is therefore entitled only to
the remaining years of scholarship coverage.
3 Ongoing grantee, i.e. the student has been a grantee for at least one
semester before.
9 No information provided on the matter.

STATUS AS A STUDENT “IN GOOD STANDING” IN THE HEI

As of a specific date, is the student “in good standing” as a student in the HEI? Do not confuse with his
standing as a scholar. A student might be in good standing as a student but not as a scholar.

ELEMENT NUMBER F082

NAME OF ELEMENT STUDENT IS IN GOOD STANDING AS A STUDENT IN THE HEI
SHORT NAME GOODSTAND
PURPOSE To indicate if the student is in good standing as a student in the HEI.
DEFINITION AS OF A SPECIFIC DATE: The “standing” of the student as a student in the
HEI. Do not confuse with status as a scholar or grantee. Note that each student
has to be classified into one -- and only one -- of the following categories:
CODING 1-digit code:
1 Student in good standing, i.e. student is currently enrolled, complying with
all requirements of the HEI and is “in good standing”.

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282 Data on an Individual Student

2 Student on academic probation, i.e. student is currently enrolled but is on

“academic probation” due to poor grades. If student is able to comply with the
conditions of the probation, he will be returned to good standing . Otherwise,
he might be dismissed either from the program or possibly even from the
HEI.
3 Student on deferred or official leave, i.e. student is not currently enrolled
because he/she has been granted official deferment or leave of absence.
Student is still eligible to return after the leave or deferment.
4 Student dismissed or expelled from the HEI. As of a specific date: The
student is not currently enrolled and has been permanently dismissed or
expelled from the HEI. Not eligible to re-enroll in the HEI. Technically, no
longer a student.
5 Honorable Dismissal. The student has withdrawn voluntarily, applied for
honorable dismissal from the HEI but was otherwise in good standing at the
time of departure. If student was “forced to leave” the HEI due to poor grades
or some serious breach of rules, student should be classified in the previous
category – even if there is no formal ruling that he was dismissed or expelled.
Technically, no longer a student.
6 Student is in good standing but temporarily missing without official
leave, i.e. student is not currently enrolled , has no official leave of absence,
but was otherwise in good standing, and is still eligible to return if he re-
enrolls in the next semester. Student has not been out of school for less than
one schoolyear and has not been overtaken by the maximum residency rule.
Not currently enrolled and no official leave of absence but the person is still
technically still a student in good standing of the HEI. Compare with the next
category.
7 Student disappeared permanently. Student has not applied for honorable
dismissal or leave of absence, is not currently enrolled and has been out of
school for so long that the maximum residency rule has caught up with him.
As of specified date, student is no longer eligible to re-enroll but at the time of
disappearance, student was in good standing. A student who was about to be
dismissed or expelled for poor academics or serious breach of rules and then
simply disappeared should be categorized in “Dismissed”. Because it is past
the maximum residency rule, technically no longer a student of the HEI.
8 Student has graduated ( and is therefore classified as an “alumnus”).
Technically, no longer a student.
9 No information provided on the matter.

THIRD PARTY BILLED FOR THE STUDENT’S TUITION

As a general rule, the tuition and miscellaneous fees of a student are billed to the student or to the
parents of the student. However, by special arrangement with the HEI, there are cases where the tuition
and miscellaneous fees are billed to “a third party”. The “first party” is the HEI. The “second party” is
the student and his parents.

In the case of DOST scholars, the tuition and fees (whether partially or in full) are billed to DOST. In
the case of scholars of a well-known foundation such as The Metrobank Foundation, Inc, the tuition
and fess are billed (whether partially or in full) to the foundation. In the case of holder of pre-paid
educational plans, the tuition and fees are billed (whether partially or in full) to the company (e.g.
College Assurance Plans, Inc) which sold the educational plan. In some cases, the student pays the
HEI directly but is reimbursed later (whether partially or in full) by somebody else -- in which case the
transaction does not involve the HEI itself. The element below simply asks: does the HEI have to deal
with a third party to collect tuition and miscellaneous fees of the student?

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Data on an Individual Student 283

ELEMENT NUMBER F083

NAME OF ELEMENT IF THE TUITION AND MISCELLANEOUS FEES OF THE STUDENT ARE
BILLED TO A THIRD PARTY.
SHORT NAME 3RDPARTY
PURPOSE As of a specific date: To indicate if the HEI has to bill a third party (whether in
full or partially) for the tuition and miscellaneous fees of the student.
DEFINITION As of a specific date: The third party (if any) which is billed by the HEI for
the tuition and miscellaneous fees of the student.
CODING 1-digit code:
1 The HEI does not bill any “third party”. That is, the student and his parents
are fully responsible for paying the tuition and miscellaneous fees the student.
It is immaterial whether the student or family is reimbursed later on by another
entity. It is immaterial whether it is the HEI itself which is granting or funding
the tuition waiver or discount. The point is that the HEI does not have to bill
a third party.
2 The HEI bills a pre-paid educational plan company (e.g. College Assurance
Plans), whether in full or partially, for the tuition and miscellaneous fees of
the student. In this case, the third party is a company which sells pre-paid
educational plans. In this case, the student is referred to as “a plan holder” (
not as a scholar or grantee).
3 The HEI bills a third party who is the provider of financial aid to the
student ( e.g. DOST, The Metrobank Foundation, Inc., the Armed Forces of
the Philippines, a private corporation, etc.), whether in full or partially for the
tuition and fees of the student. An educational plan company is not considered
a provider of financial aid because it is the parents themselves who paid for
the plan.
9 No information available on the matter.

STATUS AS A RECIPIENT OF FINANCIAL AID

As of a specific date: is the student in good standing in the scholarship program? Do not confuse
with his standing as a student in the HEI. A student may not be in good standing in the scholarship
program but could still be in good standing as a student in the HEI.

ELEMENT NUMBER F084

NAME OF ELEMENT STATUS OF THE STUDENT IN THE SCHOLARSHIP PROGRAM
SHORT NAME SCHOLSTAT
PURPOSE To indicate if the student is a “scholar” or the recipient of financial aid --- and if
so, classify the student based on his status in the scholarship program.
DEFINITION AS OF A SPECIFIC DATE: The status of the person as a “scholar” or
the recipient of financial aid as classified below. Each person has to be
classified into one -- and only one -- of the following categories.

Do not confuse with status as a student in the HEI. A person might be in good
standing as a student but not in good standing as a scholar or grantee. Of
course if the person is not in good standing as a student, he is probably not
in good standing as a scholar.
CODING 1-digit code:
1 Not currently and has never been a scholar or the recipient of financial
aid.
2 A scholar or recipient of financial aid in good standing. In other words,
the student is currently receiving financial aid, is complying with all scholarship
requirements, submitting all documentation, and is therefore receiving all
scholarship benefits.

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284 Data on an Individual Student

3 Suspended temporarily as a scholar or grantee. The student is temporarily

ineligible for scholarship benefits (or some benefits) because of an academic
deficiency or non-compliance with some rules. This means suspended from
the scholarship but not necessarily from the HEI.

For instance, a student with one failing grade or one incomplete grade might
be temporarily suspended from financial aid but not suspended from the HEI.
Upon completing the deficiency, the person can be restored to good standing
as a scholar.
4 Grantee on official leave or deferment from the scholarship, i.e. student
is temporarily out of the scholarship program because he/she has submitted
an official request for deferment (say due to illness, some family emergency,
or other valid reason acceptable to the provider). Scholar has no academic
deficiency and can return to good standing as a scholar upon enrollment or
re-enrollment.
5 Dropped permanently or terminated as a grantee. The student was,
at some earlier time, a scholar or grantee but as of specific date, the . the
scholarship award has been permanently withdrawn from the student by the
provider, either due to severe academic deficiencies or some serious breach
of rules. The person may still be a student in good standing but will no longer
be a scholar or grantee.
6 Grantee who withdrew voluntarily from the scholarship. .The student
was, at some earlier time, a scholar or grantee but has voluntarily withdrawn
permanently from the scholarship but was otherwise in good standing. This
category means official withdrawal from the scholarship, not withdrawal
from the degree program or the HEI. The student was “not forced out” of the
financial aid program due to poor academics or serious breach of rules.
7 Grantee who is missing without official leave, i.e. student is “missing” but
was otherwise in good standing. This means missing from the scholarship
program but possibly not missing from the HEI. A student might be in school
and doing well but simply not reporting to the scholarship provider.
9 No information provided on the matter.

COLLEGE-LEVEL GRADES IN CURRENT SEMESTER

ELEMENT NUMBER F085

NAME OF ELEMENT IF SCHOLAR IS UP TO DATE IN SUBMITTING REPORT OF GRADES (
AS OF A SPECIFIC DATE)
SHORT NAME UPTODATE
PURPOSE If the provider of financial aid is not the HEI itself, to indicate if the report of
grades of the student/scholar are up-to-date. To indicate if there is need for
follow up or if there is reason to suspect that student is not performing up to
par.
DEFINITION If report of grades are up to date. If the report of grades have been submitted
to the provider within 30 days of end of last semester. Note: This is only if
records are complete, regardless of whether there is a failure or not.
CODING 1 Records are up-to-date, i.e. grades have been submitted within 30 days of
end of most recent semester.
2 Records are not up to date.
9 No information provided on the matter.

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Data on an Individual Student 285

ELEMENT NUMBER F086

NAME OF ELEMENT GENERAL WEIGHTED AVERAGE IN MAJOR SUBJECTS
(SPECIFIC SEMESTER)
SHORT NAME SEMGWA1
PURPOSE If the provider of financial aid is not the HEI itself, to provide a measure of
academic performance in major subjects. For use in determining compliance
with academic retention rules.
DEFINITION The GWA for the specific semester in major subjects only, as determined by
HEI.
CODING Numeric: 4 digits with 3 decimal places as in X.XXX. Based on a grading
system from 1 to 5 where 1 is “Excellent”, 3 is “Passed”, and 5 is “Failed”.
ELEMENT NUMBER F087
NAME OF ELEMENT GENERAL WEIGHTED AVERAGE IN ALL SUBJECTS
(SPECIFIC SEMESTER )
SHORT NAME SEMGWA2
PURPOSE If the provider of financial aid is not the HEI itself , to provide a measure
of academic performance in all subjects combined. For use in determining
compliance with academic retention rules.
DEFINITION The GWA for the specific semester in all subjects combined.
CODING Numeric: 4 digits with 3 decimal places as in X.XXX. Based on a grading
system from 1 to 5 where 1 is “Excellent”, 3 is “Passed”, and 5 is “Failed”.
ELEMENT NUMBER F088
NAME OF ELEMENT CLASSIFICATION OF STUDENT INTO ‘GRADE TYPES’ BASED ON
SEMESTER AVERAGE GRADE
SHORT NAME SEMGWATYP
PURPOSE To classify the student into grade types based on SEMGWA2, the grades
received for a specific semester.
DEFINITION Categorization based on semestral average. Do not include PE, ROTC,
thesis.
CODING Based on a grading system from 1 to 5 where 1.0 is “Excellent”, 3.0 is
“Passed”, and 5.0 is “Failed”.
1 CANDIDATE FOR HONORS. Between 1.000 and 1.750 .
Or between 100% and 87.0%
2 VERY GOOD. Between 1.751 and 2.000
or Between 80.0% and 86.9%
3 Between 2.001 and 2.500
or Between 70.0% and 79.9%
4 Between 2.501 and 2.750 of Between 65.0% and 69.9%
5 Between 2.751 and 3.000 Passing. or Between 60.0% and 64.9%.
6 Between 3.001 and 5.000 Failing. 59.9% or lower.
9 No record.

CUMULATIVE AVERAGE GRADES

ELEMENT NUMBER F089

NAME OF ELEMENT CUMULATIVE AVERAGE IN MAJOR SUBJECTS
( AS OF A SPECIFIED DATE)
SHORT NAME CUMGWA1
PURPOSE To determine cumulative academic performance so far.
DEFINITION The GWA for major subjects in all semesters combined AS OF A SPECIFIED
DATE. The specific date will be set by CHED-OSS.
CODING Numeric: 4 digits with 3 decimal places as in X.XXX. Based on a grading
system from 1 to 5 where 1 is “Excellent”, 3 is “Passed”, and 5 is “Failed”.

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286 Data on an Individual Student

ELEMENT NUMBER F090

NAME OF ELEMENT CUMULATIVE AVERAGE IN ALL SUBJECTS
( AS OF A SPECIFIED DATE)
SHORT NAME CUMGWA2
PURPOSE To determine cumulative academic performance so far.
DEFINITION The GWA for all semesters combined AS OF A SPECIFIED DATE. The
specific date will be set by CHED-OSS.
CODING Numeric: 4 digits with 3 decimal places as in X.XXX. Based on a grading
system from 1 to 5 where 1 is “Excellent”, 3 is “Passed”, and 5 is “Failed”.
ELEMENT NUMBER F091
NAME OF ELEMENT CLASSIFICATION OF STUDENT INTO ‘GRADE TYPES’ BASED ON
CUMGWA2 (CUMULATIVE AVERAGE).
SHORT NAME CUMGWATYP
PURPOSE To classify the student into grade types based on CUMGWA2, cumulative
average grade..
DEFINITION
CODING Based on a grading system from 1 to 5 where 1 is “Excellent”, 3 is “Passed”,
and 5 is “Failed”.
1 Between 1.000 and 1.750 (i.e. running for honors)
2 Between 1.751 and 2.000 Very Good
3 Between 2.001 and 2.500 Good
4 Between 2.501 and 2.750
5 Between 2.751 and 3.000 Passing
6 Between 3.001 and 5.000 Failing.
9 No record.

ELEMENT NUMBER F092

NAME OF ELEMENT NO. OF FAILURES IN MAJOR SUBJECTS
(SPECIFIC SEMESTER)
SHORT NAME BAGSAK1
PURPOSE For use in determining compliance with retention rules.
DEFINITION The no. of failures in major subjects during the semester.
CODING Numeric: 1 digit. No decimal place.
ELEMENT NUMBER F093
NAME OF ELEMENT CUMULATIVE NO. OF FAILURES IN MAJOR SUBJECTS
(AS OF A SPECIFIED DATE)
SHORT NAME BAGSAK2
PURPOSE For use in determining compliance with retention rules.
DEFINITION The cumulative no. of failures since first enrollment, including the most recent
completed semester. Do not confuse with BAGSAK1.
CODING Numeric: 1 digit. No decimal place.
ELEMENT NUMBER F094
NAME OF ELEMENT NO. OF INCOMPLETE OR CONDITION GRADES
(SPECIFIC SEMESTER )
SHORT NAME INCOMPL1
PURPOSE For use in determining compliance with retention rules.
DEFINITION The no. of INCOMPLETES or CONDITION incurred in the specific semester,
whether they have been completed/removed or not.
CODING Numeric: 1 digit. No decimal.
ELEMENT NUMBER F095
NAME OF ELEMENT NO. OF PENDING INCOMPLETE OR CONDITION GRADES
(AS OF A SPECIFIED DATE)
SHORT NAME INCOMPL2
PURPOSE For use in determining compliance with retention rules.
DEFINITION The no. of “pending” INCOMPLETES or CONDITION, i.e. grades which
remain uncompleted or unremoved as of a specific date. Do not confuse with
ICOMPL1
CODING Numeric: 1 digit. No decimal.
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ELEMENT NUMBER F096

NAME OF ELEMENT NO. OF MAJOR SUBJECTS DROPPED
(SPECIFIC SEMESTER)
SHORT NAME NAGDROP1
PURPOSE For use in determining compliance with retention rules.
CODING Numeric: I digit. No decimal
ELEMENT NUMBER F097
NAME OF ELEMENT NO. OF ALL SUBJECTS DROPPED
IN A SPECIFIC SEMESTER
SHORT NAME NAGDROP2
PURPOSE For use in determining compliance with retention rules.
CODING Numeric: 1 digit No decimal.
ELEMENT NUMBER F098
NAME OF ELEMENT IN THE HEI HONOR ROLL
SHORT NAME HEIHONOR
PURPOSE To indicate if the student has ever been in the college “honor roll”, e.g. the
dean’s list.
CODING 1 Yes, scholar has been in the college honor roll at least once.
2 No, scholar has never been in the college honor roll once.
9 No information provided on the matter.
ELEMENT NUMBER F099
NAME OF ELEMENT PENALIZED BY THE HEI FOR BREACH OF RULES
SHORT NAME PENALIZED
PURPOSE To indicate if the student has ever been penalized for breach of “rules of
student discipline”.
DEFINITION If student has ever been penalized, e.g. reprimanded or suspended, for
breach of rules of student discipline. Include penalties for disorderly conduct,
participation in illegal activities, fraternity rumbles, academic dishonesty, etc.
Exclude fines for late registration or late payment of fees. Exclude “academic
probation” due to poor grades.

CODING 1 Yes, scholar has been penalized for breach of rules of student discipline.
2 No, scholar has never been penalized for breach of rules of student
discipline.
9 No information provided on the matter.
ELEMENT NUMBER F100
NAME OF ELEMENT IF GRANTEE REQUIRES SPECIAL MONITORING
SHORT NAME SPECIAL
PURPOSE To flag a scholar that may need “special monitoring”. To identify a student or
scholar in a special situation, e.g. medical or psychological disability, extreme
poverty, etc.

DEFINITION A catch-all code to flag a student who needs “special monitoring”.

CODING 1 Requires special monitoring.
2 No special monitoring required.
9 No information provided on the matter.

TUITION AND OTHER FEES “AS BILLED” BY THE HEI

These are the tuition and other fees as billed to the student by the school for a specific semester. This the total
amount which the school is charging – not the net amount to be paid by the student or the net amount to be paid
by the scholarship provider. Typically, only a portion of tuition and other fees is actually paid by the financial
aid provider. The rest has to be paid by the student and his family. This series of elements records how much
it would actually cost the student to be enrolled in the HEI if he did not have a scholarship. Another series of
elements will capture benefits.

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288 Data on an Individual Student

ELEMENT NUMBER F101

NAME OF ELEMENT TOTAL TUITION AS BILLED BY THE HEI FOR A SPECIFIC SEMESTER.
SHORT NAME SEMTUIT1
PURPOSE To record the total tuition as billed by the HEI. The total tuition which must
be paid by the aid provider and the student combined. To indicate the cost of
being enrolled in the degree program of the HEI.
DEFINITION The total tuition billed by the HEI for the specified semester. Not the tuition
per unit. If the HEI tuition rate is P 400 per unit and student is enrolled in 18
units, SEMTUIT1= P 7,200 ( = 18x400). Exclude non-tuition charges such
as miscellaneous fees because these are tallied in the next element. Do not
deduct the amount to be paid by the scholarship or aid provider.
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.

ELEMENT NUMBER F102

NAME OF ELEMENT TOTAL MISCELLANEOUS FEES AS BILLED BY THE HEI FOR A SPECIFIC
SEMESTER.
SHORT NAME SEMFEES1
PURPOSE To record the total miscellaneous fees as billed by the HEI. The total which
must be paid by the aid provider and the student combined. To reflect the cost
of being enrolled in the degree program of the HEI.
DEFINITION The total miscellaneous fees billed by the HEI for the specified semester.
Do not deduct the amount to be paid by the aid provider. If the HEI bills P
4,500 (regardless of whether the aid provider will pay only P1,000 or none of
that amount), then SEMFEES1 = 4500 Include all non-tuition charges by
whatever name may be used by the HEI such as: matriculation, registration,
development, lab, computer, deposit, internet, air conditioning, typing,
insurance, non-citizen, medical, athletic, library, student council, school organ,
etc., or just plain “miscellaneous”. Exclude: dorm fee, board and lodging,
school bus, etc. Exclude voluntary contributions: PTA, Red Cross, etc.
Exclude deposit if it will be refunded eventually.
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.
ELEMENT NUMBER F103
NAME OF ELEMENT TOTAL TUITION AND MISCELLANEOUS FEES AS BILLED BY THE HEI
FOR A SPECIFIC SEMESTER.
SHORT NAME TUITFEES1
PURPOSE To record the total tuition and miscellaneous fees as billed by the HEI.
DEFINITION By formula: TUITFEES1 = SEMTUIT1 + SEMFEES1.
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.

OTHER SCHOOL COSTS INCURRED BY THE STUDENT

This series of elements estimate other costs incurred by the student – whether he is a scholar or not.
The data elements are useful for cost surveys and cost analysis studies. These data on costs will have
to be obtained from the student directly or from his parents. In general, the costs tabulated are the
costs incurred by somebody who is enrolled in school as opposed to somebody who is not enrolled.
Thus, food costs are not estimated because both students and non-students need to eat.

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ELEMENT NUMBER F104

NAME OF ELEMENT ESTIMATED COST OF TEXTBOOKS AND SCHOOL SUPPLIES FOR A
SPECIFIC SEMESTER.
SHORT NAME TXBOOKS1
PURPOSE To estimate the cost of textbooks and school supplies required by the HEI for
a specific semester.

DEFINITION The estimated cost of textbooks and school supplies required for the subjects
enrolled in by the student in the specific semester. Include only costs not
already included as part of MISCFEES1. Exclude cost of school uniforms,
commuting costs , dormitory fees or food expenses.
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.

ELEMENT NUMBER F105

NAME OF ELEMENT ESTIMATED COST OF SCHOOL UNIFORMS FOR A SPECIFIC
SCHOOLYEAR.
SHORT NAME UNIFORM1
PURPOSE To estimate the cost of school uniforms (if required) for one schoolyear.
DEFINITION The estimated cost of required school uniforms for one year. Cost of purchase
or tailoring, not laundry costs
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.
ELEMENT NUMBER F106
NAME OF ELEMENT ESTIMATED LONG-DISTANCE TRANSPORTATION COST OF ONE
ROUNDTRIP BETWEEN SCHOOL AND FAMILY RESIDENCE
SHORT NAME TRANSPORT1
PURPOSE To estimate the cost of one roundtrip between the school and the student’s
permanent family residence. To reflect the long-distance fare to be incurred by
students to have to live away from home because their residence is “very far”
from school, e.g. between Baguio and Vigan or between Manila and Visayas
DEFINITION The estimated cost of one roundtrip airfare, boat fare or long-distance bus
fare between school and the permanent family residence. If the student lives
within “commuting distance” ( e.g. within jeepney or tricycle ride) of school,
then this is zero. Do not confuse with COMMUTE1 below.
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.
ELEMENT NUMBER F107
NAME OF ELEMENT COMMUTING COSTS PER MONTH ACTUALLY PAID BY THE
SCHOLARSHIP
SHORT NAME COMMUTE1
PURPOSE To reflect the cost of commuting PER MONTH during the schoolyear.
DEFINITION The “commuting costs” between school and the boarding house/ residence
used by the student during schooldays. In other words, jeepney fare, tricycle,
school bus fare, etc. Estimate for a typical month. If school is within walking
distance or ride is free, COMMUTE1 = 0. Do not confuse with TRANSPORT1.
Do not leave blank.
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places.
No peso sign.
ELEMENT NUMBER F108
NAME OF ELEMENT ESTIMATED LODGING COSTS PER MONTH OF A STUDENT WHO HAS TO
LIVE AWAY FROM FAMILY RESIDENCE DURING THE SCHOOLYEAR.
SHORT NAME LODGING1
PURPOSE To estimate the lodging cost if the student has to live away from home during
the schoolyear.

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290 Data on an Individual Student

DEFINITION The cost per month of a rooming house, dormitory, residence hall, apartment,
or bed space of a student living away from home while in school. Exclude
food or boarding costs. Exclude commuting cost. If the student is living with
his own family while in school, then LODGING1= 0.
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.

ELEMENT NUMBER F109

NAME OF ELEMENT ESTIMATED COSTS OF REQUIRED FIELD WORK DURING THE
SEMESTER.
SHORT NAME FIELDWK1
PURPOSE To estimate the cost of fieldwork required in the degree program.
DEFINITION The estimate costs actually incurred by the student during required field trips
or fieldwork during a specific semester. For instance fieldwork required for
Mining Engineering, Community Development, Archaeology, Geology, etc.
Do not confuse with “educational field trips”.
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.
ELEMENT NUMBER F110
NAME OF ELEMENT ESTIMATED COSTS OF THESIS
SHORT NAME THESIS1
PURPOSE To estimate the cost of completing a required thesis or a culminating project
required for graduation.
DEFINITION The estimate costs incurred in completing a required thesis or required project
as in Architecture and some computer science degree programs. If there is
no required thesis or no required culminating project, then THESIS1=0.
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.

ELEMENT NUMBER F111

NAME OF ELEMENT TOTAL COSTS (OTHER THAN TUITION AND MISC FEES) INCURRED IN
A SPECIFIC SEMESTER
SHORT NAME NONTUIT1
PURPOSE To estimate the TOTAL COSTS ( over and above tuition and miscellaneous
fees) incurred by the scholar in the specified semester..
DEFINITION Total costs over and above tuition and misc fees. By formula: NONTUIT1
= LIVING1 +TXBOOKS1 + UNIFORM1 + 5*COMMUTE1+ TRANSPORT1
+5*LODGING1 + FIELDWK1+THESIS1 Note multipliers used for monthly
expenditures, COMMUTE1 and LODGING1.
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.
ELEMENT NUMBER F112
NAME OF ELEMENT GRAND TOTAL COSTS (TUITION AND NON-TUITION) INCURRED IN A
SPECIFIC SEMESTER
SHORT NAME LAHATNA1
PURPOSE To estimate the GRAND TOTAL COSTS, for tuition and non-tuition.
DEFINITION By formula: LAHATNA1= TUITFEES1+ NONTUIT1.
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.

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Data on an Individual Student 291

TUITION BENEFITS ACTUALLY RECEIVED BY GRANTEE

(FOR A SPECIFIED SEMESTER)

These are the tuition and other fees which are actually covered or paid by the scholarship in behalf of the
grantee or actually reimbursed to the grantee. Not the amount allotted or budgeted. If the student is not a
scholar or grantee, the elements below are automatically set to zero.

ELEMENT NUMBER F113

NAME OF ELEMENT TUITION PAID BY THE FINANCIAL AID PROGRAM FOR A SPECIFIC
SEMESTER.
SHORT NAME SEMTUIT2
PURPOSE To record the tuition actually paid by the scholarship program in behalf of the
grantee – whether paid directly to the HEI or issued as reimbursement to the
grantee.
DEFINITION The amount actually paid for tuition by the financial aid program in behalf
of the grantee or as reimbursed to the grantee. Actual amount received for
tuition by the student for the specific semester. If the student is billed P 10,000
but the scholarship paid or reimbursed P6,000, then SEMTUIT2 =6,000. If the
student is not the recipient of financial aid, SEMTUIT2=0 of course.

If a grantee is suspended in Sem 1, 1999-2000 but later returned to good

standing in June 2000, the amount owing for Sem 1 1999-00 is paid only in
Sem 1 2000-01. Such “backpay tuition” should be credited to Sem 1 1999-
2000, not Sem 1 2000-01.
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.
ELEMENT NUMBER F114
NAME OF ELEMENT MISCELLANEOUS FEES PAID BY THE FINANCIAL AID PROGRAM FOR
A SPECIFIC SEMESTER.
SHORT NAME SEMFEES2
PURPOSE To reflect the total miscellaneous fees paid by the aid provider in behalf of the
grantee, whether paid directly to the HEI or issued as reimbursement to the
grantee.
DEFINITION The amount paid by the financial aid program specifically for miscellaneous
fees for the specific semester. Exclude amount paid for tuition or amount given
in the form of book allowance, stipends or living allowance. If the scholarship
has no specific provision for miscellaneous fees or if the student is not the
recipient of any financial aid, then SEMFEES2=0.
CODING Numeric data: XXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.
ELEMENT NUMBER F115
NAME OF ELEMENT TUITION AND MISCELLANEOUS FEES PAID BY THE FINANCIAL AID
PROGRAM FOR A SPECIFIC SEMESTER.
SHORT NAME TUITFEES2
PURPOSE To reflect the total tuition and miscellaneous fees paid by the aid provider
in behalf of the grantee, whether paid directly to the HEI or issued as
reimbursement to the grantee.
DEFINITION By formula: TUITFEES2 = SEMTUIT2+ SEMFEES2.
CODING Numeric data: XXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.

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292 Data on an Individual Student

ELEMENT NUMBER F116

NAME OF ELEMENT LIVING ALLOWANCES RECEIVED BY GRANTEE FOR A SPECIFIC
SEMESTER.
SHORT NAME LIVING2
PURPOSE To reflect the total stipends or living allowance actually received by the student
for the specific semester.
DEFINITION The total paid by the financial aid program specifically for stipends or living
allowances for the specific semester. If the program provides no stipend or
living allowances – or if the student is not a grantee, then LIVING2 = 0 of
course.

CODING Numeric data: XXXX. In Philippine pesos. No commas, no decimal places..

No peso sign.

OTHER SCHOLARSHIP BENEFITS RECEIVED

(FOR A SPECIFIED SEMESTER)

ELEMENT NUMBER F117

NAME OF ELEMENT TEXTBOOK/ SCHOOL SUPPLIES COSTS PAID BY THE FINANCIAL
AID PROGRAM FOR A SPECIFIC SEMESTER.
SHORT NAME TXBOOKS2
PURPOSE To record the cost of textbooks and required school supplies paid by the
aid provider, whether issued to the grantee as a lump sum or issued as
reimbursement to the grantee.
DEFINITION The cost of textbooks and school supplies paid by the financial aid
program specifically for the purpose during the semester. Exclude
amount received in the form of stipends or living allowance. If the
scholarship has no specific provision for textbooks or supplies, then
TXBOOKS2=0 – even if there are living allowances received.
CODING Numeric data: XXXX. In Philippine pesos. No commas, no decimal
places.. No peso sign.

ELEMENT NUMBER F118

NAME OF ELEMENT COST OF SCHOOL UNIFORMS PAID BY THE SCHOLARSHIP FOR A
SPECIFIC SCHOOLYEAR.
SHORT NAME UNIFORM2
PURPOSE To reflect the cost of school uniforms paid by the scholarship specifically
for that purpose.
DEFINITION The cost of required school uniforms for one year paid by the program
specifically for the purpose. If there is no specific allocation for school
uniforms, then UNIFORM2 = 0.
CODING Numeric data: XXXX. In Philippine pesos. No commas, no decimal
places.. No peso sign.

ELEMENT NUMBER F119

NAME OF ELEMENT LONG-DISTANCE TRANSPORTATION COST ACTUALLY PAID BY
THE SCHOLARSHIP FOR ONE ROUNDTRIP.
SHORT NAME TRANSPORT2
PURPOSE To reflect the cost of one roundtrip actually paid by the scholarship.
DEFINITION The amount paid by the scholarship specifically for round-trip fare of
students who live very far from school. If there is no specific allocation for
such long-distance travel, then TRANSPORT2 = 0.

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Data on an Individual Student 293

CODING Numeric data: XXXX. In Philippine pesos. No commas, no decimal

places.. No peso sign.

ELEMENT NUMBER F120

NAME OF ELEMENT COMMUTING COSTS PER MONTH ACTUALLY PAID BY THE
SCHOLARSHIP
SHORT NAME COMMUTE2
PURPOSE To indicate the amount of benefits intended specifically to defray the cost
of commuting.
DEFINITION The amount paid by the scholarship specifically for “commuting
costs” between school and the residence used by the student during
schooldays. In other words, provision specifically for jeepney fare,
tricycle, etc. If there is no specific allocation for such commuting costs,
then COMMUTE2= 0. Do not confuse with stipends or living allowance.
CODING Numeric data: XXXX. In Philippine pesos. No commas, no decimal
places.. No peso sign.

ELEMENT NUMBER F121

NAME OF ELEMENT LODGING COSTS PER MONTH PAID BY THE SCHOLARSHIP
PROGRAM.
SHORT NAME LODGING2
PURPOSE To reflect the amount received specially for lodging.
DEFINITION The amount received specifically for lodging costs. If there is no such
specific allocation for it, then LODGING2 = 0 – even if there are living
allowances received. That is, living allowance and LODGING2 are
considered distinct and separate.
CODING Numeric data: XXXX. In Philippine pesos. No commas, no decimal
places.. No peso sign.

ELEMENT NUMBER F122

NAME OF ELEMENT FIELD WORK OR FIELD TRIPS PAID BY THE SCHOLARSHIP FOR A
SPECIFIC SCHOOLYEAR.
SHORT NAME FIELDWK2
PURPOSE To reflect the cost of fieldwork or field trips covered by the scholarship
specifically for that purpose.
DEFINITION The cost of required field trips or field work for one year paid by the
program specifically for the purpose. If there is no specific allocation for
this purpose, then FIELDWK2=0.
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal
places.. No peso sign.

ELEMENT NUMBER F123

NAME OF ELEMENT BENEFITS RECEIVED FOR THESIS
SHORT NAME THESIS2
PURPOSE To estimate the scholarship benefits intended specifically for defraying
costs of a required thesis.
DEFINITION The benefits received specifically to cover the costs of doing a thesis or
required project as in Architecture and some computer science degree
programs. If there is no specific allocation for thesis, then THESIS2=0.
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal
places. No peso sign.

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294 Data on an Individual Student

ELEMENT NUMBER F124

NAME OF ELEMENT TOTAL BENEFITS RECEIVED OVER AND ABOVE TUITION AND MISC
FEES ( PER SEMESTER)
SHORT NAME NONTUIT2
PURPOSE To estimate the TOTAL scholarship benefits (beyond tuition and misc fees)
received by the scholar in the specified semester..
DEFINITION By formula: NONTUIT2 = LIVING2 +TXBOOKS2 + UNIFORM2 +
5*COMMUTE2+TRANSPORT2 +5*LODGING2 + FIELDWK2 + THESIS2 Note
multipliers used for monthly expenditures, COMMUTE1 and LODGING1.
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.

ELEMENT NUMBER F125

NAME OF ELEMENT GRAND TOTAL BENEFITS RECEIVED ( PER SEMESTER)
SHORT NAME LAHATNA2
PURPOSE To estimate the GRAND TOTAL scholarship benefits received by the scholar
in the specified semester.
DEFINITION The grand total benefits in the specified semester. By formula: LAHATNA2 =
TUITFEES2 +NOTUIT2.
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.

PERCENTAGE LEVEL OF SUPPORT FOR TUITION AND MISCELLANEOUS FEES

This series will measure the generosity of the support for tuition and miscellaneous fees.

ELEMENT NUMBER F126

NAME OF ELEMENT PERCENTAGE LEVEL OF SUPPORT FOR TUITION ( ALL GRANTEES)
SHORT NAME TUITSUPP%
PURPOSE To measure generosity of tuition support.
DEFINITION By formula, for a specific semester: TUITSUPP% = TUITION1 *100/
TUITION2. If the student was billed P 10,000 (TUITION2) but the scholarship
paid P 8,000 (TUITION1), then TUITSUPP% = 80.0%. If the student receives
no specific benefit for tuition, TUITSUPP% = 0 of course.
CODING Numeric: 4 digits with one decimal place as in XXX.X No percentage sign.
ELEMENT NUMBER F127
NAME OF ELEMENT PERCENTAGE LEVEL OF SUPPORT FOR MISCELLANEOUS FEES (ALL
GRANTEES)
SHORT NAME FEESSUPP%
PURPOSE To measure generosity of support for miscellaneous fees .
DEFINITION By formula, for a specific semester: FEESSUPP% = MISCFEES1
*100/ MISCFEES2. If the student was billed P 5,000 (MISCFEES2) for
miscellaneous fees but the scholarship paid only P 1,000 ( MISCFEES1),
then FEESSUPP% = 20.0% only. If the student receives no specific benefit
for misc fees, FEESSUPP% = 0.
CODING Numeric: 4 digits with one decimal place as in XXX.X No percentage sign.
ELEMENT NUMBER F128
NAME OF ELEMENT PERCENTAGE LEVEL OF SUPPORT FOR TUITION AND MISC FEES
COMBINED (ALL GRANTEES)
SHORT NAME TOTSUPP%
PURPOSE To measure the generosity of support for tuition and miscellaneous fees
combined.

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Data on an Individual Student 295

DEFINITION By formula: TOTSUPP% = TUITFEES1/TUITFEES2. Defined for a specific

semester. If TUITFEES1 ( total tuition and miscellaneous fees benefits) is P
15,000 and TUITFEES2 (total tuition and misc fees as billed) is P 10,000, then
TOTSUPP% = 66.7%. If the student receives no financial aid, TOTSUPP% =
0 of course. (Note: Exclude stipends and allowances.)
CODING Numeric: 4 digits with one decimal place as in XXX.X No percentage sign.

LEVEL OF GENEROSITYOF SUPPORT

FOR TUITION AND MISCELLANEOUS FEES

How generous are the scholarship benefits received by the student? This question is answered in
absolute peso amounts and also in percentage levels (at least with respect to tuition and misc fees).

ELEMENT NUMBER F129

NAME OF ELEMENT CLASSIFICATION OF STUDENT BASED ON THE LEVEL OF SUPPORT
FOR TUITION AND SCHOOL FEES PER SEMESTER
SHORT NAME GENEROSITY1
PURPOSE To classify student into categories which may be loosely interpreted as
having received benefits which are: “very generous”, “generous”, etc.
DEFINITION For a specific semester: Classification of the student based on the element
TUITFEES2 ( for tuition and misc fees combined), as coded below. Exclude
cash benefits such as stipends.
CODING 1-digit code
0 No benefits received.
1 P 1- P 2,500 per semester
2 P 2,501 - P 5,000
3 P 5,001 - P 7,500
4 P 7,501 – P 10,000
5 P 10,001 – P12,500
6 P 12,501 – P15,000
7 P 15,001 – P 20,000
8 P 20,001 or higher
9 No information provided on the matter.
ELEMENT NUMBER F130
NAME OF ELEMENT CLASSIFICATION OF STUDENT BASED ON LEVEL OF TOTAL SUPPORT
PER SEMESTER ( TUITION PLUS ALL OTHER BENEFITS).
SHORT NAME GENEROSITY2
PURPOSE To classify student into categories which may be loosely interpreted as
having received benefits which are: “very generous”, “generous”, etc.
DEFINITION For a specific semester: Classification of the student based on the element
LAHATNA2. Include the peso value of all benefits received.
CODING 1-digit code
0 No benefits received.
1 P 1- P 2,500 per semester
2 P 2,501 - P 5,000
3 P 5,001 - P 7,500
4 P 7,501 – P 10,000
5 P 10,001 – P 12,500
6 P 12,501 – P15,000
7 P 15,001 – P 20,000
8 P 20,001 or higher
9 No information provided on the matter.

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296 Data on an Individual Student

ELEMENT NUMBER F131

NAME OF ELEMENT CLASSIFICATION BASED ON PERCENTAGE LEVEL OF SUPPORT FOR
TUITION ONLY.
SHORT NAME GENEROSITY3
PURPOSE To classify student into categories which may be loosely interpreted as having
received scholarship benefits which are “very generous”, “generous”, etc.
DEFINITION For a specific semester: Classification of the student based on the element
TUITSUPP%, as coded below. If student receives no tuition benefit, waiver,
or discount, then GENEROSITY3= 0. If student gets a full or almost-full tuition
waiver, then GENEROSITY4 = 4.
CODING 1-digit code
0 Zero %, i.e. student receives no tuition waiver or discount, no financial aid at
all.
1 1.0% to 25.0% The benefits received by the student specifically for tuition (i.e.
exclude stipends) covered only 25% or less of actual tuition.
2 25.1% to 50.0%
3 50.1% to 75.0%
4 75.1% to 100.0% The benefits received by the student specifically for tuition
(i.e. exclude stipends) covered at least 75% of actual tuition.
9 No information provided on the matter.
ELEMENT NUMBER F132
NAME OF ELEMENT CLASSIFICATION BASED ON PERCENTAGE LEVEL OF SUPPORT FOR
TUITION AND SCHOOL FEES COMBINED.
SHORT NAME GENEROSITY4
PURPOSE To classify student into categories which may be loosely interpreted as having
received scholarship benefits which are “very generous”, “generous”, etc.
DEFINITION For a specific semester: Classification of the student based on the
element TOTSUPP%, as coded below. If the student has no scholarship,
GENEROSITY4 = 0 of course. If student gets a full or almost-full waiver of
tuition and misc fees, then GENEROSITY4= 4.
CODING 1-digit code
0 Zero %, i.e. student receives no financial aid at all.
1 1.0% to 25.0% The total benefits received by the student specifically for
tuition and other fees (i.e. exclude stipends) covered only 25% or less of the
actual need.
2 25.1% to 50.0%
3 50.1% to 75.0%
4 75.1% to 100.0% The total benefits received by the student for tuition and
other fees (i.e. exclude stipends) covered at least 75% of the actual need.
9 No information provided on the matter.

CUMULATIVE SCHOLARSHIP BENEFITS RECEIVED SO FAR

These are the cumulative tuition benefits which have been received by the grantee since the date of first award
until a specific date. For student loan programs, this provides an idea of how much the student has already
borrowed so far. If the student receives no financial aid, the elements below are automatically set to zero.

ELEMENT NUMBER F133

NAME OF ELEMENT CUMULATIVE TUITION BENEFITS RECEIVED SO FAR
SHORT NAME CUMTUIT
PURPOSE To record the ACCUMULATED tuition actually paid so far by the scholarship
program in behalf of the grantee – whether paid directly to the HEI or issued
as reimbursement to the grantee. To measure the level or amount invested
so far by the aid provider on the grantee.

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Data on an Individual Student 297

DEFINITION The accumulated amount actually paid for tuition by the financial aid program
in behalf of the grantee or as reimbursed to the grantee. Summed from the
date of first award until a specific date. If the grantee has been enjoying the
scholarship for 3 years so far, then CUMTUIT is the sum over 3 years.
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.
ELEMENT NUMBER F134
NAME OF ELEMENT CUMULATIVE MISCELLANEOUS FEES RECEIVED
SHORT NAME CUMFEES
PURPOSE To reflect the ACCUMULATED total miscellaneous fees paid so far by the aid
provider in behalf of the grantee, whether paid directly to the HEI or issued as
reimbursement to the grantee.
DEFINITION The cumulative total paid by the financial aid program specifically for
miscellaneous fees between the date of first award until a specific date. If the
grantee has been enjoying this benefit for 5 semesters so far, then CUMFEES
is the sum over the 5 semesters.
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.
ELEMENT NUMBER F135
NAME OF ELEMENT CUMULATIVE LIVING ALLOWANCES RECEIVED SO FAR
SHORT NAME CUMLIVING
PURPOSE To reflect the ACCUMULATED total stipends or living allowances actually
received so far. To measure the level or amount invested so far by the aid
provider on the grantee.
DEFINITION The total paid by the financial aid program specifically for stipends or living
allowances (as of a specific date).. If the grantee has been enjoying the
scholarships for 3 years so far, then CUMLIVING is the sum over 3 years.
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.
ELEMENT NUMBER F136
NAME OF ELEMENT CUMULATIVE BOOK ALLOWANCES RECEIVED
SHORT NAME CUMBOOKS
PURPOSE To reflect the ACCUMULATED total book allowances actually received so
far.
DEFINITION The total paid by the financial aid program specifically for book allowances so
far ( as of a specific date). If the grantee has been enjoying the scholarships
for 3 years so far, then CUMBOOKS is the sum over 3 years.
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places.
No peso sign.
ELEMENT NUMBER F137
NAME OF ELEMENT CUMULATIVE LODGING ALLOWANCES RECEIVED SO FAR
SHORT NAME CUMLODGE
PURPOSE To reflect the ACCUMULATED LODGING ALLOWANCES actually received
so far.
DEFINITION The total paid by the financial aid program specifically for lodging bus fare) so
far( as of a specific date).. If the grantee has been enjoying the scholarships
for 3 years so far, then CUMTRANS is the sum over 3 years.
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.
ELEMENT NUMBER F138
NAME OF ELEMENT CUMULATIVE COMMUTING BENEFITS RECEIVED SO FAR
SHORT NAME CUMCOMMUTE
PURPOSE
DEFINITION
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.

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298 Data on an Individual Student

ELEMENT NUMBER F139

NAME OF ELEMENT CUMULATIVE TRANSPORTATION BENEFITS RECEIVED SO FAR
SHORT NAME CUMTRANSP
PURPOSE
DEFINITION
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.
ELEMENT NUMBER F140
NAME OF ELEMENT CUMULATIVE UNIFORMS BENEFITS RECEIVED SO FAR
SHORT NAME CUMUNIF
PURPOSE
DEFINITION
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.
ELEMENT NO. F141
NAME OF ELEMENT CUMULATIVE BENEFITS FOR FIELD TRIPS/WORK
SHORT NAME CUMFIELD
PURPOSE
DEFINITION
CODING Numeric data: XXXXX. In Philippine pesos. No commas, no decimal places..
No peso sign.

SOCIOECONOMIC DATA ABOUT THE GRANTEE

This series of elements applies only (or mostly) to recipients of financial aid or applicants to such aid. In
particular the data elements defined below apply only to financial aid programs which are targeted
for the poor. (As mentioned before, if merit is the basis for the scholarship, the aid provider will be
interested primarily in grades and not on this socioeconomic data).

The following series of data elements provides indicators of the true financial capacity of the student’s family. The
income reported in the most recent Income Tax Return (ITR) is important information. However, in the Philippine
context, it is necessary to collect “non-income socioeconomic indicators”. The following indicators are specially
crucial for financial aid programs targeted for the poor or for scholarships which calibrate the financial benefits
to different socioeconomic brackets. Admittedly, many of these elements are not being collected now. They are
included in this listing anyway just in case any aid provider would need to use the information.

ELEMENT NUMBER F142

NAME OF ELEMENT IF THE STUDENT IS CLASSIFIED AS A MEMBER OF AN ETHNIC OR
CULTURAL MINORITY
SHORT NAME MINORITY
PURPOSE
DEFINITION If the student is classified as a member of ethnic or cultural minority.
CODING
1 Grantee is a certified member of a cultural or ethnic minority group..
2 Not a certified member of cultural minority.
9 No information provided on the matter.
ELEMENT NUMBER F143
NAME OF ELEMENT URBAN-RURAL CLASSIFICATION OF RESIDENCE
SHORT NAME URBANRURAL
PURPOSE To be used in assessing socioeconomic level of the grantee.
DEFINITION Urban-rural classification of permanent family residence.
CODING
1 National Capital Region
2 Highly-urbanized city, e.g. Cebu City, Davao City, Baguio City.
3 Urban, e.g. Iloilo City, Cadiz City,
4 Rural
9 No information on the matter.

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Data on an Individual Student 299

ELEMENT NUMBER F144

NAME OF ELEMENT SIZE OF NUCLEAR FAMILY
SHORT NAME FAMSIZE0
PURPOSE To reflect the size of the nuclear family.
DEFINITION As of a specific date: The no. of living parents, all brothers and sisters
including the grantee himself. Include all siblings, even if married or age
21 or older, even if living away from home. Exclude wife (if any) of student
. Exclude grandparents, aunts, uncles, nephews, nieces, in-laws, other
relatives or household help.
CODING Numeric: 2 digits. If no information is supplied, key in “99”.

ELEMENT NUMBER F145

NAME OF ELEMENT FAMILY SIZE OF GRANTEE FOR USE IN COMPUTING FAMILY INCOME
PER UNWEIGHTED CAPITA
SHORT NAME FAMSIZE1
PURPOSE To be used in computing FAMILY INCOME PER UNWEIGHTED CAPITA. To
determine eligibility for financial aid targeted for the poor.
DEFINITION As of a specific date: The no. of family members to be included in computing
FAMILY INCOME PER UNWEIGHTED CAPITA. In general, include all
parents and siblings dependent on the family income. However, the more
specific rules below apply.

INCLUDE: the applicant himself/herself, living parents, all unmarried brothers

and sisters living in the family residence being supported from the family
income. Include an unmarried sibling dependent on the family income if he/
she is still enrolled in a first undergraduate program. Include unemployed
grandparents age 65 or older with pension less than the poverty threshhold,
if residing with the family.

EXCLUDE: any married sibling -- regardless of age, whether in school or not,

even if still drawing some support from the family income. Exclude any sibling
age 20 or older if not in school. Exclude any sibling 18 or older who has a
regular job. Exclude any sibling enrolled in a second undergraduate program
(e.g. Medicine proper and LLB). Exclude any sibling enrolled in graduate
school.

Exclude aunts, uncles, nephews, nieces and household helps. Exclude

grandparents less than 65 years old, even if residing with and dependent on
the family. Exclude grandparents more than 65 but receiving pension more
than the poverty threshold.
CODING Numeric: 2 digits. If no information is supplied, key in “99”.
ELEMENT NUMBER F146
NAME OF ELEMENT HOUSEHOLD FAMILY SIZE
SHORT NAME FAMSIZE2
PURPOSE To reflect the size of the entire household who live under the same roof and/or
partake of the reported family income. This is the largest denominator which
could be used to compute per capita family income.
DEFINITION The no. of persons living in the household and partaking of the reported family
income: the student himself/herself, the living parents, all siblings (whether
married or not, whether in school or not, all ages) still residing with the family
and dependent on the family income.

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300 Data on an Individual Student

Include all unemployed relatives (e.g. grandparents, aunts, uncles, in-laws),

age less than 20 or more than 65, living under the same roof and dependent
on the family income. Exclude all other relatives, even if residing with or
dependent upon the family. (For instance, exclude able-bodied relatives
aged 21 to 64, whether employed or not.)

Exclude household helps, boarders or lodgers (if any) who live under the
same roof.
CODING Numeric: 2 digits. If no information is supplied, key in “99”.

ELEMENT NUMBER F147

NAME OF ELEMENT NO. OF WAGE EARNERS IN THE FAMILY
SHORT NAME EARNERS
PURPOSE To record the no. of persons contributing to family income.
DEFINITION The no. of wage earners in the family (i.e. father, mother, unmarried siblings),
who contribute to the reported “family income”. Include family members who
are working and living elsewhere in the Philippines or abroad. Include even
those with only part-time jobs such as laundry woman, vendor, etc.
CODING Numeric: 2 digits. If no information is supplied, key in “99”.
ELEMENT NUMBER F148
NAME OF ELEMENT NO. OF PRE-SCHOOL AGE SIBLINGS ( 6.49 YEARS OR YOUNGER)
SHORT NAME SIBLINGS1
PURPOSE As of June 1, to count the pre-school siblings separately because such
young siblings still consume “very little” of the family income. To provide
an opportunity to measure PER WEIGHTED CAPITA FAMILY INCOME. A
separate weight could be used for siblings in this age group.
DEFINITION As of June 1: The no. of living siblings age 6.49 years or younger.
CODING Numeric: 2 digits. If no information is supplied, key in “99”.
ELEMENT NUMBER F149
NAME OF ELEMENT NO. OF “ELEMENTARY SCHOOL-AGE’ SIBLINGS ( AGES 6.50 TO
12.49)
SHORT NAME SIBLINGS2
PURPOSE To count the elementary school age siblings separately because such young
siblings consume “less” of the family income. To provide an opportunity to
measure PER WEIGHTED CAPITA FAMILY INCOME. A separate weight
could be used for siblings in this age group.
DEFINITION As of June 1: The no. of living siblings (ages 6.50 to 12.49), whether actually
in school or not.
CODING Numeric: 2 digits. If no information is supplied, key in “99”.
ELEMENT NUMBER F150
NAME OF ELEMENT NO. OF “SECONDARY SCHOOL-AGE” SIBLINGS ( AGES 12.50 TO
16.49)
SHORT NAME SIBLINGS3
PURPOSE To count the secondary school age siblings separately. To provide an
opportunity to measure PER WEIGHTED CAPITA FAMILY INCOME. A
separate weight could be used for siblings in this age group.
DEFINITION As of June 1: The no. of living siblings ages 12.5 to 16.49, whether actually
enrolled or not.
CODING Numeric: 2 digits. If no information is supplied, key in “99”.
ELEMENT NUMBER F151
NAME OF ELEMENT NO. OF “COLLEGE-AGE” SIBLINGS (AGES 16.50 TO 20.90)
SHORT NAME SIBLINGS4
PURPOSE To count the college-age siblings separately because such young siblings
consume “less” of the family income. To provide an opportunity to measure
PER WEIGHTED CAPITA FAMILY INCOME. A separate weight could be
used for siblings in this age group.

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Data on an Individual Student 301

DEFINITION As of June 1, the no. of unmarried college-age children ages 16.50 to 20.90,
whether actually enrolled or not. Include the grantee himself.
CODING Numeric: 2 digits. If no information is supplied, key in “99”.
ELEMENT NUMBER F152
NAME OF ELEMENT ADULT-EQUIVALENT FAMILY SIZE
SHORT NAME FAMSIZE3
PURPOSE To provide a more meaningful denominator to compute INCOME PER
WEIGHTED CAPITA based on the ages of the children in the family. To
differentiate between two families with the same no. of children.
DEFINITION The no. of “adult equivalent family members”. By formula: FAMSIZE3=NO.
OF LIVING PARENTS + 0.50* SIBLINGS1 + 0.60* SIBLINGS2 +
0.75*SIBLINGS3 + SIBLINGS4.

Note that the youngest siblings have only weight 0.50 while the college-age
siblings (including the scholar himself) are counted as 1.0. Example1: If there
are four children -- 1 pre-school, 1 elementary, 1 secondary, and 1 college
student, FAMSIZE3 = 2+0.50+0.60+0.75 +1.0 = 4.85

Example 2: If there are 4 children -- 2 in high school and 2 in college,

FAMSIZE3 = 2 +0.75+0.75+1+1 = 5.50.

CODING Numeric: 2 digits. If no information is supplied, key in “99”.

ELEMENT NUMBER F153
NAME OF ELEMENT “DECREASING MARGINAL WEIGHT” FAMILY SIZE
SHORT NAME FAMSIZE4
PURPOSE To provide a more meaningful denominator to compute INCOME PER
WEIGHTED CAPITA.
DEFINITION By formula: FAMSIZE4= NO. OF LIVING PARENTS + 1.0 FIRST CHILD + 0.75
SECOND CHILD + 0.60 THIRD CHILD +.50( NO. OF OTHER CHILDREN).

The rationale behind this formula: while the first child in a family means a
quantum jump in family expenses, each succeeding child means lower
marginal costs for the family. Put another way, having 2 children does not
cost twice as much as 1 child. Having 4 children does not cost twice as much
as much as 2 children.

Example 1:
If there are only 2 children, FAMSIZE4 = 2+1+.75 =3.75

Example 2:
If there are 3 children, FAMSIZE4 = 2 +1+.75+.60 = 4.35

Example3:
If there are 4 children, FAMSIZE4 = 2+1+.75+.60 +.50 = 4.85.

Example 4:
If there are 5 children, FAMSIZE4= 2+1+0.75+ 0.60+0.50+ 0.50 = 5.35.

Example 5:
If there are 6 children, FAMSIZE4 =2+1+.75+ .60+3*.50 = 5.85.

CODING Numeric: 2 digits. If no information is supplied, key in “99”.

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302 Data on an Individual Student

ELEMENT NUMBER F154

NAME OF ELEMENT IF FAMILY IS EXEMPTED FROM FILING INCOME TAX
SHORT NAME ITREXEMPT
PURPOSE To indicate if the family holds official exemption from filing an income tax
return. If so, this is some evidence that the family is poor.
DEFINITION If the family holds an official exemption from filing ITR. The exemption is
issued by the Barangay.
CODING 1 Family is not exempted and files Income Tax Returns.
2 Family is officially exempted from filing ITR and has the official certificate to
show it.
9 No information available on the matter.
ELEMENT NUMBER F155
NAME OF ELEMENT ITR-REPORTED GROSS FAMILY INCOME BEFORE TAXES
SHORT NAME ITR_GROSS
PURPOSE To record GROSS annual family income. This information has to be reported
to the provider of financial aid and documented if the student is applying or
receiving financial aid targeted for the poor.
DEFINITION In pesos: Annual gross taxable family income (before taxes are deducted)
as reported in the ITR.

Include the gross income of everybody contributing to “the family kitty”, i.e.
parents, brothers, sisters, grandparents, etc. Include the contribution of
family members (e.g. brother/sister living abroad ) who are residing away
from the family residence but contributing to the family kitty. Include the
contributions (if any) of married brothers / sisters to the family kitty. Include
salaries, allowances, bonuses, commissions, business profits, etc.
CODING Numeric: 7 digits as in 100000. No commas, no decimal places., no peso
signs, no centavos. If family has no ITR but has exemption certificate, enter
“1”. If there is no data submitted on income, enter “9999999”.
ELEMENT NUMBER F156
NAME OF ELEMENT ITR-REPORTED NET FAMILY INCOME AFTER TAXES
SHORT NAME ITR_NET
PURPOSE To record net family income after income taxes . This data is required by the
provider of financial aid if the student is applying for or receiving benefits from
a scholarship targeted for the poor.
DEFINITION NET annual family income. By formula, this is ITR_GROSS less all the income
taxes paid.

CODING Numeric: 7 digits as in 100000. No commas, no decimal places., no peso

signs, no centavos. If family has no ITR but has certificate for non-filing, enter
“1”. If there is no data submitted on income, enter “9999999”.
ELEMENT NUMBER F157
NAME OF ELEMENT GROSS INCOME PER CAPITA IN THE FAMILY
SHORT NAME GROSS_PC1
PURPOSE To compute gross income per capita using the unweighted no. of members
in the family. To differentiate between two families with the same income but
with different family size.
DEFINITION By formula: ITR_GROSS divided by FAMSIZE1.
CODING Numeric: 6 digits as in 125000. No commas, no decimal places., no peso
signs, no centavos. If family has no ITR but has exemption certificate, enter
“1”. If there is no data submitted on income, enter “9999999”.

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ELEMENT NUMBER F158

NAME OF ELEMENT GROSS INCOME PER CAPITA IN THE HOUSEHOLD
SHORT NAME GROSS_PC2
PURPOSE To compute gross income per capita using the unweighted no. of members
in the household.
DEFINITION By formula: ITR_GROSS divided by FAMSIZE2.
CODING Numeric: 6 digits as in 125000. No commas, no decimal places., no peso
signs, no centavos. If family has no ITR but has exemption certificate, enter
“1”. If there is no data submitted on income, enter “9999999”.
ELEMENT NUMBER F159
NAME OF ELEMENT GROSS INCOME PER ADULT-EQUIVALENT CAPITA
SHORT NAME GROSS_PC3
PURPOSE To compute GROSS income per capita using WEIGHTED family size or
FAMSIZE3. To provide a way to differentiate between two families, both with
the same income and same no. of children: one family with young children
and the other family with older children.
DEFINITION By formula: ITR_GROSS divided by FAMSIZE3.
CODING Numeric: 6 digits as in 125000. No commas, no decimal places., no peso
signs, no centavos. If family has no ITR but has exemption certificate, enter
“1”. If there is no data submitted on income, enter “9999999”.

ELEMENT NUMBER F160

NAME OF ELEMENT GROSS INCOME PER “DECREASING MARGINAL WEIGHT” CAPITA
SHORT NAME GROSS_PC4
PURPOSE To compute GROSS income per capita using decreasing marginal weight
family size or FAMSIZE4. To provide a way to differentiate between two
families with the same income but different no. of children.
DEFINITION By formula: ITR_GROSS divided by FAMSIZE4.
CODING Numeric: 6 digits as in 125000. No commas, no decimal places., no peso
signs, no centavos. If family has no ITR but has exemption certificate, enter
“1”. If there is no data submitted on income, enter “9999999”.

ELEMENT NUMBER F161

NAME OF ELEMENT NET INCOME PER CAPITA IN THE FAMILY
SHORT NAME NETINC_PC1
PURPOSE To compute NET income per capita using the UNWEIGHTED no. of members
in the family. To provide a way to differentiate between two families with the
same NET income but different family sizes.
DEFINITION By formula: ITR_NET divided by FAMSIZE1.
CODING Numeric: 6 digits as in 125000. No commas, no decimal places., no peso
signs, no centavos. If family has no ITR but has exemption certificate, enter
“1”. If there is no data submitted on income, enter “9999999”.
ELEMENT NUMBER F162
NAME OF ELEMENT NET INCOME PER CAPITA IN THE HOUSEHOLD
SHORT NAME NETINC_PC2
PURPOSE To compute NET income per capita using the unweighted no. of members in
the HOUSEHOLD.
DEFINITION By formula: ITR_NET divided by FAMSIZE2.
CODING Numeric: 6 digits as in 125000. No commas, no decimal places., no peso
signs, no centavos. If family has no ITR but has exemption certificate, enter
“1”. If there is no data submitted on income, enter “9999999”.

ELEMENT NUMBER F163

NAME OF ELEMENT NET INCOME PER ADULT-EQUIVALENT CAPITA
SHORT NAME NETINC_PC3
PURPOSE To compute NET income per capita using WEIGHTED family size or
FAMSIZE3. To provide a way to differentiate between two families with the
same NET income and same family size: one family with young children and
the other family with older children.

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DEFINITION By formula: ITR_NET divided by FAMSIZE3.

CODING Numeric: 6 digits as in 125000. No commas, no decimal places., no peso
signs, no centavos. If family has no ITR but has exemption certificate, enter
“1”. If there is no data submitted on income, enter “9999999”.
ELEMENT NUMBER F164
NAME OF ELEMENT NET INCOME PER “DECREASING MARGINAL-WEIGHT” CAPITA
SHORT NAME NETINC_PC4
PURPOSE To compute NET income per capita using “DECREASING MARGINAL
WEIGHT” family size or FAMSIZE4. To provide a way to differentiate between
two families with the same net income but different no. of children.
DEFINITION By formula: ITR_NET divided by FAMSIZE4.
CODING Numeric: 6 digits as in 125000. No commas, no decimal places., no peso
signs, no centavos. If family has no ITR but has exemption certificate, enter
“1”. If there is no data submitted on income, enter “9999999”.

ELEMENT NUMBER F165

NAME OF ELEMENT FAMILY INCOME LEVEL AS COMPUTED BY AID PROVIDER
SHORT NAME COMPINCOME
PURPOSE An aid provider might have its own formula for computing “the true financial
standing” of the family. This element will record the financial standing as
assessed by the aid provider.

For instance, U.P. uses a formula to determine “computed income” of STFAP

grantees. Factors considered: gross income, taxes paid, value of real estate
owned, reported assets and liabilities.
DEFINITION The family income level AS ASSESSED BY THE AID PROVIDER. If the aid
provider uses only ITR-reported income, then COMPINCOME=ITR_GROSS
or ITR_NET.
CODING Numeric: 7 digits as in 100000. No commas, no decimal places., no peso
signs, no centavos. If family has no ITR but has certificate for non-filing, enter
“1”. If there is no data submitted on income, enter “9999999”.
ELEMENT NUMBER F166
NAME OF ELEMENT NO. OF PAID HOUSEHOLD HELP
SHORT NAME MAIDS
PURPOSE To record the no. of PAID HOUSEHOLD HELPS living in the household. To
provide a non-income indicator of socioeconomic level.
DEFINITION The no. of paid household helps living in the household. Include: mayordoma,
maids, houseboy, cooks, laundry women, gardeners, yaya, family driver
(whether stay-in or not), etc. These are the people who are paid by the family
and also partake of the food bought by the family.
CODING Numeric: 2 digits. If none are declared explicitly, enter 0 but do not leave a
blank. If no information is supplied, key in “99”.

ELEMENT NUMBER F167

NAME OF ELEMENT TRAVEL ABROAD USING FAMILY FUNDS
SHORT NAME LAKBAYNA
PURPOSE To indicate if the grantee has ever traveled abroad using family funds. If so,
this indicates some financial capability. However, there are students who
have gone overseas under some travel grants. For instance, many talented
high school seniors are sent abroad to join Science Fairs or contests abroad.
Travel expenses are provided by donors, not the student’s family.
DEFINITION
CODING 1 Grantee has never traveled abroad using family funds. If the grantee was
able to travel before using some travel grant, certification must be provided
to such effect.
2 Grantee has traveled abroad at least once before using family funds.
9 No information provided or not indicated.

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ELEMENT NUMBER F168

NAME OF ELEMENT IF THE GRANTEE HAS DUAL CITIZENSHIP
SHORT NAME DUALCITZ
PURPOSE To identify a grantee who might be or is eligible to be a dual citizen. To indicate
some possibility that grantee may leave the country and not fulfill obligations
(if any).
DEFINITION
CODING 1 Grantee is a citizen of the Philippines and is not eligible to be a dual citizen
in any other country.
2 Grantee is a citizen of the Philippines but is also eligible or is a dual citizen in
some other country. For instance, a person with two passports.
3 Grantee is a not citizen of the Philippines.
9 No information provided or not indicated.

ELEMENT NUMBER F169

NAME OF ELEMENT HIGHEST EDUCATIONAL LEVEL REACHED BY FATHER
SHORT NAME EDUCFATH
PURPOSE To provide a non-income indicator of financial capability, specially if the parent
is a college graduate. For instance, studies show a big difference in income
between college graduates and non-college graduates.
DEFINITION
CODING Same coding as HIGHESL. See CHED DATA ELEMENT MANUAL ( 1996).
ELEMENT NUMBER F170
NAME OF ELEMENT HIGHEST EDUCATIONAL LEVEL REACHED BY MOTHER
SHORT NAME EDUCMOTH
PURPOSE To provide a non-income indicator of financial capability, specially if the parent
is a college graduate.
DEFINITION
CODING Same coding as HIGHESL. See CHED DATA ELEMENT MANUAL (1996).
ELEMENT NUMBER F171
NAME OF ELEMENT NO. OF FAMILY MEMBERS WORKING OVERSEAS
SHORT NAME OFW
PURPOSE To indicate if the grantee is a possible recipient of “transfers” or financial
aid from relatives working abroad. (The next element OFWCONTRIB is
supposed to capture the peso value of contributions from abroad. However,
it is likely that a grantee would underreport such contributions. The use of
the element OFW is that at least, it establishes that there is, indeed, a family
worker working abroad.)
DEFINITION The no. of family members ( parents or unmarried siblings) working or residing
abroad, regardless of whether they are overtly employed or not, regardless of
whether they are sending money or not.
CODING 1 Numeric: 1 digit. If the applicant declares explicitly there is none, enter 0. If
the applicant provides no information or leaves the questionnaire blank, enter
“9”.
ELEMENT NUMBER F172
NAME OF ELEMENT FINANCIAL CONTRIBUTIONS FROM OVERSEAS
SHORT NAME OFWCONTRIB
PURPOSE To report the average contribution per semester (in pesos) from family or
other relatives overseas as declared by the grantee or applicant.
DEFINITION The average financial contribution (converted to pesos) per semester (or 5
months) from family members or relatives overseas AS DECLARED BY THE
GRANTEE OR APPLICANT. (Human nature says this amount will probably
be underreported but it does provide a lower bound on the level of transfers
from abroad).

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CODING Numeric: 7 digits as in 100000. No commas, no decimal places., no peso

signs, no centavos. there is no data submitted on income, enter “9999999”.

ELEMENT NUMBER F173

NAME OF ELEMENT IF THE FAMILY OWNS A BUSINESS
SHORT NAME OWNBIZNES
PURPOSE To indicate if the family has a non-salary source of income. If a family
earns income from business, then the ITR may not be fully reflective of true
income.
DEFINITION
CODING 1 Yes, the family (father, mother or unmarried sibling) owns a business.
2 No, the family (father, mother or unmarried sibling) does not own a
business.
9 No information provided on the matter.

ELEMENT NUMBER F174

NAME OF ELEMENT VALUE OF REAL ESTATE TITLED TO THE FAMILY
SHORT NAME LANDVALUE
PURPOSE To indicate the value of the real estate titled to the family (father, mother or
unmarried sibling). To provide a non-income indicator of financial capability.
DEFINITION The declared value of the real estate titled to the father, mother or unmarried
sibling.
CODING Numeric: 8 digits as in 100000. No commas, no decimal places. no peso
signs, no centavos. If family does not own real estate, enter “0” and do not
leave blank. If there is no data submitted, enter “9999999”. Do not leave a
blank.

DATA ON THE FAMILY DWELLING

ELEMENT NUMBER F175
NAME OF ELEMENT IF FAMILY OWNS THE STRUCTURE WHERE IT RESIDES
SHORT NAME OWNHOUSE
PURPOSE To provide some indication of socioeconomic level. To indicate if the family
owns the structure where they live. (Do not confuse with ownership of the
land which is the subject of the next element. Note that many squatters own
the structure but not the land.)
DEFINITION Ownership of the housing structure. Do not confuse with ownership of the
land.
CODING 1 The family owns the residential structure where it resides. That is, residence
is titled to father or mother or dead grandparents. Include here anyway even
if the structure is mortgaged or if the family is still amortizing the house.
2 The family does not own the residence and they pay RENT.
3 The family does not own the residence but the FAMILY DOES NOT PAY
RENT. For instance, if the residence is owned by the grandparents or other
relatives. Or if the house is supplied rent-free by the employer.
9 No information provided on the matter.
ELEMENT NUMBER F176
NAME OF ELEMENT IF FAMILY OWNS THE LAND ON WHICH THE FAMILY DWELLING IS
BUILT
SHORT NAME OWNLAND
PURPOSE To provide some indication of socioeconomic level. To indicate if the family
owns the land on which the housing structure is built.
DEFINITION Ownership of the land or lot where residence is located. Do not confuse with
ownership of the housing structure.

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CODING 1 The family owns the lot where it resides. That is, the lot is titled to the father or
mother or to dead grandparents. Include here anyway if the lot is mortgaged
or if the family is still amortizing the lot. Do not connote that some squatters
own the structure they live in but do not own the land. If so, they belong to
this category).
2 The family does not own the lot but they pay RENT for the use of the land.
3 The family does not own the lot but the FAMILY DOES NOT PAY RENT. For
instance, if the lot is owned by the grandparents or other relatives. Or if the lot
is provided rent-free by an employer.
9 No information provided on the matter.
ELEMENT NUMBER F177
NAME OF ELEMENT FLOOR AREA OF FAMILY RESIDENCE
SHORT NAME FLRAREA1
PURPOSE To indicate the floor area of the family residence, an indicator of socioeconomic
level.
DEFINITION Classification based on FLOOR AREA of residence (in square meters), as
declared by the grantee and the parents. The area within the walls of the
house. Not the land area.
CODING 1-digit code.
1 25.0 square meters FLOOR AREA or less.
2 25.1 to 50 sq meters.
3 50.1 to 75 sq meters
4 75.1 to 100 sq meters
5 100.1 to 150 sq meters
6 10.1 to 200 sq meters
7 200.1 sq meters or bigger.
9 No information provided on the matter.

ELEMENT NUMBER F178

NAME OF ELEMENT PER-CAPITA FLOOR AREA OF RESIDENCE
SHORT NAME FLRAREA2
PURPOSE To indicate the floor area per capita. This is important when the family is
sharing a household with others such as grandparents or other relatives. A
very congested house is indication of being poor.
DEFINITION Classification based on FLRAREA2 divided by the element FAMSIZE2 (no. of
persons living in the family household).
CODING 1-digit code.
1 2.50 sq meters per person residing in the house or less
2 2.51 to 5.0 square meters per person
3 5.1 to 10 sq m per person
4 10.1 to 15 sq m per person
5 15.1 to 20 sq m per person
6 20.1 to 25 sq m per person
7 25.1 to 30 sq m per person
8 30.1 sq meter per person or more
9 No information provided on the matter.
ELEMENT NUMBER F179
NAME OF ELEMENT NO. OF BEDROOMS
SHORT NAME BEDROOMS
PURPOSE To indicate socioeconomic level. To compute no. of persons per bedroom as
an indication of socioeconomic level.
DEFINITION No. of bedrooms in the family dwelling. (Not no. of bedrooms in school
boarding house).
CODING Numeric: 1 digit.

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ELEMENT NUMBER F180

NAME OF ELEMENT MONTHLY HOUSING RENTAL PAID BY FAMILY
SHORT NAME RENT
PURPOSE To provide some indication of socioeconomic level.
DEFINITION The rent per month paid by the family for its family residence, house and lot
combined. Exclude amortization because that is not rent.
CODING Numeric: 5 digits. No commas, no decimal places., no decimal point, no peso
sign. If there is no rent paid, enter “0” but do not leave blank. If no information
is provided, enter “99999”.
ELEMENT NUMBER F181
NAME OF ELEMENT IF THERE IS INDOOR RUNNING PIPED WATER
SHORT NAME MAYTUBIG
PURPOSE To provide a non-income indicator of socioeconomic level. This is specially
useful for scholarship programs targeted for the poor or calibrated to different
socioeconomic levels.

DEFINITION If there is running piped water indoors, e.g. as supplied by a municipal water
system, local water utility, or from an elevated storage tank.
CODING 1 Family residence has running piped water indoors, i.e. water from a faucet.
2 Artesian well inside the house or right next to the house.
2 No running piped water indoors, e.g. water has to be fetched from another
source and stored in drums.
9 No information provided on the matter.

ELEMENT NUMBER F182

NAME OF ELEMENT TYPE OF TOILET FACILITIES
SHORT NAME TOILET
PURPOSE To provide a non-income indicator of socioeconomic level. This is specially
useful for scholarship programs targeted for the poor or calibrated to different
socioeconomic levels.
DEFINITION
CODING 1 Sealed water closet flush toilet.
2 “Buhos type” indoor toilet.
3 No indoor toilet facilities.
9 No information provided on the matter.
ELEMENT NUMBER F183
NAME OF ELEMENT FUEL USED FOR COOKING
SHORT NAME FUEL
PURPOSE To provide a non-income indicator of socioeconomic level. This is specially
useful for scholarship programs targeted for the poor or calibrated to different
socioeconomic levels.
DEFINITION
CODING 1 Electric stove.
2 LPG or kerosene stove.
3 Firewood or charcoal.
9 No information provided on the matter.
ELEMENT NUMBER F184
NAME OF ELEMENT IF THE FAMILY RESIDENCE HAS ELECTRICITY
SHORT NAME KURYENTE
PURPOSE To provide a non-income indicator of socioeconomic level. This is specially
useful for scholarship programs targeted for the poor or calibrated to different
socioeconomic levels.
DEFINITION
CODING 1 Family residence has ELECTRICITY even if only at night.
2 No electricity at all.
9 No information provided on the matter.

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ELEMENT NUMBER F185

NAME OF ELEMENT AVERAGE MONTHLY ELECTRIC BILL ( PESOS)
SHORT NAME ELECBILL
PURPOSE To provide a non-income indicator of socioeconomic level. Average monthly
electric consumption is a good indicator of lifestyle instead of counting
appliances individually.
DEFINITION Average electric bill ( in pesos) for 3 consecutive months. Three consecutive
months should be used in order to average out big fluctuations, if any. This
should be supported with actual receipts.
CODING Numeric with 4 digits and no decimal place. XXXX.
ELEMENT NUMBER F186
NAME OF ELEMENT KILOWATT-HOURS PER MONTH
SHORT NAME KWH
PURPOSE To provide a non-income indicator of socioeconomic level. Average monthly
electric consumption in kilowatt-hours. Because the cost of electricity
varies from place to place, the kwh consumption will be used to compare
consumption levels.
DEFINITION Average electric bill (kilowatt hours) for 3 consecutive months. Three
consecutive months should be used in order to average out big fluctuations,
if any. This should be supported with actual receipts.
CODING Numeric with 4 digits and no decimal place. XXXX.
ELEMENT NUMBER F187
NAME OF ELEMENT FLOOR CONSTRUCTION MATERIALS
SHORT NAME FLOOR
PURPOSE To provide a non-income indicator of socioeconomic level. This is specially
useful for scholarship programs targeted for the poor or calibrated to different
socioeconomic levels.
DEFINITION The construction materials used for the FLOOR of family dwelling.
CODING 1 Dirt floor or bare ground.
2 Bamboo or salvaged lumber.
3 Good lumber or concrete (but untitled) floor.
4 “First class”: Tiles, carpet or wood parquet flooring.
9 No information provided on the matter.
ELEMENT NUMBER F188
NAME OF ELEMENT ROOF CONSTRUCTION MATERIALS
SHORT NAME ROOF
PURPOSE To provide a non-income indicator of socioeconomic level. This is specially
useful for scholarship programs targeted for the poor or calibrated to different
socioeconomic levels.
DEFINITION The construction materials used for the roof of family dwelling.
CODING 1 Salvaged materials (e.g. secondhand GI sheets)
2 Light materials ( e.g. nipa or cogon).
3 Strong materials ( e.g. good GI sheets, tiles, or concrete)
9 No information provided on the matter.
ELEMENT NUMBER F189
NAME OF ELEMENT WALL CONSTRUCTION MATERIALS
SHORT NAME WALL
PURPOSE To provide a non-income indicator of socioeconomic level. This is specially
useful for scholarship programs targeted for the poor or calibrated to different
socioeconomic levels.
DEFINITION The construction materials used for the walls of family dwelling.
CODING
1 Salvaged materials (i.e. secondhand GI sheets, junk lumber, cardboard,
etc.)
2 Light materials (bamboo, nipa, sawali).
3 Strong materials (concrete, hollow blocks, first quality lumber)
9 No information provided on the matter.

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ELEMENT NUMBER F190

NAME OF ELEMENT MOTOR VEHICLE USED BY THE FAMILY
SHORT NAME VEHICLE
PURPOSE To provide a non-income indicator of socioeconomic level. This is specially
useful for scholarship programs targeted for the poor or calibrated to different
socioeconomic levels.
DEFINITION The type of motor vehicle owned by or “in beneficial use” by any
member of the family. Ownership of a working motor land vehicle by parent
or siblings living in the same household (whether married or not).

The vehicle is classified as owned by the family if it is in the physical

possession of the family -- even if installments are not yet complete, even if
title is mortgaged. Include also even if the vehicle is not owned by the family
but is provided “for its beneficial or providential use”, e.g. a service vehicle
provided by an employer (such as for a sales representative, a government
official, or the pastor of a church community) or vehicle lent out for free by
a relative (e.g. grandparent). If the vehicle is not in working order, report it
anyway if it has been out of order less than 6 months.

Exclude a tricycle, jeepney or taxi for which a daily “boundary fee” must be
paid to somebody outside the family.
CODING 2-digit code.
1 NO MOTOR VEHICLE IN WORKING ORDER ( OR OUT OF ORDER FOR
LESS THAN 6 MONTHS) IS OWNED OR “IN BENEFICIAL USE” BY THE
FAMILY.
2 Motorcyle.
3 Tricycle.
4 Jeepney.
5 Owner-type jeep.
6 Commercial Van (e.g. Fiera, Tamaraw FX, etc.)
7 Asian Utility Vehicle (e.g. L300, Revo, etc.)
8 Car ( less than or equal to 1.60 L engine size)
9 Car ( with engine larger than 1.60L)
10 Sports Utility Vehicle (e.g. Pajero, CRV, etc.)
11 Truck, including pickup truck.
99 No information provided on the matter.
ELEMENT NUMBER F191
NAME OF ELEMENT MOTOR BOAT USED BY THE FAMILY
SHORT NAME MOTORBOAT
PURPOSE To provide a non-income indicator of socioeconomic level. This is specially
useful for scholarship programs targeted for the poor or calibrated to different
socioeconomic levels.
DEFINITION Outright ownership or beneficial use of a motorized boat. Ownership of
a working motorized boat by parent or siblings living in the same household
(whether married or not). Ownership means titled, whether fully paid or not.
Include also even if the vehicle is not owned by the family but is provided “for
its providential use”.
CODING
1 Non-motorized boat
2 Motorized boat
9 No information provided on the matter.

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OWNERSHIP OR PRESENCE OF APPLIANCES IN THE HOUSEHOLD

Ownership of appliances is a measure of family socioeconomic level. A family which declares or reports low
income in its ITR but has a wide-screen television or a personal computer inside the house invites suspicion.
In the experience of the UP STFAP, many applicants or grantees underreport (i.e. deliberately do not report)
the presence of appliances in their households because of reasons such as: “The appliance is not working
anymore”, “The appliance belongs to a relative, is not really owned by the family.” or “The appliance is not yet
owned by the family because it has not completed the installments.”

If a financial aid provider want to use appliances as a non-income indicator, then the primary criterion should
not be ownership because this could be denied. The grantee or applicant should be obligated to report the
presence of the appliance if all three of the following are true:
1. the appliance is in working order or has been out of order less than 3 months,
2. it is located inside the household and positioned for use (i.e. it is not packed in its original box in
some closet), and
3. it can be used or is being used by the family.

In other words, the grantee must report the appliance if the family is “a beneficial user” of the appliance ,
regardless of whether the appliance is owned by them or not.

The use of appliances is effective only if the aid provider has a way of conducting home visits. If the aid provider
cannot or does not make random home visits, then appliance beneficial ownership would be very difficult to use
as a factor in determining eligibility or in calibrating level of benefits. The listing of appliances below is given
with this caveat.

ELEMENT NUMBER F192

NAME OF ELEMENT TELEVISION
SHORT NAME TV
PURPOSE To provide a non-income indicator of socioeconomic level. This is specially
useful for scholarship programs targeted for the poor or calibrated to different
socioeconomic levels.
DEFINITION Presence of a functioning TV in the household, even if owned by a non-family
member such as a grandparent, aunt or uncle, even if installment payments
have not been completed. Include even if installments have not been
completed provided the appliance is already in the physical possession of the
family. Include TV anyway if the TV is used for business as in a cafeteria or
karaoke bar owned by the family.
CODING 1 Black and white TV.
2 Color TV with less than 12 in. screen or smaller.
3 Color TV with 13 in screen or wider.
9 No information provided on the matter.
ELEMENT NUMBER F193
NAME OF ELEMENT REFRIGERATOR
SHORT NAME FRIDGE
PURPOSE To provide a non-income indicator of socioeconomic level. This is specially
useful for scholarship programs targeted for the poor or calibrated to different
socioeconomic levels.
DEFINITION The presence of a refrigerator in the family dwelling which is used RENT-
FREE by the family , regardless of who owns it. Include even if installments
have not been completed provided the appliance is already in the physical
possession of the family.
CODING 1 Refrigerator 6 cu ft. or smaller.
2 Refrigerator 6-8 cu ft.
3 Refrigerator 8 cu ft. or bigger.
9 No information provided on the matter.

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ELEMENT NUMBER F194

NAME OF ELEMENT WASHING MACHINE
SHORT NAME WASHMACH
PURPOSE To provide a non-income indicator of socioeconomic level. This is specially
useful for scholarship programs targeted for the poor or calibrated to different
socioeconomic levels. Include even if installments have not been completed
provided the appliance is already in the physical possession of the family.
DEFINITION The presence of a washing machine in the family dwelling which can be used
rent-free by the family, regardless of who owns it.
CODING 1-digit code.
1 No washing machine in the house.
2 Yes, there is a washing machine but it is not owned by the family.
3 Yes, there is a washing machine and it is owned by the family.
9 No info provided on the matter.
ELEMENT NUMBER F195
NAME OF ELEMENT PERSONAL COMPUTER
SHORT NAME COMPUTER
PURPOSE
DEFINITION The presence of a computer in the family dwelling which can be used by the
family, regardless of who owns it. Personal computer or game computer but
not hand-held computer game. Include even if installments have not been
completed provided the appliance is already in the physical possession of
the family.
CODING 1-digit code.
1 No computer in the house.
2 Yes, there is a computer but it is not owned by the family.
3 Yes, there is a computer and it is owned by the family.
9 No info provided on the matter.
ELEMENT NUMBER F196
NAME OF ELEMENT AIRCONDITIONER
SHORT NAME AIRCON
PURPOSE To provide an indicator of socioeconomic level.
DEFINITION The no. of installed air conditioners in the house. Include even if installments
have not been completed provided the appliance is already in the physical
possession of the family.
CODING Numeric: 1 digit. If the grantee explicitly declares None, key in 0. Do not just
leave a blank entry. If no information is provided, key in 9.

OTHER APPLIANCES WHICH COULD BE USED TO CALIBRATE FINANCIAL

STANDING

TELEPHONE LANDLINE
CELLPHONE
FAX
FIREARM
VHS/ VCR/ DVD
CAMCORDER/ MOVIE CAMERA
FREEZER
COMPONENT STEREO SYSTEM
KARAOKE / LASER DISC
DIGITAL CAMERA
PIANO /ELECTRONIC ORGAN

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Data on an Individual Student 313

APPLICABILITY OF DATA ELEMENTS TO APPLICANTS AND

EX-GRANTEES
The general context in this chapter is that the person referred to is already a recipient of some financial aid and
is therefore already a student. However, a little pause will reveal that many of the data elements apply to an
applicant for financial aid. That is, many of these elements apply to a student who is still applying and is only a
prospective scholar. Conversely, many of the data elements also apply to an ex-grantee – whether the person
is an alumnus too or not.

CLASSIFYING THE VARIOUS “EXIT MODES” FROM THE SCHOLARSHIP:

This is the draft definition of a data element which could be used to classify ex-grantees, e.g. those who
graduated, those who were dropped from the aid program, or those who gave up the scholarship on their own
volition.

ELEMENT NUMBER F197

NAME OF ELEMENT EXIT MODE FROM SCHOLARSHIP
SHORT NAME NANGYARI
PURPOSE This is for ex-grantees and those who have graduated, not current grantees:
To identify the “exit reason”. For research purposes.
DEFINITION The reason why a grantee in the previous schoolyear is no longer a grantee
in the current schoolyear.
CODING 1-digit code.
1 Graduated with the scholarship. The student graduated while still enjoying
the scholarship. Definitely, this student is part of the “success” of the financial
aid program.
2 Graduated without the scholarship because the financial aid stopped.
The student graduated but was no longer a scholar at the time simply because
the financial aid stopped. This might happen, for instance, if the financial aid
is good for only one year, e.g. a “one-time offer”.
3 Dropped permanently by the aid provider due to poor academic
performance and/or other serious breach of rules. The student is counted
as part of the “failure” of the financial aid program.
4 Withdrew due to serious medical reasons. Student was in good standing
in the previous year but had to give up the financial aid permanently due to
serious illness or death. Include student who gives up scholarship due to
pregnancy. Neither a success nor failure.
5 Withdrew due to lack of funds. Even with the financial aid, the grantee (who
was otherwise in good standing) did not have enough funds to continue and
therefore stopped schooling entirely. For instance, a scholar who quits school
to get a job because his family needs the money. This means the scholarship
was “insufficient” to support a student who was doing well enough in school.
6 Voluntary withdrawal for non-economic and non-medical reasons.
Student was in good standing in the previous year but, for his own reasons,
voluntarily gave up the financial aid permanently without actually graduating.
For instance, students with good grades who shift to a degree program or HEI
not covered by the scholarship. Or students who have to quit school because
the family is emigrating.
7 Disappeared permanently without official leave. Student was otherwise
in good standing but simply disappeared.
9 No information provided on the matter.

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314 Data on a Scholarship Program

5/7/2004 5:43 AM
CHAPTER 8
DATA ON A SCHOLARSHIP PROGRAM
ENTITY BEING DESCRIBED: The entity to be described here is a student financial aid or scholarship
program, e.g. The Metrobank Foundation-Pi Lambda Theta Excellence in Teaching Program, The Selected
Ethnic Group Educational Assistance Plan, or the U.P. Socialized Tuition and Financial Assistance Program.

The data elements listed in this chapter refer to a specific financial aid program or “scholarship program”. The
data elements do not refer directly to the aid provider (usually an organization) nor to the specific scholar or
grantee (a person). One provider organization may offer several financial aid or scholarship programs. On
the other hand, one financial aid or scholarship program may have several grantees or awardees. The data
elements in this chapter refer to the financial aid or scholarship program itself.

The term “scholarship program” connotes high academic performance and/or tough academic competition.
However, the term is also used to refer to financial aid programs which are targeted for the poor and do not (or
may not) demand high academic performance. A student from a poor family with just-passing or so-so grades
may therefore be referred to as a “scholar” -- even if some may deem “grantee” or “beneficiary” as being
more appropriate. This distinction is not used in this chapter. Thus, the financial aid program may be referred
to as an “aid program”, a “scholarship program” or just plain “scholarship”. However, look closely at the data
elements STANDARDS and NEEDBASED. These data elements may be used to distinguish between “honest-
to-goodness” scholarships and generic student financial aid.

The definitions variously refer to the “student”, “applicant”, “scholar”, “awardee”, “grantee”, or “beneficiary”. All
these may be considered to be referring to the same person.

WHEN THE TERM “SCHOLAR” DEFINITELY DOES NOT APPLY

The prepaid “college plans” sold by College Assurance Plans, Inc. and its competitor companies are not
scholarships and are not financial aid programs. It is the student’s family who paid for the plans and these plans
cannot be considered as financial aid to the family or to the student. Such students should not be referred to
as scholars of the College Assurance Plan or any similar company. The term recommended for such students
is “plan holders”.

A student who receives financial assistance (or complete subsidy) from a relative such as a grandparent, aunt
or uncle is not considered to be a scholar or recipient of financial aid.

THE CLASSIFICATION OF FINANCIAL AID PROGRAMS

There are many ways to classify student financial aid or scholarship programs and each classification scheme
is defined by one data element. For instance, the element AIDTYPE categorizes financial aid programs into 6
groups:

1 Short-term student or family loan. The financial aid is in the form of a loan which
must be repaid within a very short period, e.g. before the end of the semester or end of
the schoolyear.

2 Study Now Pay Later plan. That is, no repayment is required until the student has
graduated and has obtained a job.

3 HEI work-study plan. In return for financial aid – tuition waiver and/or hourly wages -
- the student (while enrolled) has to render some work hours for the HEI .. For instance,
“student assistantships” where students get paid for rendering part-time hours at the
library, etc.

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Data on a Scholarship Program 315

4 Team-membership-related financial aid. For instance, financial aid to members of the

school varsity teams, cheerleading group, choir, school band, cultural group, etc. The
grantee is required to be an active participant in such school teams or groups.
5 Grantee’s /dependent’s educational benefit. That is, the grantee enjoys financial aid
because he is an employee of the aid provider or is the dependent ( spouse or child)
of an employee. The grant is available only for so long as the grantee or parent is an
employee in good standing. For instance: HEI staff and their children may be entitled to
tuition waivers or discounts in the same HEI.
6 Outright grant. The financial aid is an outright grant to the awardee. That is, the
student recipient does not have to repay the benefits received, does not have to render
some work hours or return service while still studying. The financial aid has nothing to
do with his own employment or the employment of his parent/s.

Other classificatory data elements defined and coded in this chapter are:

1. PUBLPRIV: whether the program is funded from public or private funds

2. UMPISA: if the financial aid is traditionally offered at the freshman level or at some upper
class year level.
3. TENOR: if there is need for an awardee to reapply each year. Or, subject to compliance with
retention rules, if the financial aid is available until the student graduates.
4. NEEDBASED: if financial need is required for eligibility. If only the poor are eligible to apply.
5. POORER: if financial need is used for ranking applicants already declared eligible. If a poorer
student, more than a merely poor student, has greater chances of getting the financial aid.
6. CALIBRATE1: if financial standing is used to calibrate the benefits to be received by
awardees. In other words, among the awardees, if the poorer students receive more benefits.
7. GRADEREQ: if there is a minimum HS grade (or minimum rank in the HS graduating class)
required for eligibility.
8. GRADERANK: if HS grades are used for ranking applicants already declared eligible.
9. CALIBRATE2: if grades are used to calibrate the benefits to be received by awardees. In
other words, among the awardees, if those with better grades get higher benefits.
10. TESTREQ: if awardees are chosen by a competitive examination.
11. STANDARDS: if the financial aid program imposes “high academic standards” for retention.
12. LEVEL: if the scholarship is intended for one educational level only (e.g. baccalaureate level
only)
13. DEGCHOICE: if the financial aid is limited to a specific degree program only, a specific group
of programs only, or if the awardee can use the aid for any degree program.
14. HEICHOICE: if the financial aid is limited to a specific HEI, a designated group of HEIs only,
or if the awardee can use the financial aid in any HEI of his choice.
15. GEOGRAPHY: if the “short list” from which the final awardees is chosen is national in scope,
regional in scope, or within an HEI only. In other words, if competition is nationwide, region
wide only or within an HEI only.
16. ETHNIC: if ethnicity is a factor in eligibility. To be eligible, applicant must be a member of the
pre-specified ethnic group.
17. CEILING: if the scholarship will cover tuition as billed or if there is a pre-specified ceiling.
18. CASHBEN: if the financial aid program provides cash benefits (e.g. stipends or allowances)
over and above tuition benefits.
19. GENEROSITY: the classification of scholarship programs into categories which may be
loosely interpreted as “very generous”, “generous”, “just adequate”, or “inadequate”

With at least 20 different ways to classify financial aid programs, there could be potentially as many as 6,400
different scholarship programs in the country ( if only because there are about 1,600 HEIs to begin with and
each of them offers at least 4 types of scholarships or financial aid). The classificatory data elements listed
above will help CHED make sense of such a potential mass of data.

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316 Data on a Scholarship Program

DATA ELEMENTS ABOUT A FINANCIAL AID PROGRAM

The data elements below refer to a financial aid or scholarship program. The data elements below
do not refer directly to the provider organization nor to the scholar himself. If there are 20 different scholarship
programs available in the HEI, what pieces of data does the HEI need about each of them? If there are 5,000-
8,000 different scholarships programs in the Philippines, what pieces of data does CHED need about each of
them?

ELEMENT NUMBER G001

NAME OF ELEMENT OFFICIAL NAME OF FINANCIAL AID PROGRAM
SHORT NAME AIDNAM1
PURPOSE To record the official name of the financial aid program.
DEFINITION The official name of the program, as in The State Scholarship Program, The
Selected Ethnic Group Educational Assistance Program, etc.
CODING No coding required. Text data: 80 characters.
ELEMENT NUMBER G002
NAME OF ELEMENT ACRONYM OF FINANCIAL AID PROGRAM
SHORT NAME AIDNAM2
PURPOSE To provide a convenient way to refer to the program.
DEFINITION The acronym, as used by the provider organization or as popularly known.
The State Scholarship Program is known as SSP. The Selected Ethnic
Group Educational Assistance Program is referred to as SEGEAP. If there
is no popular acronym, AIDNAME2 = None.
CODING Text data: 10 characters. Uppercase only.
ELEMENT NUMBER G003
NAME OF ELEMENT SHORT NAME OF FINANCIAL AID PROGRAM
SHORT NAME AIDNAM3
PURPOSE To provide a name which is shorter than the official name but longer and
more mnemonic than the acronym. To be used as a name which could be
used as a column heading or row title in some tabulation.
DEFINITION The “short name” – shorter than the official name but more recognizable
than an acronym. For instance, The State Scholarship Program has the
acronym SSP and the short name STATE SCHOL PROG. The latter is better
understood than SSP but is much shorter than the full name. The Dr. Emilio
B. Espinosa Memorial State College has an acronym DEBEMSC which may
not ring a bell with many people. However, the short name ESPINOSA MEM
ST COLL is not too long and yet is more recognizable.
CODING Text data: 20 characters. All uppercase.
ELEMENT NUMBER G004
NAME OF ELEMENT IDENTIFIER CODE NUMBER OF THE FINANCIAL AID PROGRAM
SHORT NAME AIDCODE
PURPOSE In a computer environment within CHED, to provide a unique identifier code
for the financial aid program.
DEFINITION Unique ID code as assigned by the CHED MIS office. Each financial aid
program will have its own code.
CODING Text data: 10 characters.

ELEMENT NUMBER G005

NAME OF ELEMENT IF FINANCIAL AID PROGRAM IS PUBLIC OR PRIVATE
SHORT NAME PUBLPRIV
PURPOSE To identify if the financial aid program is funded by public funds or private
funds. Public programs are subject to many restrictions but private ones are
more flexible.
DEFINITION If the financial aid program is funded by public funds or private funds.
CODING One digit code.

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Data on a Scholarship Program 317

1 Public-funded, regardless of whether the funds come from the GAA or not, or
whether the funds are identified specifically for scholarships or not. Note that
a scholarship funded by government Trust Funds or funded by a government
agency or corporation is public.
2 Private-funded. The source of funds is not the Philippine government or any
of its agencies.
9 No information provided on the matter.
ELEMENT NUMBER G006
NAME OF ELEMENT IF THERE IS LEGISLATION WHICH REQUIRES THE FINANCIAL AID
PROGRAM
SHORT NAME LEGALBAS1
PURPOSE To identify if the financial aid program is being offered under compulsion or
requirement by law. To distinguish financial aid programs which are offered
based on the civic-mindedness and generosity of the aid provider.
DEFINITION If the financial aid program is being offered under compulsion or requirement
by law, regardless of whether public or private. Although it is true that many
public-funded financial aid programs are compelled by specific legislations,
there are also many public-funded programs which are not offered under
such compulsion.

For instance, the UP STFAP was not compelled by law: it was a pure UP
initiative. On the other hand, some scholarships provided by private HEIs
– such as those required by the GASTPE Law for 5% of freshmen – are
compelled by law.
CODING One digit code.
1 Financial aid is being offered under compulsion or requirement of law.
2 Financial aid is not required by law, is being offered on the discretion, civic-
mindedness or generosity of the provider.
9 No information provided on the matter.
ELEMENT NUMBER G007
NAME OF ELEMENT LEGAL BASIS FOR FINANCIAL PROGRAM
SHORT NAME LEGALBAS2
PURPOSE To identify the law which requires the offering of the financial aid program.
DEFINITION The law which requires the offering of the aid program. For example: Republic
Act 1234 or Presidential Decree 5678
CODING Text data: alphanumeric, 80 characters. Include the year of approval in
parenthesis as in R.A. 1234 ( 1995). Key in “Purely Voluntary” if the aid
program is offered on the generosity of aid provider without compulsion by
law.
ELEMENT NUMBER G008
NAME OF ELEMENT CHED ORDER WHICH SPECIFIES IMPLEMENTING DETAILS OF
FINANCIAL AID PROGRAM
SHORT NAME CHEDORDR
PURPOSE To identify the CHED order which specifies the implementing rules and
regulations.
DEFINITION CHED Order no. and date of issuance.
CODING Text data: alphanumeric, 120 characters. Include the date of issuance in
parenthesis as in CHED Order S-02 ( May 15, 1999). If there is more than
one CHED order which is relevant, list that too. Write “None” if there is no
relevant CHED order. Do not leave blank entry.

ELEMENT NUMBER G009

NAME OF ELEMENT TYPE OF STUDENT FINANCIAL AID
SHORT NAME AIDTYPE
PURPOSE To classify student financial aid programs as to whether they are merely
loans or outright grants.

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318 Data on a Scholarship Program

DEFINITION The classification of the financial aid programs into the types listed below.
CODING A one-digit code is recommended as follows:
1 Short-term student or family loan. The financial aid is in the form of a loan
which must be repaid within a very short period, e.g. before the end of the
semester or end of the schoolyear.
2 Study Now Pay Later plan. That is, no repayment is required until the
student has graduated and has obtained a job.
3 HEI work-study plan. In return for financial aid – tuition waiver and/or hourly
wages -- the student (while enrolled) has to render some work hours for
the HEI. For instance, “student assistantships” where students get paid for
rendering part-time hours at the library, etc.
4 Team-membership-related financial aid. For instance, financial aid to
members of the school varsity teams, cheerleading group, choir, school
band, cultural group, etc. The grantee is required to be an active participant
in such school teams or groups.
5 Grantee’s or dependent’s educational benefit. That is, the grantee enjoys
financial aid because he is an employee of the aid provider. Or the grantee
is not an employee but is the dependent ( spouse or unmarried child) of an
employee. The grant is available only for so long as the grantee or parent is
an employee in good standing. For instance: HEI staff and their children may
be entitled to tuition waivers or discounts.
6 Outright grant. That is, student does not have to repay the benefits
received, does not have to render some work hours or return service while
still studying, and has nothing to do with his employment or the employment
of his parent/s.
9 No information provided on the matter.

ELEMENT NUMBER G010

NAME OF ELEMENT IF THE AWARDEE HAS TO REAPPLY EACH YEAR OR IF THE
SCHOLARSHIP IS AVAILABLE UNTIL GRADUATION
SHORT NAME TENOR
PURPOSE To indicate if there is need for an awardee to reapply each schoolyear.
DEFINITION If there is need for an awardee to reapply each schoolyear or if, subject to
retention conditions, the financial aid is automatically available each year
until graduation. The duration of the scholarship.
CODING 1-digit code.
1 Strictly on a year-to-year basis. Each year, regardless of grades, each
awardee must submit a new application and go through a new selection
process. Thus, even if student gets good grades, there is no guarantee that
the financial aid will be available in the next schoolyear.

Example: In the UP STFAP, a grantee this year may not be a grantee next
year. Even if the student gets good grades but wins first prize in Lotto this
year, student will no longer be eligible in the next year. Thus, for UP STFAP,
TENOR=1.
2 Automatic renewal to the next schoolyear (without need to reapply) if the
awardee satisfies retention requirements.
3 Automatic renewal to the next schoolyear regardless of grades.
9 No information provided on the matter.

ELEMENT NUMBER G011

NAME OF ELEMENT IF SCHOLARSIP IS LIMITED TO AN ETHNIC OR CULTURAL MINORITY
SHORT NAME MINORITY
PURPOSE To indicate if applications (and therefore grantees) are limited to members
of an ethnic or cultural minority.
DEFINITION If membership in an ethnic or cultural group is required for eligibility. Compare
with LIMITED.
CODING 1-digit code.

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Data on a Scholarship Program 319

1 Membership in an ethnic group is required. In other words, non-members of

the ethnic group are barred from the outset.
Example: Financial aid is for native Pampangos only. Or for Muslims only.
2 Membership in an ethnic group is NOT required for eligibility. Eligibility might
still be limited to a small set but eligibility is not based on ethnicity.
Example: Scholarship is for the blind only. Or for the low-salaried staff only.
9 No information provided on the matter.
ELEMENT NUMBER G012
NAME OF ELEMENT IF APPLICATIONS ARE LIMITED TO A SPECIFIC GROUP (OTHER THAN
CULTURAL MINORITIES)
SHORT NAME LIMITED
PURPOSE To indicate if applications (and therefore grantees) are limited to members
of a specific group which is not defined based on ethnic grouping and not
based on geographic location either.

Note that ethnic grouping is considered in the element MINORITY. Geographic

location is based on the previous element GEOGRAPHY.
DEFINITION If applications (and therefore grantees) are limited to a specific group which
is not defined based on ethnic grouping and not based on geographic
location either.
CODING 1-digit code.
1 Limited to a specific group. For instance: National athletes only. Rebel
returnees only. The blind only. Children of war veterans only. Children of
barangay officials only. Children of San Miguel Corporation employees
only. Children of faculty only. Low-salaried staff members only. Children of
fishermen only. Only the disabled, etc.

Note that these groups are not defined in terms of ethnicity and are not
defined by regional locations.
2 Not limited to a specific group defined by ethnicity or regional location. In
other words, open competition.
9 No information provided on the matter.

ELEMENT NUMBER G013

NAME OF ELEMENT IF THE FINAL SELECTION OF AWARDEES IS MADE FROM A NATIONAL
POOL OR SEPARATE SMALLER GEOGRAPHIC POOLS.
SHORT NAME GEOGRAPHY
PURPOSE To indicate the GEOGRAPHIC SCOPE of the “short list” from which the
final grantees are chosen. Selection from a larger pool geographic means
more competition and more equity but selection from a small pool means
more administrative convenience. To indicate if there is national ranking of
applications.
DEFINITION The GEOGRAPHIC SCOPE of the short list from which the final selection
of awardees is made. Whether applications are put into one big national
pool before final selection or if they are put into separate small geographic
pools.

Many scholarships accept applications from all over the country. Before final
selection, these applications may be put into just one national pool (such as
is done by DOST) or the applications are kept in separate regional pools,
separate congressional district pools, or separate university pools.

Do not confuse with the next element LIMITED.

CODING 1-digit code.

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320 Data on a Scholarship Program

1 Final selection of awardees is from a national pool of applicants. This is

how the DOST scholars are chosen – from the national pool of about 26,000
applicants who take a national exam. Applications are accepted from all
over the country and the final selection is made from the national pool.
This requires more time and more expenses but everybody in the country
competes on equal footing.
2 Final selection of awardees is from a pool of applicants within a region
only. The region is allotted a certain no. of slots, say 100. The final selection
of the 100 awardees is made from a pool of applicants within that region
only. Applicants from another region cannot join the competition. Applications
are received and processed within the region only: no need for a national
processing center.

With 16 regions in the country, this means 16 separate competitions in the

country. An applicant in one region may not get a scholarship if that region
runs out of slots --- even if the applicant may happen to be “more deserving”
than a grantee in another region.
3 Final selection of awardees is from a pool of applicants within a
congressional district only For example, a congressional district is allotted
a certain no. of slots, say 20. The final selection of the 20 awardees is made
from a pool of applicants within the district only. Applicants from another
district cannot join the competition. Application and processing occur entirely
within the district.

With almost 200 congressional districts in the country, this means 200
separate competitions in the Philippines. An applicant in one district may
not get a scholarship if that district runs out of slots --- even if the applicant
may happen to be “more deserving” than a grantee in another district.
5 Final selection of awardees is from a pool of applicants within one
province or city only. The province or city is allotted a certain no. of
slots, say 30. The final selection of the 30 awardees is made from a pool of
applicants from the province or city only. Applicants from outside the province
or city cannot join the competition. Application and processing occur entirely
within the province or city.
6 Final selection of awardees is from a pool of applicants within one HEI
only. The HEI is allotted a certain no. of slots, say 10, or the HEI itself is the
provider of 10 scholarships. The final selection of the 10 awardees is made
from a pool of applicants from the HEI only. Applicants from outside the HEI
cannot join the competition. Application and processing occur entirely within
the HEI.
7 Final selection of awardees is from a pool of applicants within one
college only of an HEI. The college is allotted a certain no. of slots, say 5.
The final selection of the 5 awardees is made from a pool of applicants within
the college only, e.g. College of Science only. Applicants from outside the
college cannot join the competition – not even a student from the same HEI.
Application and processing occur entirely within the college.
9 No information provided on the size of short list.

ELEMENT NUMBER G014

NAME OF ELEMENT IF SCHOLARSHIP IS FOR BACCALAUREATE LEVEL ONLY
SHORT NAME BACCONLY
PURPOSE To classify if the aid is available only to baccalaureate level students or if
the aid is also available to other levels, e.g. pre-baccalaureate or graduate
level.
DEFINITION Classification into the categories listed below. Note that each aid program
must be classified into one – and only one – of the following categories.
CODING 1-digit code.
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Data on a Scholarship Program 321

1 Baccalaureate level only.

2 Pre-baccalaureate only, e.g. technical/vocational.
3 Graduate or postgraduate level only, i.e. masters or doctoral.
4 Baccalaureate and pre-bacc only.
5 Baccalaureate and post grad only.
6 All tertiary levels.
9 No information provided on the matter.

ELEMENT NUMBER G015

NAME OF ELEMENT IF SCHOLARSHIP IS TRADITIONALLY OFFERED AT THE FRESHMAN
LEVEL OR AT THE UPPERCLASSMAN LEVEL
SHORT NAME UMPISA
PURPOSE To classify if the aid is traditionally offered at the freshman level or at any
year level. Scholarships traditionally offered to the freshmen depend very
much on high school grades as the academic eligibility criterion. On the
other hand, scholarships offered at the upper class level may use previous
college grades as the basis for academic eligibility.
DEFINITION Classification into the categories listed below.
CODING 1-digit code.
1 Financial aid or scholarship is traditionally or usually offered at the freshman
or first year level only. Example: the tuition waivers offered to high school
valedictorians are traditionally offered at the freshman level.

Many scholarships are traditionally offered at the freshman level but may also
admit a few upperclassmen to the slots vacated by disqualified freshman
holders. If recruitment at the upper class level is done only as an exception
to the rule, UMPISA=1.
2 Financial aid or scholarship is traditionally or usually made available only at
the upper class year level, e.g. graduating students only or junior standing
only.

The rationale behind a program which is usually made available at the upper
class level is that grades in the previous years are used to screen out high-
risk applicants. Financial aid for thesis costs is of course offered only to the
upperclassmen, not the first year students.
3 Financial aid is available at any year level in the program. For instance,
financial aid offered to members of the school choir or the varsity team is not
usually offered at a specific year level.
9 No information provided on the matter.

ELEMENT NUMBER G016

NAME OF ELEMENT IF THE SCHOLARSHIP IS AVAILABLE FOR A SPECIFIC DEGREE
ONLY
SHORT NAME FIELD ONLY
PURPOSE To answer: In what degree program or field can this scholarship be used?.
To classify if the aid may be enjoyed in a specific degree program only, a
selected group of degrees only, or if the grantee may avail himself of the
grant in any degree of his choice.
DEFINITION Classification into the categories listed below. Note that each aid program
must be classified into one – and only one – of the following categories.
(Compare with the next element HEIONLY).
CODING 1-digit code.
1 Specific degree program only. To be able to enjoy the financial aid, the
grantee has to enroll in the degree program specified by the provider. For
instance, B.S. Electrical Engineering only.

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322 Data on a Scholarship Program

2 More than one degree program but one specific field only. To be able
to enjoy the financial aid, the grantee has to enroll in a program belonging
to a field designated by the aid provider. For instance, DOST scholars have
to choose from Science and Technology programs only. Within the specific
field, there are many degree programs to choose from.
3 Any program at all. That is, the grantee may choose any degree program
and still be able to enjoy the financial aid. Grantee has an open choice for a
degree program.
9 No information provided on the matter.

ELEMENT NUMBER G017

NAME OF ELEMENT IF THE SCHOLARSHIP IS AVAILABLE IN A SPECIFIC HEI ONLY
SHORT NAME HEIONLY
PURPOSE To answer: is this scholarship available in one HEI only or can it be used in
another HEI?
DEFINITION Classification into the categories listed below. Note that each aid program
must be classified into one – and only one – of the following categories.
(Compare with previous element FIELD).
CODING 1-digit code.
1 One specific HEI only. Available in a specific HEI only. For instance, the
scholarship is available only in Ateneo de Naga.
2 A designated group of HEIs only. The grantee can avail himself of the
scholarship in a group of HEIs designated or specified by the aid provider.
For instance, some scholarships are available in SUCs only. Or in private
schools only (e.g. PESFA). Or in HEIs with Level II accreditation or higher
only.
3 Any HEI which will admit the grantee. That is, the grantee may use the
financial aid in any university which will admit him.
9 No information provided on the matter.

ELEMENT NUMBER G018

NAME OF ELEMENT IF FINANCIAL NEED IS REQUIRED FOR ELIGIBILITY
SHORT NAME NEEDBASED
PURPOSE To indicate if financial need is an eligibility requirement for the aid program.
DEFINITION If financial need is required for eligibility. Example: the eligibility
requirement might read “P 120,000 or less, and must own no real estate.”.
If a person does not meet these criteria, he is eliminated outright. In
this case there is a financial criterion which is used to make a yes-or-no
decision: eligible or not eligible.

REMARKS: For those satisfying the criteria, is there a differential treatment

between P 100,000 and P 75,000? If so, this subsequent issue is
addressed in the next data element POORER.

CODING 1-digit code

1 No, financial need is not required for eligibility. This means that the
rich, the not-so-rich/not-so-poor, and the poor are all eligible to apply.
Nobody is barred outright just because of financial standing. In this case
the scholarship program is said to be “need blind”. Compare with the next
element POORER.
2 Yes, financial need is an eligibility requirement. The program imposes
an eligibility criterion (or criteria). Those who do not satisfy the criteria are
eliminated outright.
9 No information provided on the matter.

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Data on a Scholarship Program 323

ELEMENT NUMBER G019

NAME OF ELEMENT IF FINANCIAL STANDING IS USED FOR RANKING THE ELIGIBLE
APPLICANTS.
SHORT NAME POORER
PURPOSE To indicate if financial standing is used for ranking the applicants who have
been declared “eligible”.
DEFINITION If financial standing is used for ranking the applicants who have
already been declared “eligible”. Do not confuse with the previous
element NEEDBASED.

Suppose the eligibility requirement is “ P120,000 or less” and suppose

there are 3 applicants: Applicant A with P 130,000, B with P 100,000 and
C with P75,000. In this example, applicant A is declared not eligible at the
very outset. However, both B and C are eligible. The question is: will more
priority be given to C just because C is poorer?
CODING 1-digit code
1 Financial standing is not used for ranking eligible applicants. If the
scholarship program does not differentiate between applicants B and C
based on their financial standing alone, then POORER = 1. After meeting
the financial eligibility criterion, there is no further need to differentiate
based on income. Put another way: among the poor, it does not matter
who is poorer.

2 Financial standing is used for ranking applicants. Continuing from

the example, if C (with P75,000) is given higher priority over B ( with P
100,000), then POORER=2. This means financial standing is used for
ranking. It also means that the scholarship program must have refined
criteria to decide: among the poor, who is poorer? Put another way: the
scholarship program must not only decide between black or white but it
must also distinguish between shades of gray.

9 No information provided on the matter.

ELEMENT NUMBER G020

NAME OF ELEMENT IF FINANCIAL STANDING IS USED TO CALIBRATE BENEFITS
SHORT NAME CALIBRATE1
PURPOSE After the awardees have been chosen, to indicate if financial standing is a
factor in determining the level of benefits. To determine if the level of benefits
is calibrated between the needy and the less-needy. To indicate if a finer
assessment of financial capability has to be conducted before benefits are
paid out.
DEFINITION After the final awardees are identified, if financial standing is used to calibrate
the level of benefits provided by the scholarship. For instance, if the poor get
higher stipends than the not-so-poor. (Note: Do not confuse with two other
data elements: NEEDBASED, POORER, and CALIBRATE2 ).
CODING 1-digit code
1 No, financial standing is not used to calibrate level of benefits. The
“poor” and “not-so-poor” get the same level of benefits.
2 Yes, financial standing is used to calibrate level of benefits. Thus, the
“poor” will receive higher benefits, e.g. higher stipends, than the “not-so-
poor”.
This means of course that the scholarship program must have some financial
bracketing procedure. Example: In the U.P. System, the benefits received
under STFAP vary with financial standing. The poor (e.g. Bracket 1) get more
benefits than the not-so-poor (e.g. Bracket 6). Because of this calibration,
the STFAP had to devise a way to bracket UP students into nine brackets.
9 No information provided on the matter.
Commission on Higher Education
324 Data on a Scholarship Program

ELEMENT NUMBER G021

NAME OF ELEMENT IF A MINIMUM HIGH SCHOOL GRADE OR RANK IN HS GRADUATING
CLASS IS REQUIRED FOR ELIGIBILITY
SHORT NAME GRADEREQ
PURPOSE To indicate if there is a minimum grade requirement (high school weighted
average or rank in HS graduating class) as an eligibility requirement for the
aid program.
DEFINITION If a minimum grade or high school rank is required for eligibility.
Example: “85% or higher”. This means, for example, that somebody with
84% is eliminated outright. Or the requirement could read “Top 5”. This
means that a person who graduated No. 6 is eliminated outright.

CODING 1-digit code

1 There is no minimum grade or high school rank required for eligibility.
In other words, those with poor grades or with poor ranks are not barred at
the outset. Nobody is eliminated outright just because of poor grades or low
rank. This means opportunities for late-blooming students but it also means
more costs to the scholarship provider.

2 There is a minimum grade or high school rank required for eligibility.

Examples of eligibility requirements: Example: “85% average or higher”.
“Top 10 only”. “Top 10% only”. Any person not satisfying these would be
eliminated outright.

9 No information provided on the matter.

ELEMENT NUMBER G022

NAME OF ELEMENT IF HIGH SCHOOL GRADES OR RANK IN HS GRADUATING CLASS ARE
USED FOR RANKING THE APPLICANTS.
SHORT NAME GRADERANK
PURPOSE To indicate if high school grades are used for ranking applicants to the
financial aid program.
DEFINITION If high school grades or rank in HS graduating class are used for
ranking the applicants.

Suppose the academic eligibility requirement is “ 85% or higher” and suppose

there are 3 applicants: Applicant A with 84%, B with 86% and C with 88%.
In this example, applicant A is ineligible at the very outset. However, both
B and C are eligible. The question is: will more priority be given to C just
because C has higher grades?
CODING 1-digit code
1 HS grade or rank in HS graduating class is not used for ranking
applicants. If the scholarship program does not differentiate between
applicants B and C based on their grades alone, then GRADERANK = 1.
After meeting the academic eligibility criterion, there is no further need to
differentiate based on grades. Put another way: among the high-performing
applicants, it does not matter who has higher grades. ( In this case, the
tiebreaker criterion could be financial standing.)
2 HS grade or rank in HS graduating class is used for ranking applicants.
Continuing from the example, if C is favored over B just because of grades,
then GRADERANK=2. This means the scholarship program must have
refined criteria to decide: among the high-performing applicants, who is
better? Put another way: the scholarship program must not only decide
between black or white but it must also distinguish between shades of gray.
9 No information provided on the matter.

Commission on Higher Education

Data on a Scholarship Program 325

ELEMENT NUMBER G023

NAME OF ELEMENT IF GRADES ARE USED TO CALIBRATE LEVEL OF BENEFITS FOR
AWARDEES
SHORT NAME CALIBRATE2
PURPOSE After the awardees are identified, to indicate if grades are a factor in
determining the level of benefits. To indicate if the scholarship provides
incentives for higher grades.
DEFINITION After the awardees are identified, if grades are used to calibrate the
level of benefits provided by the scholarship. For instance, those in the
Dean’s List ( i.e. cum laude candidates) get 50% tuition discounts but those
in the President’s List (i.e. magna/summa cum laude candidates) get 100%
tuition discount.
CODING 1-digit code
1 Grades are not used to determine level of benefits. No difference in
benefits between prospective cum laudes and prospective magna cum
laudes.
2 Grades are used to determine level of benefits. For instance, prospective
honor graduates get higher stipends. This means of course that the
scholarship program must compute average grades, in the current semester
and/or cumulative average grades.
9 No information provided on the matter.
ELEMENT NUMBER G024
NAME OF ELEMENT IF THE FINANCIAL AID PROGRAM PROVIDES STRUCTURED
PSYCHOSOCIAL ASSISTANCE
SHORT NAME PYSCHASSIST
PURPOSE To indicate if the program provides a structured psychosocial assistance to
the awardees.
DEFINITION
CODING 1-digit code
1 Program provides structured psychosocial assistance. This means an
orientation seminar, a structured counseling or briefing session on study
habits, how to cope with social pressures, etc.
2 Program has no structured psychosocial assistance component.
9 No information provided on the matter.
ELEMENT NUMBER G025
NAME OF ELEMENT IF AID PROVIDER CONDUCTS DATA VERIFICATION
SHORT NAME VERIFYDATA
PURPOSE To indicate if the aid provider conducts data verification. This applies to
program which are targeted for the poor or programs which calibrate the
level benefits based on financial standing.
DEFINITION
CODING 1-digit code
1 Yes, aid provider conducts data verification of socioeconomic data.
2 No, aid provided does not conduct data verification. For instance, if financial
need is not required for eligibility or if it is not used for calibrating the level
of benefits.
9 No information provided on the matter.
ELEMENT NUMBER G026
NAME OF ELEMENT PENALTY FOR SUPPLYING WRONG SOCIOECONOMNIC DATA
SHORT NAME PENALTY
PURPOSE To indicate what penalty (if any) is imposed by the scholarship program if
the grantee is discovered to have supplied wrong data. To indicate the aid
provider conducts data-verification procedures. This is specially relevant to
financial aid which are awarded based on financial need.
DEFINITION The penalty, if any, which the scholarship program imposes on scholars who
are discovered to have supplied wrong data.
CODING 1-digit code

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326 Data on a Scholarship Program

1 No penalty.
2 Grantee will be penalized if discovered to have submitted wrong or incomplete
socioeconomic data.
9 No information provided on the matter.
ELEMENT NUMBER G027
NAME OF ELEMENT IF THE SCHOLARSHIP ALLOWS THE GRANTEE TO RECEIVE A
SECOND SCHOLARSHIP
SHORT NAME EXCLUSIV
PURPOSE To indicate if the scholarship program allows a student to receive supplemental
benefits from a second scholarship or financial aid program. For a program
which provides only a low level of benefits, this indicates if the grantee can
look for supplemental sources of financial aid.
DEFINITION If the scholarship program allows the grantee to enjoy the benefits of a
second scholarship to supplement the benefits received from the original
program.
CODING 1-digit code
1 Scholarship program does NOT allow the grantee to receive a second
scholarship or second source of financial aid.
2 Scholarship program ALLOWS the grantee to receive a second source of
financial aid as supplement.
9 No information provided on the matter.
ELEMENT NUMBER G028
NAME OF ELEMENT CONDITION IMPOSED IF GRANTEE WITHDRAWS BEFORE
GRADUATION
SHORT NAME CONDITION
PURPOSE To indicate what condition (if any) is imposed by the scholarship program if
the grantee withdraws voluntarily in the middle of the program.
DEFINITION The condition, if any, which the scholarship program imposes on scholars
who withdraw voluntarily “in the middle of the program” without graduating.
Not to be confused with applicants who decline the offer of scholarship at the
outset or request deferment. Not to be confused with penalty imposed on
grantees who are caught cheating or lying. Not to be confused with penalty
(if any) on grantees who are dropped permanently by the provider for poor
academic records.
CODING 1-digit code
1 No condition. That is, a grantee may withdraw without penalty even before
graduating.
2 Condition or penalty for voluntary withdrawal. For instance: if the grantee
withdraws voluntarily, grantee must refund the benefits received so far.
9 No information provided on the matter.
ELEMENT NUMBER G029
NAME OF ELEMENT CONDITION IMPOSED AFTER GRADUATION
SHORT NAME PAGTAPOS
PURPOSE To indicate what condition (if any) is imposed by the scholarship program
after graduation.
DEFINITION The condition, if any, which the scholarship program imposes on its scholars
after they graduate.
CODING 1-digit code
1 Yes, a condition is imposed, e.g. stay in the Philippines for at least 2 years.
Or, start making payments on the student loan at least one year after date
of first employment. Or the scholar is obligated to work for the provider after
graduation
2 No, there is no condition imposed. After graduation, scholar is free of any
obligation. SUC students receive financial aid from public funds but there is
no obligation on them after they graduate.
9 No information provided on the matter.

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Data on a Scholarship Program 327

ELIGIBILITY REQUIREMENTS FOR THE SCHOLARSHIP

These are the eligibility requirements for applicants before they can apply. If any of these requirements
is not met, the student is not eligible to apply.

ELEMENT NUMBER G030

NAME OF ELEMENT IF FILIPINO CITIZENSHIP IS REQUIRED
SHORT NAME FILIPINO
PURPOSE To indicate if Filipino citizenship is required, e.g. government-funded
scholarships.
DEFINITION
CODING 1 Filipino citizenship is required as evidenced by a passport, birth certificate
or affidavit.
2 Filipino citizenship is not required.
9 No information provided on the matter.

ELEMENT NUMBER G031

NAME OF ELEMENT IF CERTIFICATE OF GOOD MORAL CHARACTER IS REQUIRED
SHORT NAME CHARACTER
PURPOSE All scholarships require “good moral character”. This element is used only
to indicate if a written certification of good moral character is needed for
eligibility.
DEFINITION
CODING 1 No written certification needed.
2 Written certification needed. For instance, certification of good moral
character from the HS principal. Or NBI clearance.
9 No information provided on the matter.
ELEMENT NUMBER G032
NAME OF ELEMENT MAXIMUM ANNUAL FAMILY INCOME
SHORT NAME MAX_INC1
PURPOSE To indicate the ceiling on annual GROSS family income for applicants and
grantees. To indicate if the scholarship program is targeted for the poor or if
it is open to all income levels.
DEFINITION The ceiling on GROSS annual family income ceiling or the maximum family
income above which the student is NOT eligible for financial aid. For example
many financial aid programs impose a P 120,000 ceiling so that a family with
gross income higher than this is NOT eligible for the program. If this is so,
MAX_INC1 = 120000
CODING Numeric: 7 digits. No commas, no peso sign, no centavos. If there is no
ceiling, key in “8888888”. If no information is provided on the matter, key in
“9999999”.

ELEMENT NUMBER G033

NAME OF ELEMENT MAXIMUM ANNUAL PER CAPITA FAMILY INCOME
SHORT NAME MAX_INC2
PURPOSE To indicate the ceiling on annual PER CAPITA GROSS family income for
applicants and grantees. ( At present there is no aid program which puts a
ceiling on per-capita income but there could be some in the future).
DEFINITION The ceiling on annual PER CAPITA family income. Most programs impose
a ceiling on total income but nothing explicit on per-capita family income.
If there is a ceiling on PER CAPITA income, MAX_INC2 will capture it.
Suppose the ceiling is “at most P120,000 for a family of six (2 parents plus
4 children)”. This means the effective ceiling is P 20,000 PER CAPITA per
year and therefore MAX_INC2 = 20000. A family of four ( 2 parents and 2
children) earning P100,000 per year would not qualify.

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328 Data on a Scholarship Program

CODING Numeric: 7 digits. No commas, no peso sign, no centavos. If there is no

explicit ceiling on per-capita income, key in “8888888”. If no information is
provided on the matter, key in “9999999”.
ELEMENT NUMBER G034
NAME OF ELEMENT MAXIMUM NET INCOME
SHORT NAME MAX_NET1
PURPOSE To indicate the ceiling on annual NET family income for applicants and
grantees. To indicate the level of net income which the scholarship uses to
identify the poor.
DEFINITION The ceiling on GROSS annual NET family income ceiling (i.e. gross income
less income taxes paid) or the maximum family NET income above which
the student is NOT eligible for financial aid. For example many financial aid
programs impose a P 120,000 ceiling on gross income. If the ceiling on NET
income is P100,000, MAX_NET1 = 100000
CODING Numeric: 7 digits. No commas, no peso sign, no centavos. If there is no
ceiling, key in “8888888”. If no information is provided on the matter, key in
“9999999”.
ELEMENT NUMBER G035
NAME OF ELEMENT MAXIMUM PER CAPITA NET INCOME
SHORT NAME MAX_NET2
PURPOSE To indicate the ceiling on annual PER CAPITA NET family income for
applicants and grantees.
DEFINITION The ceiling on annual PER CAPITA NET family income (i.e. after deducting
income taxes).
CODING Numeric: 7 digits. No commas, no peso sign, no centavos. If there is no
ceiling, key in “8888888”. If no information is provided on the matter, key in
“9999999”.
ELEMENT NUMBER G036
NAME OF ELEMENT MAXIMUM “WEALTH LEVEL” ALLOWED BY AID PROVIDER
SHORT NAME MAX_WEALTH
PURPOSE A scholarship program (e.g. UP STFAP) may use its own formula to compute
the family’s “wealth level”. For such a program, there could be a maximum
wealth level for eligibility. A family above the wealth level is not eligible.
DEFINITION The maximum “wealth level” ( in pesos) allowed by provider where wealth
level is as computed by the aid provider. ( In the UP STFAP, the brackets
are not defined in terms of gross income nor net income. There is a formula
for computing the wealth level based on gross income, the taxes paid, the
family size and ages of the children, value of assets and liabilities. The
STFAP brackets are defined in terms of this “computed wealth level”.).
CODING Numeric: 7 digits. No commas, no peso sign, no centavos. If there is no
“wealth level” computed by the aid provider, key in “0”. If the no information
is provided on the matter, key in “9999999”.
ELEMENT NUMBER G037
NAME OF ELEMENT IF THERE IS A MINIMUM NSAT SCORE
SHORT NAME NSATREQ
PURPOSE To indicate if the financial aid program requires a minimum NSAT score for
eligibility. To indicate if the aid program uses a standardized test for pre-
qualifying applicants.
DEFINITION If there is a minimum NSAT score required for applicants.
CODING 1-digit code.
1 Yes, there is a minimum NSAT score needed for eligibility.
2 Nothing required on NSAT scores for eligibility.
9 No information provided on the matter.

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Data on a Scholarship Program 329

ELEMENT NUMBER G038

NAME OF ELEMENT MINIMUM NSAT OVERALL SCORE
SHORT NAME MIN_NSAT
PURPOSE To indicate the minimum NSAT overall score as eligibility criterion. To indicate
how scores in the standard national high school test are used to decide
eligibility.
DEFINITION The minimum NSAT overall score ( in percentage) which the applicant must
satisfy before being considered eligible. If the applicant has to have at least
85% in NSAT, then MIN_NSAT = 85.0
CODING Numeric: 3 digits as in XX.X Rounded to one decimal place. No % sign. If
there is no floor on the NSAT SCORE, key in “0”. If no information is provided
on the matter, key in “99.9”.
ELEMENT NUMBER G039
NAME OF ELEMENT MINIMUM NSAT SCORE IN MATH
SHORT NAME MIN_NSAT1
PURPOSE To indicate the minimum NSAT MATH score as eligibility criterion. This is
important for scholarships in the S & T field.
DEFINITION The minimum NSAT MATH score ( in percentage) which the applicant must
satisfy before being considered eligible. If the applicant has to have at least
80% in NSAT MATH, then MIN_NSAT1 = 80.0
CODING Numeric: 3 digits as in XX.X Rounded to one decimal place. No % sign.
If there is no floor on NSAT MATH, key in “0”. If no info is provided on the
matter, key in “99.9”.
ELEMENT NUMBER G040
NAME OF ELEMENT MINIMUM NSAT SCORE IN SCIENCE
SHORT NAME MIN_NSAT2
PURPOSE To indicate the minimum NSAT SCIENCE score as eligibility criterion. This
is important for scholarships in the S & T field.
DEFINITION The minimum NSAT SCIENCE score ( in percentage) which the applicant
must satisfy before being considered eligible. If the applicant has to have at
least 80% in NSAT SCIENCE, then MIN_NSAT2 = 80.0
CODING Numeric: 3 digits as in XX.X Rounded to one decimal place. No % sign. If
there is no floor on NSAT SCIENCE, key in “0”. If no info is provided on the
matter, key in “99.9”.
ELEMENT NUMBER G041
NAME OF ELEMENT MINIMUM NSAT SCORE IN ENGLISH
SHORT NAME MIN_NSAT3
PURPOSE To indicate the minimum ENGLISH NSAT average as eligibility criterion.
English proficiency is critical for success in tertiary level.
DEFINITION The minimum ENGLISH NSAT average ( in percentage) which the applicant
must satisfy before being considered eligible. If the applicant has to have at
least 80% in NSAT ENGLISH, then MIN_NSAT3 = 80.0
CODING Numeric: 3 digits as in XX.X Rounded to one decimal place. No % sign. If
there is no floor on NSAT ENGLISH, key in “0”. If no information is provided
on the matter, key in “99.9”.
ELEMENT NUMBER G042
NAME OF ELEMENT MINIMUM GENERAL HIGH SCHOOL AVERAGE
SHORT NAME MIN_GRAD%
PURPOSE To indicate the minimum general high school average as eligibility criterion.
DEFINITION The minimum general high school average ( in percentage) which the
applicant must satisfy before being considered eligible. If the applicant has
to have at least 85%, then MIN_GRAD% = 85.0
CODING Numeric: 3 digits as in XX.X Rounded to one decimal place. No % sign. If
there is no floor on HS GENERAL AVERAGE, key in “0”. If no information is
provided on the matter, key in “99.9”.

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330 Data on a Scholarship Program

ELEMENT NUMBER G043

NAME OF ELEMENT MINIMUM HIGH SCHOOL AVERAGE IN MATH
SHORT NAME MIN_MATH%
PURPOSE To indicate the minimum MATHEMATICS high school average as eligibility
criterion. This is important for scholarships in the S & T field.
DEFINITION The minimum MATHEMATICS high school average ( in percentage) which
the applicant must satisfy before being considered eligible. If the applicant
has to have at least 80% in HS MATH, then MIN_MATH% = 80.0
CODING Numeric: 3 digits as in XX.X Rounded to one decimal place. No % sign. If
there is no floor on HS MATH, key in “0”. If no information is provided on the
matter, key in “99.9”.
ELEMENT NUMBER G044
NAME OF ELEMENT MINIMUM HIGH SCHOOL AVERAGE IN SCIENCE
SHORT NAME MIN_SCI%
PURPOSE To indicate the minimum SCIENCE high school average as eligibility criterion.
This is important for scholarships in the S & T field.

DEFINITION The minimum SCIENCE high school average ( in percentage) which the
applicant must satisfy before being considered eligible. If the applicant has
to have at least 80% in HS Science, then MIN_SCI% = 80.0

CODING Numeric: 3 digits as in XX.X Rounded to one decimal place. No % sign. If

there is no floor on HS SCIENCE, key in “0”. If no information is provided on
the matter, key in “99.9”.
ELEMENT NUMBER G045
NAME OF ELEMENT MINIMUM HIGH SCHOOL AVERAGE IN ENGLISH
SHORT NAME MIN_ENGL%
PURPOSE To indicate the minimum ENGLISH high school average as eligibility criterion.
English proficiency is critical for success in tertiary level.
DEFINITION The minimum ENGLISH high school average (in percentage) which the
applicant must satisfy before being considered eligible. If the applicant has
to have at least 80% in HS ENGLISH, then MIN_ENGL% = 80.0
CODING Numeric: 3 digits as in XX.X Rounded to one decimal place. No % sign. If
there is no floor on HS ENGLISH, key in “0”. If no information is provided on
the matter, key in “99.9”.
ELEMENT NUMBER G046
NAME OF ELEMENT FLOOR PERCENTAGE RANK IN HS GRADUATING CLASS
SHORT NAME MIN_RANK%
PURPOSE To indicate if applicants must be in the Top X% of HS graduating class.
DEFINITION If the applicant has to belong to the Top 10% of the HS graduating class,
then MIN_RANK% = 10.0 This means a student below the top 10% is NOT
eligible to apply.
CODING Numeric: 3 digits as in XX.X Rounded to one decimal place. No % sign. If
there is no floor on percentage rank, key in “0”. If no information is provided
on the matter, key in “99.9”.
ELEMENT NUMBER G047
ELEMENT NAME MINIMUM RANK WITHIN HS GRADUATING CLASS
SHORT NAME MIN_RANK
PURPOSE To indicate if applicants must be in the Top N of the HS graduating class.
DEFINITION If the applicant has to belong to the Top 15 of the HS graduating class, then
MIN_RANK = 15. This means a student who is ranked 16 or below is NOT
eligible to apply.
CODING Numeric: 2 digits as in XX. No decimal place. If there is no floor rank, key in
“88”. If the grade floor is not known or not indicated, key in “99”.

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Data on a Scholarship Program 331

CODING Numeric: 3 digits as in XX.X Rounded to one decimal place. No % sign. If

there is no floor on rank in the graduating class, key in “0”. If the NSAT floor
is not known or not indicated, key in “99.9”.

ELEMENT NUMBER G048

NAME OF ELEMENT IF A NOTARIZED CONTRACT IS NEEDED
SHORT NAME CONTRACT
PURPOSE If the grantee is required to execute a notarized contract with the aid
provider.
DEFINITION
CODING 1 Notarized contract is necessary.
2 Written contract or agreement is necessary but notarization is not required.
3 No written contract or agreement is required.
9 No information provided on the matter.

RETENTION REQUIREMENTS OF SCHOLARSHIP PROGRAM

What conditions are imposed by the program for a scholar to retain his benefits for one more semester
or schoolyear?

ELEMENT NUMBER G049

NAME OF ELEMENT IF ANNUAL FAMILY INCOME IS REVIEWED EVERY YEAR
SHORT NAME REV_INC
PURPOSE To indicate if the annual family income is reviewed every year as part of
retention requirements. To indicate if the financial aid program is sensitive
to changes in annual income.
DEFINITION If the annual family income has to be reported each year as part of the
verification process that the family still is poor and therefore eligible for aid.
CODING 1-digit code.
1 Annual family income is not monitored in succeeding years. In other words,
a family is assumed to retain its financial rating from year to year.
2 Annual family income is reported every year and reviewed. If the new annual
family income is still within limits, scholarship is retained. If outside the limits,
scholarship is withdrawn. ( Under the UP STFAP program, grantees report
their incomes every year so that grantees may be re-bracketed if necessary,
depending on whether the family income has increased or decreased).
9 No information provided on the matter.
ELEMENT NUMBER G050
NAME OF ELEMENT IF OTHER SOCIOECONOMIC DATA IS REVIEWED EVERY YEAR
SHORT NAME REV_DATA
PURPOSE To indicate if other socioeconomic data is reviewed annually. To indicate if
the level of benefits may depend on the annual changes in socioeconomic
indicators. .
DEFINITION If socioeconomic data (other than ITR income) is reviewed every year by the
financial aid provider.
CODING 1-digit code.
1 Yes, socioeconomic data is reviewed every year. The data is updated each
year and the bracketing is revised when necessary.
2 No. Socioeconomic data is not updated. The data submitted on the date of
original application remains the only socioeconomic data on record.
9 No information provided on the matter.

ELEMENT NUMBER G051

NAME OF ELEMENT IF THE FINANCIAL AID IMPOSES HIGH ACADEMIC RETENTION
REQUIREMENTS
SHORT NAME STANDARDS
PURPOSE To indicate if the financial aid program imposes “high academic standards”
for retention purposes or if passing grades are sufficient.

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332 Data on a Scholarship Program

DEFINITION If the financial aid program imposes high academic standards for retention.
CODING 1-digit code.
1 “High academic standards” required for retention. Program is limited to “the
best schools”. Average grade requirements must be clearly above just-
passing.

In other words, the program is an honest-to-goodness scholarship program.

(This definition needs more tightening).
2 “Fair academic standards” required for retention.
3 Passing grades ( and no incompletes) are sufficient for retention. The
program is more appropriately referred to as a “grant-in-aid” or plain financial
aid.
9 No information provided on the matter.
ELEMENT NUMBER G052
NAME OF ELEMENT MAXIMUM NO. OF FAILURES IN A MAJOR SUBJECT
SHORT NAME MAXFAIL1
PURPOSE To indicate how stringent or how lax the academic requirements are.
DEFINITION The maximum no. of FAILURES in a MAJOR subject allowed in one
semester before the scholarship is withdrawn by the provider. The issue
of which subjects are considered as “major” depends on the HEI and the
aid provider. Sometimes, the HEI and the provider are interested only in
monitoring failures in “required” subjects or in “academic” subjects.
CODING Numeric: 1-digit. MAXFAIL1=1 means that scholarship will be suspended
or withdrawn if the grantee fails even just one major subject. MAXFAIL1 =2
means grantee can fail one major subject without losing the scholarship but
a 2nd failure in a major subject means loss or suspension of the scholarship.
Key in “9” if no information is available on the matter.
ELEMENT NUMBER G053
NAME OF ELEMENT MAXIMUM NO. OF FAILURES IN A NON-MAJOR SUBJECT
SHORT NAME MAXFAIL2
PURPOSE To indicate how stringent or how lax the academic requirements are. To
indicate if retention in the program depends on whether a failure is in a major
subject or non-major subject.
DEFINITION The maximum no. of FAILURES in a NON-MAJOR subject allowed in one
semester before the scholarship is withdrawn by the provider.
CODING Numeric: 1-digit. MAXFAIL2=1 means that scholarship will be suspended or
withdrawn if the grantee fails even just one non-major subject. MAXFAIL2 =2
means grantee can fail one non-major subject without losing the scholarship
but a 2nd failure in a non-major subject means loss or suspension of the
scholarship. Key in “9” if no information is available on the matter.
ELEMENT NUMBER G054
NAME OF ELEMENT MAXIMUM NO. OF INCOMPLETES OR CONDITION IN MAJOR
SUBJECTS
SHORT NAME MAXINC1
PURPOSE To indicate how stringent or how lax the academic requirements are.
DEFINITION The maximum no. of INCOMPLETE OR CONDITION grades In MAJOR
SUBJECTS allowed in one semester before the scholarship is withdrawn by
the provider.
CODING Numeric: 1-digit. MAXINC1=1 means that scholarship will be suspended
or withdrawn if the grantee incurs even just one Incomplete or Condition
grade in a major subject. MAXINC1 =2 means grantee can incur one INC
or Condition in a major subject without losing the scholarship but a 2nd INC
or Condition in a major subject means loss or suspension of the scholarship.
Key in “9” if no information is available on the matter.

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Data on a Scholarship Program 333

ELEMENT NUMBER G055

NAME OF ELEMENT MAXIMUM NO. OF INCOMPLETES OR CONDITION IN NON-MAJOR
SUBJECTS
SHORT NAME MAXINC2
PURPOSE To indicate how stringent or how lax the academic requirements are.
DEFINITION The maximum no. of INCOMPLETE OR CONDITION grades in NON-
MAJOR subject allowed in one semester before the scholarship is withdrawn
by the provider.
CODING Numeric: 1-digit. MAXINC2=1 means that scholarship will be suspended or
withdrawn if the grantee incurs even just one Incomplete or Condition grade.
MAXINC2 =2 means grantee can incur one INC or Condition without losing
the scholarship but a 2nd INC or Condition means loss or suspension of the
scholarship. Key in “9” if no information is available on the matter.
ELEMENT NUMBER G056
NAME OF ELEMENT MAXIMUM NO. OF SUBJECT DROPPING BEFORE SCHOLARSHIP IS
SUSPENDED OR WITHDRAWN
SHORT NAME MAXDROP
PURPOSE To indicate how stringent or how lax the academic requirements are.
DEFINITION The maximum no. of DROPPING allowed in one semester before the
scholarship is withdrawn by the provider.
CODING Numeric: 1-digit. MAXDROP=1 means that scholarship will be suspended or
withdrawn if the grantee drops even just one subject. MAXINC =2 means
grantee can drop one subject without losing the scholarship but a 2nd drop
means loss or suspension of the scholarship. Key in “9” if no information is
available on the matter.
ELEMENT NUMBER G057
NAME OF ELEMENT MINIMUM SEMESTRAL AVERAGE TO BE MAINTAINED
SHORT NAME MINGWA
PURPOSE To indicate how stringent or how lax the academic requirements are.
DEFINITION The minimum semestral general weighted average (GWA) which has to be
maintained for retention in the program.
CODING Numeric: 3 digits as in XX.X Rounded to one decimal place. No % sign. If
there is no floor requirement on semestral average, key in “0”. If the grade
floor is not known or not indicated, key in “99.9”. MINGWA=85.0 means
grantee must maintain 85.0% of better. If GWA is below this, scholarship will
be withdrawn by the provider or scholarship will be suspended.
ELEMENT NUMBER G058
NAME OF ELEMENT MINIMUM CUMULATIVE AVERAGE TO BE MAINTAINED
SHORT NAME MINGWA
PURPOSE To indicate how stringent or how lax the academic requirements are.
DEFINITION The minimum CUMULATIVE general weighted average (GWA) which has to
be maintained for retention in the program.
CODING Numeric: 3 digits as in XX.X Rounded to one decimal place. No % sign. If
there is no floor on cumulative average, key in “0”. If the grade floor is not
known or not indicated, key in “99.9”. MINGWA=85.0 means grantee must
main 85.0% of better. If GWA is below this scholarship will be withdrawn
by the provider.
ELEMENT NUMBER G059
NAME OF ELEMENT IF OTHER CONDITIONS ARE REQUIRED FOR RETENTION
SHORT NAME RETAIN
PURPOSE To indicate if there are other requirements needed for retention in the
scholarship program.
DEFINITION
CODING 1-digit code.
1 No other retention requirements.
2 Yes, there are other retention requirements.
9 No information available on the matter.

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334 Data on a Scholarship Program

ELEMENT NUMBER G060

ELEMENT NAME IF THERE IS AN APPEAL PROCESS
SHORT NAME APPEALS
PURPOSE To indicate if the scholarship program provides “some leeway” or leniency
condition in enforcing the retention requirements. To indicate if appeals to
the retention rules are allowed, if the scholarship has some flexibility.
DEFINITION
CODING 1-digit code.
1 No leeway at all. Rules are enforced to the letter.
2 Some leeway is given for “special circumstances”.
9 No information is provided on the matter.

HEADCOUNTS AND CLASSIFICATION OF GRANTEES

ELEMENT NUMBER G061

NAME OF ELEMENT TOTAL NO. OF GRANTEES AS OF A CENSUS DATE
SHORT NAME GRANTEES1
PURPOSE To record the total number of grantees (in the scholarship program) as of a
specific census date.
DEFINITION The total no. of grantees in the program as of a specific census date. Total
includes all those “in good standing” and those suspended but not those
whose scholarships have been withdrawn permanently. The recommended
annual census date is September 1 of each year -- enough time for
grantees to complete their documentation and for the aid provider to record
all relevant data.
CODING Numeric: 6 digits. XXXXXX
ELEMENT NUMBER G062
NAME OF ELEMENT TOTAL NO. OF GRANTEES “IN GOOD STANDING” AS OF A CENSUS
DATE
SHORT NAME GRANTEES
PURPOSE To record the total number of grantees “in good standing” and who are
actually enrolled as of a specific census date.

DEFINITION The total no. of grantees “in good standing” in the program and who are
actually enrolled as of a specific census date. This includes all those who
have submitted complete documentation and have complied with all retention
rules. Exclude scholars who are “deferred” status, suspended or “on official
leave”. The recommended annual census date is September 1 of each
year -- enough time for grantees to complete their documentation and for
the aid provider to record all relevant data.
CODING Numeric: 6 digits. XXXXXX
ELEMENT NUMBER G063
NAME OF ELEMENT NO. OF GRADUATES OVER A SPECIFIED SCHOOLYEAR.
SHORT NAME NAGTAPOS
PURPOSE To record the number of grantees (in the scholarship program) who were
able to graduate in a specified schoolyear.
DEFINITION The no. of grantees in the program who were able to graduate while enjoying
the benefits of the financial aid for a specific schoolyear. This includes those
who got their degree any date in the 1st sem, 2nd sem or summer session,
i.e. between June 1 and May 31 of the next year. Even if the scholarship
did not fund all 4 year levels of education, the grantee should be counted in
NAGTAPOS if the student graduated while enjoying the scholarship. Exclude
students who, at the time of graduation, no longer enjoyed the financial
aid. ( Note that students counted in NAGTAPOS are also included among
GRANTEES in good standing).
CODING Numeric: 6 digits. XXXXXX

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Data on a Scholarship Program 335

ELEMENT NUMBER G064

NAME OF ELEMENT NO. OF GRANTEES SUSPENDED
(SEMESTER )
SHORT NAME SUSPENDED
PURPOSE To record the number of grantees in the program who were suspended. To
provide a measure of “non-compliance” with the conditions of the financial
aid.
DEFINITION The no. of grantees in the program who were suspended ( but not permanently
dropped) at any time during a specified schoolyear for poor academic
performance or non-compliance with other rules.
CODING Numeric: 5 digits.
ELEMENT NUMBER G065
NAME OF ELEMENT NO. OF GRANTEES ON “DEFERRED STATUS”
(SEMESTER )
SHORT NAME DEFERRED
PURPOSE To record the number of grantees in the program who are on official “deferred
status” during the schoolyear.
DEFINITION The no. of grantees in the program who are officially on deferred status,
i.e. not currently enrolled but otherwise in good standing. These are new
grantees who requested for a deferral. (Compare with next element).
CODING Numeric: 5 digits.
ELEMENT NUMBER G066
NAME OF ELEMENT NO. OF GRANTEES ON “OFFICIAL LEAVE OF ABSENCE”
(SCHOOLYEAR)
SHORT NAME LOA
PURPOSE To record the number of grantees in the program who are on official leave of
absence (and therefore not enrolled) during the schoolyear.

DEFINITION The no. of grantees in the program who are on official leave of absence
(and therefore not currently enrolled) but otherwise in good standing. This
means upperclassmen who have enjoyed the scholarship for some period
but requested official leave, e.g. for a medical break or for some acceptable
reason. Do not confuse with DEFERRED or SUSPENDED.
CODING Numeric: 5 digits.
ELEMENT NUMBER G067
NAME OF ELEMENT NO. OF GRANTEES DROPPED PERMANENTLY
(SCHOOLYEAR)
SHORT NAME TERMINATED
PURPOSE To record the number of grantees in the program whose financial aid was
withdrawn permanently by the aid provider.
DEFINITION The no. of grantees in the program whose financial aid was permanently
withdrawn for some negative reasons, e.g. academic failures or serious
breach of rules by the grantee. Exclude those who were dropped because
they simply did not enroll but were otherwise in good standing. Exclude
those who graduated or who withdrew voluntarily.
CODING Numeric: 5 digits.
ELEMENT NUMBER G068
NAME OF ELEMENT NO. OF GRANTEES WHO GAVE UP FOR FINANCIAL REASONS
(SCHOOLYEAR)
SHORT NAME GAVEUP1
PURPOSE To record the no. of grantees in the scholarship program who gave up
schooling because of lack of personal or family funds which the financial aid
could not cover.
DEFINITION The no. of grantees who had to stop schooling – and therefore lost the financial
aid – because, on its own, the family did not have enough finances.
CODING Numeric: 5 digits.

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336 Data on a Scholarship Program

ELEMENT NUMBER G069

NAME OF ELEMENT NO. OF GRANTEES WHO GAVE UP FOR MEDICAL REASONS
(SCHOOLYEAR)
SHORT NAME GAVEUP2
PURPOSE To record the no. of grantees in the scholarship program who gave up
schooling because of illness or some other medical reason.
DEFINITION The no. of grantees who had to give up the financial aid because of illness
or medical reasons. Include grantees who died.
CODING Numeric: 5 digits.
ELEMENT NUMBER G070
NAME OF ELEMENT NO. OF GRANTEES WHO GAVE UP FOR OTHER REASONS
(SCHOOLYEAR)
SHORT NAME GAVEUP3
PURPOSE To record total the no. of “voluntary withdrawals” from the scholarship for
non-financial and non-medical reasons.
DEFINITION The no. of grantees who, on their own volition, withdrew formally or officially
from the scholarship
CODING Numeric: 5 digits.
ELEMENT NUMBER G071
NAME OF ELEMENT NO. OF GRANTEES AWOL
SHORT NAME AWOL
PURPOSE To record total the no. of grantees who disappeared or abandoned their
scholarships without official notice or permission.
DEFINITION The no. of grantees who disappeared or abandoned their scholarships
without official notice or permission.
CODING Numeric: 5 digits.

PERFORMANCE INDICATORS OF THE SCHOLARSHIP PROGRAM

ELEMENT NUMBER G072

NAME OF ELEMENT GRADUATION RATE OF SCHOLARS IN THE PROGRAM
SHORT NAME GRADUATION%
PURPOSE To record the graduation rate of scholars in the program.
DEFINITION For the cohort group awarded 4 years ago, the no. of scholars who were
able to graduate (while still enjoying the scholarship) as a percentage of
the original no. of awardees. For instance, in 2001, we look at the batch of
original awardees in June 1997 who were enrolled in 4-year programs. If
there were 40 awardee freshmen in June 1997 and 30 of them graduated
from 4-year courses in April 2001 while retaining the scholarship, then
GRADRATE = 30/40 = 75.0 %.

To continue the example: If 10 freshmen started 5-year courses in June

1996 and 8 of them graduated from the 5-year programs in April 2001, then
GRADRATE = (30+8)/ (40+10) = 38/50 = 76.0%. This is the graduation rate
that applies for schoolyear 2000-01.

Exclude from the numerator a student whose financial aid was terminated
but was able to graduate anyway. This might happen if scholars are required
to maintain a weighted average which is higher than the usual HEI passing
rate. It is then possible for a scholar to be dropped from the scholarship
but not from the HEI. If the scholarship retention average is 2.75 and the
student gets 2.85, the student is dropped from the scholarship but remains
to be a student in good standing. The terminated scholar may be able to
graduate anyway but his graduation should not be credited to the scholarship
program.
CODING Numeric: 3 digits with one decimal place as in XX.X No percentage sign.
Commission on Higher Education
Data on a Scholarship Program 337

ELEMENT NUMBER G073

NAME OF ELEMENT ADVANCEMENT RATE OF SCHOLARS IN THE PROGRAM
SHORT NAME ADVANCE%
PURPOSE To capture outright passing rate of scholars.
DEFINITION As a percentage of the total no. of grantees at the start of the schoolyear,
the no. of grantees who advanced successfully to the next year level or who
graduated while retaining the scholarship.
Example: if there were 200 grantees at the start of the schoolyear and if at
the end of the schoolyear, 150 of them advanced to the next year level (i.e.
from 1st year to 2nd year, from 2nd year to 3rd year, and 3rd year to 4th year
while satisfying the scholarship retention requirements) and if, in addition,
20 were able to graduate, then ADVANCE% = 170/200= 85%.

From the numerator, exclude those who “did not advance”: grantees who
were temporarily ineligible, grantees who were dropped permanently,
grantees who gave up permanently on their own, and grantees who were
AWOL. From the denominator, exclude those who requested deferment.
Compare with the next element.
CODING Numeric: 3 digits with one decimal place as in XX.X No percentage sign.
ELEMENT NUMBER G074
NAME OF ELEMENT PERCENTAGE OF SCHOLARS WHO BECOME TEMPORARILY
INELIGIBLE
SHORT NAME SUSPENDED%
PURPOSE To indicate percentage of scholars who become temporarily ineligible.
DEFINITION As a percentage of total no. of grantees at the beginning of the schoolyear,
the no. of grantees who are temporarily ineligible, e.g. due to incomplete
grades or non-submission of certain documents.

For instance, if there were 200 grantees at the start of the year and if at
the end of the year, 10 of them become temporarily ineligible ( e.g. due to
incomplete grades), then SUSPENDED% = 10/200= 5.0%.

From the numerator and denominator, exclude those who requested

deferment.
CODING Numeric: 3 digits with one decimal place as in XX.X No percentage sign.
ELEMENT NUMBER G075
NAME OF ELEMENT PERCENTAGE OF SCHOLARS WHO ARE DROPPED PERMANENTLY
SHORT NAME DROPRATE
PURPOSE To indicate the percentage of scholars who were permanently dropped.
DEFINITION As a percentage of total no. of grantees at the beginning of the schoolyear,
the no. of grantees who at the end of the schoolyear are permanently dropped
due to serious academic deficiencies or serious breach of rules
For instance, if there were 200 grantees at the start of the year and if at the
end of the year, 10 of them were permanently dropped due to academic
deficiencies or serious breach of rules (e.g. disciplinary action by the HEI),
then DROPRATE= 10/200= 5.0%. Include in the numerator a student who
“voluntarily” gives up the financial aid but would have been disqualified
anyway because of academic deficiencies or serious breach of rules.
From the numerator and denominator, exclude those who requested
deferment. From the numerator, exclude those who voluntarily gave up the
scholarship (e.g. due to medical or financial reasons) but who were otherwise
in good standing. In other words, a student who was in good standing but
had to give up due to medical or financial reasons is not included in the
numerator of DROPRATE.
CODING Numeric: 4 digits with one decimal place as in XXX.X No percentage sign.

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338 Data on a Scholarship Program

ELEMENT NUMBER G076

NAME OF ELEMENT PERCENT OF DEBTOR-STUDENTS WHO ARE UP-TO-DATE WITH
PAYMENTS
SHORT NAME PAYRATE
PURPOSE To indicate the percentage of debtor students who are up-to-date with
payments.
DEFINITION As of a specific date: The fraction of debtor students who are up-to-date with
their debt payments. Example: If there are 200 debtors and 150 of them are
up-to-date with their payments, then PAYRATE = 150/200 = 75.0%. (This is
not the fraction of total debt which has been paid).
CODING Numeric: 4 digits with one decimal place as in XXX.X No percentage sign.
ELEMENT NUMBER G077
NAME OF ELEMENT PERCENT OF DEBTOR-STUDENTS WHO ARE IN DEFAULT
SHORT NAME DEFAULT
PURPOSE To capture % of debtor-students who are in defaults.
DEFINITION As of a specific date: The fraction of debtor students who are late with their
payments for at least 24 months. Example: If there are 200 debtors and 30
of them are late with their payments by 24 months or longer, DEFAULT% =
30/200 = 15.0%.
CODING Numeric: 4 digits with one decimal place as in XXX.X No percentage sign.

CEILINGS ON BENEFITS PROVIDED BY THE SCHOLARSHIP

This series of data elements details the benefits provided by the scholarship program to one grantee. These are
usually expressed as ceilings or upper bounds.

ELEMENT NUMBER G078

NAME OF ELEMENT MAXIMUM TUITION ( IN PESOS) COVERED BY THE SCHOLARSHIP
SHORT NAME MAX_TUIT
PURPOSE To record the maximum tuition IN PESOS per semester which will be paid
by the provider. To indicate level of generosity of tuition support provided by
the scholarship.
DEFINITION The maximum peso value of the tuition which the provider will be willing to
pay per grantee per semester. If the program will cover “tuition as billed but
not to exceed P5,000 per semester’, then MAXTUIT=5000. Exclude ceiling
on miscellaneous fees.

CODING Numeric data: 6 digits as in XXXXXX with no centavos. In Philippine pesos.

No commas. No peso sign. If the ceiling is expressed as a percentage of
tuition as billed, enter “1” but see MAX_TUIT% below. If there is no imposed
peso ceiling, enter 888888. If no information is provided, enter 999999.
ELEMENT NUMBER G079
NAME OF ELEMENT MAXIMUM FRACTION OF TUITION COVERED BY THE SCHOLARSHIP
SHORT NAME MAX_TUIT%
PURPOSE To record the maximum percentage of tuition per semester which will be
paid by the provider. To indicate level of generosity of tuition support by
scholarship.

DEFINITION The maximum percentage of the tuition which the provider will be willing
to pay per grantee per semester. If the program will cover “50% of tuition
as billed per semester”, then MAX_TUIT%=50. 0%. Exclude ceiling on
miscellaneous fees.

CODING Numeric:4 digits with 1 decimal place as in 33.3 No percent sign. If the
ceiling is expressed as an absolute peso ceiling, enter “1”. If there is no
imposed ceiling, enter 100.0. If no information is provided, enter 99.9
Commission on Higher Education
Data on a Scholarship Program 339

ELEMENT NUMBER G080

NAME OF ELEMENT MAXIMUM BENEFITS FOR MISCELLANEOUS FEES
SHORT NAME MAX_FEES
PURPOSE To record the peso ceiling on miscellaneous fees which will be covered by
the scholarship. To indicate level of generosity of support.
DEFINITION The maximum amount (in pesos) of miscellaneous fees which will be covered
by the scholarship. If the scholarship will cover at most P2,000 per semester
of miscellaneous fees, then MAX_FEES=2000. If the scholarship has no
specific provision to pay miscellaneous fees, then MAX_FEES = 0.
CODING Numeric data: 6 digits as in XXXXXX with no centavos. In Philippine pesos.
No commas. No peso sign. If the ceiling is expressed as a percentage of
miscellaneous fees as billed, enter “1”. If there is no imposed ceiling, enter
888888. If no information is provided, enter 999999.
ELEMENT NUMBER G081
NAME OF ELEMENT MAXIMUM BENEFIT FOR TEXTBOOKS
SHORT NAME MAX_TXB
PURPOSE To record the peso ceiling on textbook and school supplies which will be
covered by the scholarship. To indicate level of generosity of support.
DEFINITION The maximum amount (in pesos) of benefits for textbooks and school
supplies which will be covered by the scholarship in one semester. If the
scholarship will cover at most P500 per semester as “book allowance”, then
MAX_TXB=500. If the scholarship has no specific textbook allowance (even
if there is a living allowance), then MAX_TXB = 0.
CODING Numeric data: 6 digits as in XXXXXX with no centavos. In Philippine pesos.
No commas. No peso sign. If the ceiling is expressed as a percentage
of textbook/ supplies costs, enter “1”. If there is no imposed ceiling, enter
888888. If no information is provided, enter 999999.
ELEMENT NUMBER G082
NAME OF ELEMENT MAXIMUM STIPEND OR LIVING ALLOWANCE PER SEMESTER
SHORT NAME MAX_STIP
PURPOSE To record the maximum STIPEND or LIVING ALLOWANCE (in pesos, per
semester or 5 months) which will be covered by the scholarship. To indicate
level of generosity of support for living expenses.
DEFINITION The maximum peso value of the STIPEND/S and LIVING ALLOWANCE/S
which the scholarship will cover per grantee per semester or 5 months. If the
program will pay P 1000 per month, then MAX_STIP=5000. If the program
provides no stipends or living allowance, then MAX_STIP=0.
CODING Numeric data: 7 digits as in XXXXXX with no centavos. In Philippine pesos.
No commas. No peso sign. If no information is provided on the matter, enter
999999.
ELEMENT NUMBER G083
NAME OF ELEMENT MINIMUM STIPEND OR LIVING ALLOWANCE PER SEMESTER
SHORT NAME MIN_STIP
PURPOSE To record the MINIMUM STIPEND or LIVING ALLOWANCE (in pesos, per
semester or 5 months) which will be covered by the scholarship. To indicate
minimum level of generosity of support for living expenses.
DEFINITION The MINIMUM peso value of the STIPEND/S and LIVING ALLOWANCE/S
which the scholarship will cover per grantee per semester or 5 months. If
the program will pay at least P 500 per month, then MIN_STIP=2500. If
the program provides a fixed amount per grantee, then MAX_STIP=MIN_
STIP. ( Note: In the UP STFAP, the amount of living allowance depends
on the bracket classification and grades obtained. Thus, there is a range of
stipends which are provided).
CODING Numeric data: 6 digits as in XXXXXX with no centavos. In Philippine pesos.
No commas. No peso sign. If no information is provided on the matter, enter
999999.

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340 Data on a Scholarship Program

ELEMENT NUMBER G084

NAME OF ELEMENT MAXIMUM FOR TRANSPORTATION COSTS
SHORT NAME MAX_TRANS
PURPOSE To record the maximum amount which the scholarship will pay for one round-
trip long-distance travel between school and the family residence.
DEFINITION The maximum amount for one round-trip of long-distance travel fare such
as for airfare, ship fare or long-distance bus fare (e.g. between Manila and
Visayas or between Zamboanga City and Jolo) . If the scholarship has
no specific provision for this (even if living allowance is provided), MAX_
TRANS= 0. If the scholarship gives a fixed amount, say P600 per semester,
then MAX_TRANS=600. If the provision is “actual cost of round-trip but not
to exceed P500”, then MAX_TRANS=500.
CODING Numeric data: 6 digits as in XXXXXX with no centavos. In Philippine pesos.
No commas. No peso sign. If no information is provided on the matter, enter
999999.
ELEMENT NUMBER G085
NAME OF ELEMENT MAXIMUM FOR COMMUTING COSTS
SHORT NAME MAX_COMMUTE
PURPOSE To record the maximum amount which the scholarship will pay for “commuting
costs” per semester.
DEFINITION The maximum amount for “commuting costs” per semester, i.e. daily jeepney
fare or tricycle fare between boarding house or residence and school. If
there is specific benefit for commuting costs (even if there is a living stipend),
then MAX_COMMUTE = 0 of course.
CODING Numeric data: 6 digits as in XXXXXX with no centavos. In Philippine pesos.
No commas. No peso sign. If no information is provided on the matter, enter
999999.
ELEMENT NUMBER G086
NAME OF ELEMENT MAXIMUM ALLOWED FOR THESIS COSTS
SHORT NAME MAX_THESIS
PURPOSE To record the maximum amount which the scholarship will pay for thesis
or dissertation expenses of the grantee. This is specially important for
scholarships at the postgraduate level.
DEFINITION The maximum amount for thesis or dissertation expenses. If the scholarship
has no specific provision for this, MAX_THESIS= 0. If the scholarship gives
a fixed amount, say P1000 for the entire thesis, then MAX_THESIS=1000.

CODING Numeric data: 6 digits as in XXXXXX with no centavos. In Philippine pesos.

No commas. No peso sign. If no information is provided on the matter, enter
999999.

TOTAL MONETARY VALUE OF BENEFITS

PAID TO ALL GRANTEES COMBINED

This series of data elements provides aggregate figures paid out by the scholarship program to all its
grantees combined. This series records the aggregate amounts for all grantees combined, the actual amounts
paid out, not the amounts allotted or budgeted. These elements will indicate the total amounts paid out by the
scholarship program.

ELEMENT NUMBER G087

NAME OF ELEMENT TOTAL TUITION BENEFITS ( ALL GRANTEES)
SHORT NAME TUITION1
PURPOSE To record the aggregate amount spent by the scholarship program to pay
tuition of all its grantees during a specified semester. To record actual
amounts paid out, not the amounts allotted or budgeted.

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Data on a Scholarship Program 341

DEFINITION For a specific semester: The total monetary value of all tuition benefits
actually paid by the aid program in behalf of all its grantees combined. If the
aid program paid out P10,000 for the tuition of Scholar A, P 12,000 for the
tuition of Scholar B and P 5,000 for the tuition of Scholar C, then TUITION1=
27,000.

Do not confuse with TUITION2 (total tuition as billed) defined later in this
chapter. Exclude miscellaneous fees.
CODING Numeric data: 12 digits as in XXXXXXXX with no centavos. In Philippine
pesos. No commas. No peso sign. If the scholarship has no specific
provision for this, enter 0.
ELEMENT NUMBER G088
NAME OF ELEMENT TOTAL MISCELLANEOUS FEES BENEFITS (ALL GRANTEES)
SHORT NAME MISCFEES1
PURPOSE To record total benefits paid out specifically for miscellaneous fees.
DEFINITION For a specific semester and all grantees combined, the total monetary
value of all the miscellaneous fees paid by the program. With or without
stipends, if the provider does not specifically cover any miscellaneous fees,
MISCFEES1=0 of course. Exclude benefits for tuition fees. Do not confuse
with MISCFEES2 ( misc fees as billed) to be defined later.
CODING Numeric data: 12 digits as in XXXXXXXX with no centavos. In Philippine
pesos. No commas. No peso sign. If the scholarship has no specific provision
for miscellaneous fees, enter 0.
ELEMENT NUMBER G089
NAME OF ELEMENT TOTAL TUITION AND MISC FEES BENEFITS (ALL GRANTEES)
SHORT NAME TUITFEES1
PURPOSE For a specific semester: To indicate support for tuition and miscellaneous
fees only.
DEFINITION By formula: TUITFEES1 = TUITION1 + MISCFEES1
CODING Numeric data: 12 digits as in XXXXXXXX with no centavos. In Philippine
pesos. No commas. No peso sign. If the scholarship has no specific
provision for this, enter 0.

ELEMENT NUMBER G090

NAME OF ELEMENT TOTAL TEXTBOOKS BENEFITS (ALL GRANTEES)
SHORT NAME TXBOOKS1
PURPOSE To record the total monetary value of the textbooks and school supplies
actually paid by the aid provider in behalf of all its grantees during a specified
semester.
DEFINITION The total monetary value of the textbooks and school supplies actually
paid by the aid program in behalf of all its grantees. This means “Textbook
Allowance” but not stipends. If the scholarship has no specific provision for
textbooks, TXBOOKS1=0.
CODING Numeric data: 12 digits as in XXXXXXXX with no centavos. In Philippine
pesos. No commas. No peso sign. If the scholarship has no specific provision
for textbooks, enter 0.
ELEMENT NUMBER G091
NAME OF ELEMENT TOTAL LIVING ALLOWANCES (ALL GRANTEES)
SHORT NAME STIPENDS1
PURPOSE To record the total monetary value of the stipends or living allowances
actually paid by the aid program in behalf of all its grantees during a specified
semester.

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342 Data on a Scholarship Program

DEFINITION The total value of the “stipends” or “living allowances” actually paid by the
aid program in behalf of all its grantees. Typically there is a living allowance
per semester or per month ( where 1 semester is counted as 5 months).
Exclude any amount specifically provided to pay tuition, miscellaneous fees,
textbooks or long-distance transportation cost.
CODING Numeric data: 12 digits as in XXXXXXXX with no centavos. In Philippine
pesos. No commas. No peso sign. If the scholarship has no specific provision
for “stipends”, enter 0.
ELEMENT NUMBER G092
NAME OF ELEMENT TOTAL TRANSPORTATION BENEFITS (ALL GRANTEES)
SHORT NAME TRANSPORT1
PURPOSE To record the total value of benefits for long-distance travel such as airfare,
ship fare or bus fare (between school and family residence) actually paid by
the aid program in behalf of all its grantees during a specified semester.
DEFINITION The total value of long-distance travel fare such as for airfare, ship fare or
bus fare (e.g. between Manila and Visayas or between Zamboanga City and
Jolo) actually paid by the aid program in behalf of all its grantees. Do not
confuse with COMMUTE1. Typically, the long-distance transportation cost
being referred to here consists of one round-trip per semester. With or without
stipends, if there is NO specific benefit for transportation, TRANSPORT1 =0
of course.
CODING Numeric data: 12 digits as in XXXXXXXX with no centavos. In Philippine
pesos. No commas. No peso sign. If the scholarship has no specific provision
for transportation benefits, enter 0.
ELEMENT NUMBER G093
NAME OF ELEMENT TOTAL COMMUTING BENEFITS (ALL GRANTEES)
SHORT NAME COMMUTE1
PURPOSE To record the total value of all benefits paid for “commuting costs”. Do not
confuse with TRANSPO1.

DEFINITION The total value of all benefits paid for “commuting costs”, e.g. between the
boarding house and the school. This means benefits specifically for jeepney
fare or tricycle fare incurred on a daily basis. With or without stipends, if there
is NO specific benefit for commuting costs, COMMUTE1 =0 of course.
CODING Numeric data: 12 digits as in XXXXXXXX with no centavos. In Philippine
pesos. No commas. No peso sign. If the scholarship has no specific provision
for commuting benefits, enter 0.
ELEMENT NUMBER G094
NAME OF ELEMENT TOTAL LODGING BENEFITS (ALL GRANTEES)
SHORT NAME LODGING1
PURPOSE To record the total value of the lodging benefits actually paid by the aid
program in behalf of all its grantees during a specified semester.
DEFINITION The total value lodging benefits actually paid out to all grantees. With or
without stipends, if there is NO specific benefit for lodging, LODGING1 =0
of course.
CODING Numeric data: 12 digits as in XXXXXXXX with no centavos. In Philippine
pesos. No commas. No peso sign. If the scholarship has no specific
provision for this, enter 0.
ELEMENT NUMBER G095
NAME OF ELEMENT TOTAL UNIFORMS BENEFITS (ALL GRANTEES)
SHORT NAME UNIFORMS1
PURPOSE To record the total value of the SCHOOL UNIFORMS BENEFITS actually
paid by the aid provider in behalf of all its grantees during a specified
semester.

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Data on a Scholarship Program 343

DEFINITION The total value of SCHOOL UNIFORMS BENEFITS actually paid out to
all grantees. With or without stipends, if there is NO specific benefit for
uniforms, UNIFORM1 =0 of course.
CODING Numeric data: 12 digits as in XXXXXXXX with no centavos. In Philippine
pesos. No commas. No peso sign. If the scholarship has no specific
provision for this, enter 0.
ELEMENT NUMBER G096
NAME OF ELEMENT TOTAL FIELD WORK BENEFITS (ALL GRANTEES)
SHORT NAME FIELDWK1
PURPOSE To record the total value of FIELD WORK actually paid by the aid provider in
behalf of all its grantees during a specified semester. Important for programs
(e.g. geology, archaeology, social work and community development, mining
engineering, etc.) which require field work.
DEFINITION The total value of FIELD WORK BENEFITS actually paid by the aid
provider in behalf of all its grantees during a specified schoolyear. With or
without stipends, if there is NO specific benefit for field work, FIELDWK1 =0
of course.
CODING Numeric data: 12 digits as in XXXXXXXX with no centavos. In Philippine
pesos. No commas. No peso sign. If the scholarship has no specific
provision for this, enter 0.
ELEMENT NUMBER G097
NAME OF ELEMENT TOTAL THESIS BENEFITS (ALL GRANTEES)
SHORT NAME THESIS1
PURPOSE To record the total value of THESIS BENEFITS paid by the aid provider in
behalf of all its grantees during a specified semester.
DEFINITION The total value of THESIS BENEFITS (or for required culminating projects
such as for Architecture) actually paid by the aid provider in behalf of all
its grantees. With or without stipends, if there is specific benefit for thesis
expenditures, THESIS1 =0 of course.
CODING Numeric data: 12 digits as in XXXXXXXX with no centavos. In Philippine
pesos. No commas. No peso sign. If the scholarship has no specific provision
for thesis costs, enter 0.

ELEMENT NUMBER G098

NAME OF ELEMENT TOTAL NON-TUITION BENEFITS (ALL GRANTEES)
SHORT NAME NONTUIT1
PURPOSE For a specific semester: To aggregate the peso value of all benefits over and
above those provided for tuition and miscellaneous fees..
DEFINITION By formula: NONTUIT1 = TXBOOKS1+ LODGING1+ COMMUTE1+
TRANSPO1+ LIVING1+ UNIFORMS1+ FIELDWK1 + THESIS1
CODING Numeric data: 12 digits as in XXXXXXXX with no centavos. In Philippine
pesos. No commas. No peso sign. If the scholarship has no specific
provision for this, enter 0.

ELEMENT NUMBER G099

NAME OF ELEMENT GRAND TOTAL BENEFITS (ALL GRANTEES)
SHORT NAME LAHATNA
PURPOSE For a specific semester, to record all benefits paid out by the scholarship
program to its scholars.
DEFINITION By formula: LAHATNA = TUITFEES1 + NONTUIT1. Note that this does
not include the administrative costs incurred by the scholarship program.
LAHATNA records only the benefits paid out directly to the grantees or
scholars.
CODING Numeric data: 12 digits as in XXXXXXXX with no centavos. In Philippine
pesos. No commas. No peso sign.

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344 Data on a Scholarship Program

TOTAL TUITION AND MISCELLANEOUS FEES AS BILLED

The previous series of elements account for the benefits paid out by the scholarship program. This
series of elements will account for the total tuition and miscellaneous fees as billed.

ELEMENT NUMBER G100

NAME OF ELEMENT TOTAL TUITION AS BILLED ( ALL GRANTEES)
SHORT NAME TUITION2
PURPOSE To record the aggregate amount of tuition as billed to all grantees
combined.
DEFINITION For a specific semester, the total amount of tuition as billed to all grantees
combined. For instance, if scholar A was billed P10,000 for tuition, scholar
B was billed P15,000, and scholar C was billed P12,000, then TUITION2=
37,000. Do not confuse with TUITION1. Exclude miscellaneous fees.
CODING Numeric data: 12 digits as in XXXXXXXX with no centavos. In Philippine
pesos. No commas. No peso sign. If the scholarship has no specific provision
for tuition, enter 0.
ELEMENT NUMBER G101
NAME OF ELEMENT TOTAL MISCELLANEOUS FEES AS BILLED (ALL GRANTEES)
SHORT NAME MISCFEES2
PURPOSE To record the total of miscellaneous fees as billed to all grantees.
DEFINITION The total miscellaneous fees as billed to all grantees combined. Include
all miscellaneous fees by whatever name they might come: matriculation,
registration, graduation, lab, medical, computer, athletic, student publications,
etc. No need for details – just the total misc fees in the specified semester.
If Scholar A was billed P2,000 for miscellaneous fees, Scholar B was billed
P3,500, and if Scholar C was billed P4,000, then MISCFEES2= 9,500. Do
not confuse with MISCFEES1.

Exclude: tuition fees, dormitory or board-and-lodging, school bus.

CODING Numeric data: 12 digits as in XXXXXXXX with no centavos. In Philippine
pesos. No commas. No peso sign. If the scholarship has no specific provision
for miscellaneous fees, enter 0.
ELEMENT NUMBER G102
NAME OF ELEMENT TOTAL TUITION AND MISC FEES BENEFITS (ALL GRANTEES)
SHORT NAME TUITFEES2
PURPOSE To record total tuition and miscellaneous fees as billed.
DEFINITION By formula: TUITFEES2 = TUITION2 + MISCFEES2. Defined for a specific
semester for all grantees combined. Do not confuse with TUITFEES1.
CODING Numeric data: 12 digits as in XXXXXXXX with no centavos. In Philippine
pesos. No commas. No peso sign.

PERCENTAGE LEVEL OF SUPPORT FOR TUITION AND MISCELLANEOUS FEES

This series will measure the generosity of the support for tuition and miscellaneous fees. For the
scholarship program as a whole (all grantees combined for a specific semester), if total tuition and fees as
billed is P 400,000 but total tuition and fees as billed is P 600,000, then the percentage level of support is
66.7% ( = 400,000/ 600,000). The higher the percentage, the more generous.

ELEMENT NUMBER G103

NAME OF ELEMENT PERCENTAGE LEVEL OF SUPPORT FOR TUITION ( ALL GRANTEES)
SHORT NAME TUITSUPP%
PURPOSE To measure generosity of tuition support.

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Data on a Scholarship Program 345

DEFINITION By formula, for a specific semester: TUITSUPP% = TUITION1 *100/

TUITION2. For all grantees combined, if the tuition as billed was P
500,000 (TUITION2) but the scholarship paid P 300,000 (TUITION1), then
TUITSUPP% = 60.0%. The higher the percentage, the more generous.
CODING Numeric: 4 digits with one decimal place as in XXX.X No percentage sign.
ELEMENT NUMBER G104
NAME OF ELEMENT PERCENTAGE LEVEL OF SUPPORT FOR MISCELLANEOUS FEES
(ALL GRANTEES)
SHORT NAME FEESSUPP%
PURPOSE To measure generosity of support for miscellaneous fees .
DEFINITION By formula, for a specific semester: FEESSUPP% = MISCFEES1 *100/
MISCFEES2. For all grantees combined, if total misc fees as billed was P
50,000 (MISCFEES2) for miscellaneous fees but the scholarship paid only
P 10,000 ( MISCFEES1), then FEESSUPP% = 20.0% only. The higher the
percentage, the more generous.
CODING Numeric: 4 digits with one decimal place as in XXX.X No percentage sign.
ELEMENT NUMBER G105
NAME OF ELEMENT PERCENTAGE LEVEL OF SUPPORT FOR TUITION AND MISC FEES
COMBINED (ALL GRANTEES)
SHORT NAME TOTSUPP%
PURPOSE To measure the generosity of support for tuition and miscellaneous fees
combined.
DEFINITION By formula: TOTSUPP% = TUITFEES1*100/ TUITFEES2. Defined for a
specific semester for all grantees combined. If TUITFEES1 ( total tuition and
miscellaneous fees benefits paid out) was P 600,000 and TUITFEES2 (total
tuition and misc fees as billed) was P 800,000, then TOTSUPP% = 75.0%.
The higher the percentage, the more generous.
CODING Numeric: 4 digits with one decimal place as in XXX.X No percentage sign.

LEVEL OF GENEROSITYOF SUPPORT

FOR TUITION AND MISCELLANEOUS FEES

How “generous” is the financial aid program? Some programs are “generous”, some “very generous”,
and some rather “inadequate”. Without explicitly using such descriptive labels, the data elements below are an
attempt to classify financial aid programs into categories which may loosely be interpreted as such.

ELEMENT NUMBER G106

NAME OF ELEMENT CLASSIFICATION OF THE AID PROGRAM BASED ON LEVEL OF
SUPPORT FOR TUITION AND SCHOOL FEES PER SCHOLAR PER
SEMESTER
SHORT NAME GENEROSITY1
PURPOSE To classify programs into categories which may be loosely interpreted as
“very generous”, “generous”, etc.
DEFINITION Classification of the financial aid program based on the element TUITFEES1,
as coded below. Exclude stipends and other cash benefits.
CODING 1-digit code
1 P 1- P 2,500 per scholar per semester
2 P 2,501 - P 5,000
3 P 5,001 - P 7,500
4 P 7,501 – P 10,000
5 P 10,001 – P12,500
6 P 12,501 – P15,000
7 P 15,001 – P 20,000
8 P 20,001 or higher
9 No information provided on the matter.

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346 Data on a Scholarship Program

ELEMENT NUMBER G107

NAME OF ELEMENT CLASSIFICATION OF THE AID PROGRAM BASED ON LEVEL OF TOTAL
SUPPORT PER SCHOLAR PER SEMESTER ( TUITION PLUS ALL OTHER
BENEFITS).
SHORT NAME GENEROSITY2
PURPOSE To classify programs into categories which may be loosely interpreted as
“very generous”, “generous”, etc.
DEFINITION Classification of the financial aid program based on the element LAHATNA.
Include the monetary value of all benefits per semester.
CODING 1-digit code
1 P 1- P 2,500 per scholar per semester
2 P 2,501 - P 5,000
3 P 5,001 - P 7,500
4 P 7,501 – P 10,000
5 P 10,001 – P 12,500
6 P 12,501 – P15,000
7 P 15,001 – P 20,000
8 P 20,001 or higher
9 No information provided on the matter.
ELEMENT NUMBER G108
NAME OF ELEMENT CLASSIFICATION OF THE AID PROGRAM BASED ON PERCENTAGE
LEVEL OF TOTAL SUPPORT FOR TUITION ONLY.
SHORT NAME GENEROSITY3
PURPOSE To classify programs into categories which may be loosely interpreted as
“very generous”, “generous”, etc.
DEFINITION Classification of the financial aid program based on the element TUITSUPP%,
as coded below.
CODING 1-digit code
1 25.0% or lower.
2 25.1% to 50.0%
3 50.1% to 75.0%
4 75.1% to 100.0%
9 No information provided on the matter.
ELEMENT NUMBER G109
NAME OF ELEMENT CLASSIFICATION OF THE AID PROGRAM BASED ON PERCENTAGE
LEVEL OF SUPPORT FOR TUITION AND SCHOOL FEES COMBINED.
SHORT NAME GENEROSITY4
PURPOSE To classify programs into categories which may be loosely interpreted as
“very generous”, “generous”, etc.
DEFINITION Classification of the financial aid program based on the element TOTSUPP%,
as coded below.
CODING 1-digit code
1 25.0% or lower.
2 25.1% to 50.0%
3 50.1% to 75.0%
4 75.1% to 100.0%
9 No information provided on the matter.

Admittedly there is arbitrariness in setting the cutoffs for GENEROSITY1 and

GENEROSITY2. On the other hand, this is precisely why the CHED Data Dictionary
has to take the initiative and prescribe a standard categorization for use throughout
the country. If there is no such standard categorization, it would be impossible to
categorize about 6,400 scholarship programs using uniform criteria.

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Data Elements on an Alumnus 347

5/6/04 11:32 AM

CHAPTER 9
DATA ELEMENTS ON AN ALUMNUS
DATA ENTITY TO BE DESCRIBED: The entity to be described in this chapter is an alumnus of the HEI,
a person.

These elements are important for graduate tracer studies. They are also useful for alumni fund
campaigns.

NO. ELEMENT ELEMENT FULL NAME DATA TYPE

SHORT NAME
H001 NAME1 First name of alumnus TEXT
H002 NAME2 Middle name TEXT
H003 NAME3 Last name TEXT
H004 STUDCODE Code number as a student TEXT

H005 ALUMCODE Code number as an alumnus. TEXT

H006 DEGREES No. of degrees earned from the HEI by the alumnus TEXT

H007 ELEMYEAR Year of Graduation from Elementary School NUMERIC

H008 HSYEAR Year of Graduation from High School NUMERIC

H009 BSYEAR Year Of Graduation From Baccalaureate Program NUMERIC

H010 MSYEAR Year of Graduation from Masters Program NUMERIC

H011 PHDYEAR Year of Graduation from Doctoral Program NUMERIC

H012 SCHOLAR If the alumnus was an HEI-funded scholar NUMERIC

H013 SNPL If the alumnus was on a study-now-pay-later plan NUMERIC

H014 ORIGLOAN The original amount (principal) borrowed as part of SNPL. NUMERIC

H015 BAYADNA Total amount paid so far NUMERIC

H016 UTANGPA Amount of student loan (principal plus interest) still unpaid. NUMERIC

H017 JOB1DATE Date when the alumnus got his first job. NUMERIC

H018 FAVORITE College or dept where alumnus gives donations TEXT

H019 ALUMSPOUSE If Married To Another Alumnus CODED

H020 KIDALUM If A Parent Or Child Is An Alumnus CODED

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348 Data Elements on an Alumnus

H021 FACULTY If Alumnus Is Or Has Served As Faculty Member In The HEI. CODED

H022 UPDIN No. of children who are HEI alumni too NUMERIC

H023 GENDER Gender Of Alumnus CODED

H024 BDAY Date Of Birth NUMERIC
H025 ADDRESS Residential Address Of Alumnus TEXT

H026 ZIPCODE1 Zip Code Of Residential Address TEXT

H027 RECENT Year When Most Recent Residential Address Was Obtained NUMERIC

H028 PHONE1 Residential Phone Number TEXT

H029 FAX1 Residential Fax Number TEXT
H030 EMAIL1 Residential Email Address TEXT
H031 OFFADDRESS Office Address Of Alumnus TEXT
H032 ZIPCODE2 Zip Code Of Office Address TEXT
H033 LATEST Year When Most Recent Office Address Was Obtained NUMERIC

H034 PHONE2 Office Telephone Number TEXT

H035 FAX2 Office Fax TEXT
H036 EMAIL2 Office Email Address TEXT
H037 SECTOR Type Of Organization Currently Employing the Alumnus: Govt CODED
Service, Industry, Prof Practice, etc.

H038 POSTITLE Position Title Of Alumnus In Place Of Employment TEXT

H039 POSNTYPE Position Type Of Alumnus: Executive, Professional Technical, CODED

etc

H040 JOBTYPE Type Of Current Employment Of Alumnus: employee, self- CODED

employed, none, not known

H041 DISCIPLINE1 Primary Discipline Of Baccalaureate Degree TEXT

H042 DISCIPLINE2 Primary Discipline Of Highest Earned Degree TEXT

H043 LICENSURE Professional Licensure Earned CODED

H044 GREEK Organizational Affiliation Of Alumnus: Frat/Sorority, College TEXT

Assoc, Dorm-based, etc

H045 ACTIVE If Alumnus Is Active Member Of Alumni Association CODED

H046 ABROAD If Alumnus is active member of alumni assoc abroad CODED

H047 SUBSCRIBE If Alumnus Is A Subscriber To Alumni Newsletter CODED

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Data Elements on an Alumnus 349

H048 NAGBIGAY If Alumnus Made A Contribution Or Donation Within The Past CODED
5 Years

H049 MAGKANO Total Amount donated by the alumnus to up NUMERIC

H050 AWARDEE If Alumnus Has Received Some Alumnus Award CODED

H051 SPORTSFAN If Alumnus Is Interested In HEI Sports Teams CODED

H052 MUSICBUFF If Alumnus Is Interested In HEI Cultural Presentations CODED

Commission on Higher Education

350 Data on a Scholarship Provider

5/6/04 11:38 AM
CHAPTER 10
DATA ON A SCHOLARSHIP PROVIDER
ENTITY BEING DESCRIBED: The entity to be described is a provider of scholarship or student financial
aid, e.g. The Metrobank Foundation, an HEI such as the Philippine Normal University or Ateneo de Davao, or
an individual philanthropist.

The data elements in this chapter refer to a specific donor or provider, usually an organization but possibly
also a private individual. The current estimate is that there are about 2,000 different scholarship providers or
donors in the Philippines. To begin with, there are already 1,300 HEIs and each of them provides scholarships
or student financial aid, e.g. to valedictorians and salutatorians. A provider may be supporting more than one
scholarship program and many grantees in each program. The data elements below do not refer directly to any
scholarship program or the scholar himself.

There are four tasks ahead for CHED:

1. To compile a database on all current providers of student financial aid. To begin, CHED must
compile a master list. The data elements listed here suggest what data should be recorded about
each of these providers. The data element PROVGROUP classifies financial aid providers into
a few categories.
2. To convince the current providers to give more financial aid and/or fund more grantees.
3. To work with HEIs and other stakeholders to identify new donors.
4. To administer the government scholars funded from allotments released to CHED.

It is evident that private providers tend to give scholarships, i.e. merit-based financial aid, where the primary
criterion is high academic achievement or potential for such achievement. It will be the task of public providers
to fund financial aid targeted to the poor.

DATA ELEMENTS ABOUT A FINANCIAL AID PROVIDER

The data elements below refer to a provider organization, not directly to any scholarship program
funded by it or any individual scholar in particular.

ELEMENT NUMBER I001

NAME OF ELEMENT IF THE PROVIDER IS AN ORGANIZATION OR AN INDIVIDUAL
SHORT NAME PROVORG
PURPOSE To record if the provider is an organization or an individual.
DEFINITION
CODING One digit code.
1 Organization or corporation.
2 Individual person.
9 No information provided on the matter.
ELEMENT NUMBER I002
NAME OF ELEMENT OFFICIAL NAME OF AID PROVIDER
SHORT NAME PROVNAM1
PURPOSE To record the official name of the provider organization or the individual
donor.
DEFINITION The official name of the provider, as in Metrobank Foundation, Inc., Dr.
Emilio B. Espinosa Sr. Memorial State College, or Don Esteban de Leon y
Santos.
CODING Text data: 80 characters.

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Data on a Scholarship Provider 351

ELEMENT NUMBER I003

NAME OF ELEMENT ACRONYM OF AID PROVIDER
SHORT NAME PROVNAM2
PURPOSE To record the acronym of the provider.
DEFINITION The acronym, as used by the aid provider or as popularly known. For instance,
the Polytechnic University of the Philippines has the acronym PUP. If there
is no popular acronym, leave acronym blank.
CODING Text data: 10 characters.

ELEMENT NUMBER I004

NAME OF ELEMENT SHORT NAME OF AID PROVIDER
SHORT NAME PROVNAM3
PURPOSE To provide a name which is shorter than the official name but longer and
more mnemonic than the acronym of the provider. To provide a name which
could be used as a column heading or row title in tabulations. To distinguish
between two providers which may have the same acronym.
DEFINITION The “short name” – shorter than the official name but more readable than an
acronym. For instance, the Dr. Emilio B. Espinosa Memorial State College
has an acronym DEBEMSC which may not ring a bell with many people.
However, the short name ESPINOSA MEM ST COLL is not too long and yet
is more recognizable.
CODING Text data: 25 characters.
ELEMENT NUMBER I005
NAME OF ELEMENT IDENTIFIER CODE NUMBER OF AID PROVIDER
SHORT NAME PROVCODE
PURPOSE In a computer environment, to provide a unique identifier code for the
provider. This will link separate databases on aid providers.
DEFINITION Unique ID code as assigned by the CHED MIS office. Each provider will
have one code. If the provider is an HEI, then CHED should just assign
INSTCODE.
CODING Text data: 8 characters.
ELEMENT NUMBER I006
NAME OF ELEMENT IF PROVIDER IS PUBLIC OR PRIVATE
SHORT NAME PUBLPRIV
PURPOSE To identify if the provider is a government or non-government organization.
To indicate which providers might be subject to COA and DBM restrictions.
DEFINITION If the provider is a government agency or corporation.
CODING 1-digit code.
1 Government organization or public-funded.
2 Non-government organization.
9 No information provided on the matter.
ELEMENT NUMBER I007
NAME OF ELEMENT PROVIDER GROUP
SHORT NAME PROVGROUP
PURPOSE To classify providers into a few categories for convenient tabulation. Since
there could be as many as 2,000 providers, it is important for analysis that
they can be grouped into a few groups.
DEFINITION The classification of aid providers into the categories listed below. Each
provider must be classified into one – and only one – category.
CODING 2-digit code.
01 CHED, using GAA FUNDS. That is, CHED is the provider and the fund
source is reflected in the General Appropriations Act. Thus, the amount is
something which had to be approved by Congress.
02 CHED, using non-GAA funds. That is, CHED is the administrator but the
source of funds is non-GAA, e.g. the HEDF.

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352 Data on a Scholarship Provider

03 Public HEI. That is, the provider is a public HEI, e.g. SUC or LGU-funded
HEI (e.g. Pamantasan ng Lungsod ng Maynila). No distinction is made
between the GAA funds and non-GAA funds of a public HEI.
04 DOST or any of its attached agencies.
05 Other government agency or department, e.g. Philippine National Police,
Armed Forces of the Philippines, Dept of Agriculture, etc.
06 Government corporation, e.g. Philippine National Oil Company.
07 Private HEI. That is, provider is a private higher education institution. For
instance, Ateneo de Manila U
08 Private Corporation Or Foundation, e.g. Metrobank Foundation or San
Miguel Corporation.
09 Other Non-Government Organization, e.g. Rotary Club, Makati Business
Club, United Architects of the Philippines
10 International organization, e.g. Japan International Cooperation Agency
(JICA)
11 Private individual. The donor is an individual giving from his personal
funds.
20 Others.
99 No information provided on the matter.

CONTACT PERSON, ADDRESS AND PHONE NUMBERS

Whom should prospective applicants, current grantees or the general public call if they wanted to
know more information about the provider?

ELEMENT NUMBER I008

NAME OF ELEMENT FAMILY NAME OF MAIN CONTACT PERSON IN PROVIDER
ORGANIZATION
SHORT NAME PERSNAM3
PURPOSE To record the family name of the main contact person in the provider
organization. To identify the person who has information about the
provider.

DEFINITION Family name. Also known as surname or last name. For a married woman,
this could be the original maiden name, the married name (i.e. last name of
husband) or a hyphenated version as in “Macapagal-Arroyo”. Should not
include the appellations “Jr.”, “Sr.” or the roman numerals “III”.

CODING Text data: 30 characters. UPPERCASE ONLY. Other rules and conventions
to be set later.
ELEMENT NUMBER I009
NAME OF ELEMENT MIDDLE NAME OF MAIN CONTACT PERSON IN PROVIDER
ORGANIZATION
SHORT NAME PERSNAM2
PURPOSE To record the middle name of main contact person.
DEFINITION Middle name. For Filipino males or unmarried females, this is usually the
maiden name of the mother. For a married Filipina woman, this is usually the
maiden name. If a person has two first names as in Maria Clara, the Clara
is not a middle name.
CODING Text data: 30 characters. UPPERCASE ONLY. Other rules and conventions
to be set later.
ELEMENT NUMBER I010
NAME OF ELEMENT FIRST NAME OF MAIN CONTACT PERSON IN PROVIDER
ORGANIZATION
SHORT NAME PERSNAM1
PURPOSE To record the first name of main contact person.

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Data on a Scholarship Provider 353

DEFINITION The first name. (Sometimes also known as “given name”). Some first names
actually involve more than one name as in MARIA CLARA or MA. CARIDAD
ESPERANA. The first name should include the appellations “JR.” or ‘SR.” or
the roman numerals if any such as “III” as in GREGORIO III
CODING Text data: 30 characters. UPPERCASE ONLY. Other rules and conventions
to be set later.
ELEMENT NUMBER I011
NAME OF ELEMENT POSITION TITLE OF MAIN CONTACT PERSON
SHORT NAME POSTITLE
PURPOSE To record the official position title of main contact person.
DEFINITION The official position title of the contact person in the provider organization,
e.g. President, Executive Director, or Scholarship Officer. Not the personal
title such as Attorney or Doctor.
CODING Text data: 20 characters.
ELEMENT NUMBER I012
NAME OF ELEMENT PERSONAL TITLE OF MAIN CONTACT PERSON
SHORT NAME PERSTITLE
PURPOSE To record the personal title by which the main contact person is addressed.
For use in correspondence.
DEFINITION Personal title of main contact person, e.g. Attorney, Doctor, Mr., Mrs., etc.
Not the position title in the provider organization.
CODING Text data: 15 characters.
ELEMENT NUMBER I013
NAME OF ELEMENT STREET ADDRESS OF PROVIDER ORGANIZATION
SHORT NAME ADDRESS1
PURPOSE To record the street address of provider organization. To indicate where
grantees may submit their applications, documents and of course where to
send their thank-yous.

DEFINITION The street address, not post office box number. Address with enough details,
suitable for messenger use.
CODING Text data: 70 characters. Alphanumeric.
ELEMENT NUMBER I014
NAME OF ELEMENT TELEPHONE NUMBER OF PROVIDER ORGANIZATION
SHORT NAME PHONE1
PURPOSE To record the first telephone number of provider organization.
DEFINITION Telephone number, including area code.
CODING Text data: 20 characters. Format: (054) 890-1234 or (0917) 789-6543
ELEMENT NUMBER I015
NAME OF ELEMENT TELEPHONE NUMBER OF PROVIDER ORGANIZATION
SHORT NAME PHONE2
PURPOSE To record alternate telephone number of provider organization.
DEFINITION Telephone number, including area code.
CODING Text data: 20 characters. Format: (054) 890-1234 or (0917) 789-6543
ELEMENT NUMBER I016
NAME OF ELEMENT FAX NUMBER OF PROVIDER ORGANIZATION
SHORT NAME FAXNUM1
PURPOSE To record the fax number of provider organization.
DEFINITION Fax number, including area code.
CODING Text data: 20 characters. Format: (054) 890-1234
ELEMENT NUMBER I017
NAME OF ELEMENT E-MAIL ADDRESS OF PROVIDER ORGANIZATION
SHORT NAME EMAILADD
PURPOSE To record the e-mail address of provider organization.
DEFINITION E-mail address of provider organization.
CODING Text data: 30 characters. Format: sunshinefoundation@ pacific.net.ph

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354 Data on a Scholarship Provider

HEADCOUNTS OF GRANTEES OF PROVIDER ORGANIZATION

ELEMENT NUMBER I018

NAME OF ELEMENT NO. OF FINANCIAL AID PROGRAMS SUPPORTED BY THE
PROVIDER
SHORT NAME NUMPROGS
PURPOSE To record the total number of different financial aid programs funded by the
provider. An HEI, for instance, may have several programs: one targeted
for entering freshmen valedictorians, some programs available only in a
few colleges, a faculty development program intended for its junior faculty,
another program providing tuition discounts to the children of its staff, etc.
DEFINITION The total no. of different financial aid programs supported by the provider as
of a specific census date. This is not the no. of grantees. ( Recommended
annual census date is September 1 of each year.)
CODING Numeric: 4 digits. XXXXXX
ELEMENT NUMBER I019
NAME OF ELEMENT TOTAL NO. OF GRANTEES
SHORT NAME GRANTEES
PURPOSE To record the total number of grantees (in all programs combined) being
supported by the scholarship program as of a specific census date.
DEFINITION AS OF A CHED-SPECIFIED NATIONAL CENSUS DAY The total no. of
grantees or beneficiaries in all financial aid programs supported by the
provider. The recommended annual census date is September 1 of each
year -- enough time for grantees to complete their documentation and for
aid providers to record all relevant data.
CODING Numeric: 6 digits. XXXXXX
ELEMENT NUMBER I020
NAME OF ELEMENT TOTAL NO. OF GRADUATES OVER A SPECIFIED SCHOOLYEAR.
SHORT NAME NAGTAPOS
PURPOSE To record the number of grantees (in all programs combined) who were
able to graduate in a specified schoolyear.
DEFINITION The no. of grantees in all programs who were able to graduate while enjoying
the benefits of the financial aid for a specific schoolyear. This includes those
who got their degree any date in the 1st sem, 2nd sem or summer session,
i.e. between June 1 and May 31 of the next year. Even if the scholarship
did not fund all 4 year levels of education, the grantee should be counted
in NAGTAPOS if the student graduated while enjoying the scholarship. Do
not include students who, at the time of graduation, no longer enjoyed the
financial aid.
CODING Numeric: 6 digits. XXXXXX
ELEMENT NUMBER I021
NAME OF ELEMENT NO. OF GRANTEES “IN GOOD STANDING”
( SCHOOLYEAR).
SHORT NAME GOODSTAND
PURPOSE To record the number of grantees “in good standing” in all programs
combined.
DEFINITION AS OF A SPECIFIC DATE. The no. of grantees “in good standing” in all
programs combined. ( Compare with GRANTEES).
CODING Numeric: 5 digits.
ELEMENT NUMBER I022
NAME OF ELEMENT TOTAL NO. OF GRANTEES WHO WERE SUSPENDED DURING A
SPECIFIC SCHOOLYEAR.
SHORT NAME SUSPENDED
PURPOSE To record the number of grantees in all programs who were suspended. To
provide a measure of “non-compliance” with the conditions of the financial
aid.

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Data on a Scholarship Provider 355

DEFINITION OVER ONE SCHOOLYEAR. The no. of grantees in all programs who were
suspended ( but not permanently dropped) at any time during the schoolyear
for poor academic performance or non-compliance with other rules.
CODING Numeric: 5 digits.
ELEMENT NUMBER I023
NAME OF ELEMENT TOTAL NO. OF GRANTEES WHO WERE DROPPED PERMANENTLY
SHORT NAME TERMINATED
PURPOSE To record the number of grantees in all programs whose financial aid was
withdrawn permanently by the aid provider.
DEFINITION DURING A SPECIFIED SCHOOLYEAR. The no. of grantees in all programs
whose financial aid was permanently withdrawn for some negative reasons,
e.g. academic failures or serious breach of rules by the grantee. Do not
include those who were dropped because they simply did not enroll but were
otherwise in good standing. Do not include those who graduated or who
withdrew voluntarily.
CODING Numeric: 5 digits.
ELEMENT NUMBER I024
NAME OF ELEMENT TOTAL NO. OF GRANTEES WHO HAD TO GIVE UP THE FINANCIAL AID
FOR FINANCIAL REASONS
SHORT NAME NAUBUSAN
PURPOSE To record the no. of grantees in all programs who gave up schooling because
of lack of personal or family funds which the financial aid could not cover.
DEFINITION DURING A SPECIFIED SCHOOLYEAR The no. of grantees who had to stop
schooling – and therefore lost the financial aid – because, on its own, the
family did not have enough finances.
CODING Numeric: 5 digits.
ELEMENT NUMBER I025
NAME OF ELEMENT TOTAL NO. OF GRANTEES WHO HAD TO GIVE UP THE FINANCIAL AID
FOR MEDICAL REASONS
SHORT NAME ILLNESS
PURPOSE To record the no. of grantees in all programs who gave up schooling because
of illness or some other medical reason.
DEFINITION DURING A SPECIFIED SCHOOLYEAR The no. of grantees who had to
give up the financial aid permanently because of illness or medical reasons.
Include grantees only grantees whose illness was serious enough to make
them schooling, not just stop temporarily. Include grantees who may have
died.
CODING Numeric: 5 digits.
ELEMENT NUMBER I026
NAME OF ELEMENT TOTAL NO. OF GRANTEES WHO VOLUNTARILY GAVE UP FOR OTHER
REASONS
SHORT NAME UMAYAW
PURPOSE To record total the no. of “voluntary withdrawals” for reasons other than
illness or financial.
DEFINITION DURING A SPECIFIED SCHOOLYEAR The no. of grantees who withdrew
formally for reasons other than medical or financial. For instance, those who
shift to a degree program or HEI not supported by the scholarship, those
who emigrate, etc.
CODING Numeric: 5 digits.
ELEMENT NUMBER I027
NAME OF ELEMENT TOTAL NO. OF GRANTEES WHO WENT AWOL
SHORT NAME NAWALA
PURPOSE To record total the no. of grantees who disappeared or abandoned their
scholarships without official notice or permission.

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356 Data on a Scholarship Provider

DEFINITION DURING A SPECIFIED SCHOOLYEAR The no. of grantees who disappeared

or abandoned their scholarships without official notice or permission.
CODING Numeric: 5 digits.

TOTAL MONETARY VALUE OF BENEFITS

PAID BY ALL PROGRAMS OF THE PROVIDER ORGANIZATION

This series of data elements provides aggregate figures. A provider may have 3 distinct financial aid
programs and a total of 30 grantees. Different levels of benefits are paid out for each program and indeed for
each of the grantees. This series records the aggregate amounts for all programs and grantees combined, the
actual amounts paid out, not the amounts allotted or budgeted.

ELEMENT NUMBER I028

NAME OF ELEMENT TOTAL MONETARY VALUE OF TUITION BENEFITS
SHORT NAME TUITION1
PURPOSE To record the aggregate amount spent by the scholarship program to pay
tuition of all its grantees during a specified schoolyear.
DEFINITION DURING A SPECIFIED SCHOOLYEAR The total monetary value of all
tuition benefits actually paid by the aid provider in behalf of all grantees in all
programs. Include two semesters and summer session, if any.

This is not necessarily “tuition as billed” to the student. This element records
the amount in pesos actually paid by the scholarship program. For instance,
total tuition as billed might be P 100,000 but the provider pays only P 75,000
of it, then TUITION1= 75,000 only. If the provider paid the entire tuition,
TUITION1=100,000 of course. Do not include miscellaneous fees.

If the provider of financial aid is an HEI, see TUITION1= TUITWAIVERS in

Chapter 3.
CODING Numeric data: 12 digits as in XXXXXXXX with no centavos. In Philippine
pesos. No commas. No peso sign. If the provider has no specific provision
for this, enter 0.
ELEMENT NUMBER I029
NAME OF ELEMENT TOTAL MONETARY VALUE OF MISCELLANEOUS FEES BENEFITS.
SHORT NAME MISCFEES1
PURPOSE To record the total monetary value of all the miscellaneous fees actually
paid by the aid provider in behalf of all its grantees during a specified
schoolyear.
DEFINITION DURING A SPECIFIED SCHOOLYEAR The total monetary value of all the
miscellaneous fees actually paid by the aid provider in behalf of all its grantees
in all its programs. If the provider does not explicitly provide for miscellaneous
fees (even if the provider hands out stipends), then MISCFEES1=0.

Include two semesters and summer session, if any. Do not include tuition
fees.

If the provider of financial aid is an HEI, see MISCFEES1 = FEESWAIVER

in Chapter 3.
CODING Numeric data: 12 digits as in XXXXXXXX with no centavos. In Philippine
pesos. No commas. No peso sign. If the provider has no specific provision
for this, enter 0.

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ELEMENT NUMBER I030

NAME OF ELEMENT TOTAL MONETARY VALUE OF “TEXTBOOK ALLOWANCES”
SHORT NAME TXBOOKS1
PURPOSE To record the total monetary value of the textbooks and school supplies
actually paid by the aid provider in behalf of all its grantees during a specified
schoolyear.
DEFINITION DURING A SPECIFIED SCHOOLYEAR The total monetary value of the
textbooks and school supplies actually paid by the aid provider in behalf
of all its grantees. Include two semesters and summer session, if any. This
means “Textbook Allowance” but not living stipends.
CODING Numeric data: 12 digits as in XXXXXXXX with no centavos. In Philippine
pesos. No commas. No peso sign. If the provider has no specific provision
for this, enter 0.
ELEMENT NUMBER I031
NAME OF ELEMENT TOTAL MONETARY VALUE OF ALL STIPENDS OR LIVING
ALLOWANCES
SHORT NAME STIPENDS1
PURPOSE To record the total monetary value of the stipends or living allowances
actually paid by the aid provider in behalf of all its grantees during a specified
schoolyear.
DEFINITION DURING A SPECIFIED SCHOOLYEAR The total monetary value of the
“stipends” or “living allowances” actually paid by the aid provider in behalf
of all its grantees. Typically there is a living allowance per semester or
per month (usually 10 months total in a year). Include two semesters and
summer session, if any. Do not include any amount specifically provider to
pay tuition, miscellaneous fees, textbooks or long-distance transportation
cost.

If the provider of financial aid is an HEI, see STIPENDS1 = STIPENDS in

Chapter 3.
CODING Numeric data: 12 digits as in XXXXXXXX with no centavos. In Philippine
pesos. No commas. No peso sign. If the provider has no specific provision
for this, enter 0.
ELEMENT NUMBER I032
NAME OF ELEMENT TOTAL MONETARY VALUE OF ALL LONG-DISTANCE TRANSPORTATION
BENEFITS.
SHORT NAME TRANSPORT1
PURPOSE To record the total monetary value of the long-distance travel such as airfare,
ship fare or bus fare (between school and family residence) actually paid by
the aid provider in behalf of all its grantees during a specified school year.
DEFINITION DURING A SPECIFIED SCHOOLYEAR The total value of long-distance
travel fare such as for airfare, ship fare or bus fare (e.g. between Manila
and Visayas or between Zamboanga City and Jolo) actually paid by the
aid provider in behalf of all its grantees. This is not “commuting cost” , i.e.
jeepney, tricycle fare, or school bus service between school and student
residence during the school year. Typically, the long-distance transportation
cost being referred to here consists of one round-trip per year or at most one
round-trip per semester.
CODING Numeric data: 12 digits as in XXXXXXXX with no centavos. In Philippine
pesos. No commas. No peso sign. If the provider has no specific provision
for this, enter 0.

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358 Data on a Scholarship Provider

ELEMENT NUMBER I033

NAME OF ELEMENT IF PROVIDER OFFERS PSYCHOSOCIAL ASSISTANCE
SHORT NAME ASSISTANCE
PURPOSE To record if the provider also funds psychocial assistance such as seminars
on learning methods, pre-enrollment enrichment or remedial courses,
guidance and counseling throughout the course of the schoolyear, etc. To
identify providers who give importance to such assistance.
DEFINITION If the provider gives psychosocial assistance to its grantees other than
the financial aid itself. For instance, special counseling, special housing
arrangements, additional tutoring, etc.
CODING 1 Yes.
2 No.
9 No information provided on the matter.

More data elements will be identified later.

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Data Elements on a Faculty Member 359

5/24/2004 3:06 PM
CHAPTER 11

DATA ELEMENTS ON A FACULTY MEMBER

DATA ENTITY TO BE DESCRIBED: The entity to be described in this chapter is a staff member in an HEI, a
person.

The employee could be a faculty member or non-teaching staff but most of the data elements in this chapter
apply only to a faculty member. Provision is made on how a data element will be recorded if the staff member
is not a faculty member.

The point of reference is an employee or staff member of an HEI. This means an employee --- whether
full-time or part-time, faculty or non-faculty, temporary or permanent. Included are lecturers (even if hired on
a semester-by-semester basis), teaching fellows, associates, or assistants, student assistants and graduate
assistants.

The chapter tries to answer the following questions:

• If there are 200 ( or X ) staff members in the HEI, what specific pieces of data will the HEI need or want
to record about each of them?
• What specific pieces of data should the HEI record about its faculty so that it can respond to CHED
surveys about the HEI as a whole?
• Indeed, what specific pieces of data will a researcher ever need or want about each of the faculty
members in an HEI, a cluster of disciplines or in the Philippines as a whole?

Each of the elements describes an employee, a person. The person must have an “employee-employer
relationship” with the HEI. Many HEIs enter into contracts with private security and custodial services agencies.
Most of the blue guards and uniformed janitors in HEIs are actually employees of the agencies, not of the HEI.
Such persons are not part of the discussion in this chapter.

Of course it also happens that an HEI may have a few security and/or custodial workers in its employ. These
persons receive salaries from the HEI itself and not from an agency. They are considered employees of the HEI
and the data elements here would apply to them.

Another possible exclusion is in connection with some “projects” in an HEI. An HEI may use its own funds
or receive funding from an external agency (e.g. DOST, the Department of Agriculture, the Ford Foundation,
USAID, etc. to conduct some research or training project with a fixed duration. A person hired in connection with
such a project may be considered an employee “of the project” but not of the HEI itself.

The data on an individual employee or faculty member are most relevant to the HEI itself. The HEI is the primary
user of the data and this is especially true in the case of private HEIs. In the case of public institutions, the
employees are of interest to the SUC but they are also of interest to DBM, the Civil Service and CHED. In either
case, much of the data on an individual employee or faculty will be recorded only in the HEI itself. One cannot
see a circumstance where CHED might be interested in the name, ID number, birthday, address, etc. of an
individual employee of an HEI. After all, there could be as many as 100,000 personnel in the 1,800 HEIs.

Even so, if only for statistical and research purposes, it is in the interest of CHED for all HEIs to use the same
terminology, the same definitions and the same coding of common data elements.

CHED will be collecting only aggregate data per institution such as: the total no. of faculty, the no. of full-time
faculty with doctorate degrees, the percentage of students who enjoy financial aid, the average tuition and
miscellaneous fees paid by students, etc. An HEI cannot collect such data about its faculty unless CHED
and the HEI together have clear and common definitions of data elements on an individual faculty. For CHED
the more relevant data elements are those about an institution and those are in Chapter 3 DATA ON AN
INSTITUTION.

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360 Data Elements on a Faculty Member

THE NEED FOR COMMON DEFINITIONS AND TERMINOLOGY

For the HEIs which have yet to start computerizing their employee databases, the RCDEM provides a good
start. The MANUAL provides terminology, definitions and coding schemes. Each HEI is free to add more data
elements but if the data element is already defined here in this MANUAL, the HEI is requested to adopt
the definition, the terminology and the suggested coding given here. For its own needs, an HEI could
devise new terms and new coding (even an entirely parallel but different scheme) but as much as possible,
each HEI should stick to what is in the RCDEM. This will result in some standardization of the most important
data elements in higher education. When CHED requests for data from the HEIs, it should use the terminology
and definitions in this manual.

As mentioned many times, precise definitions and logical coding do not guarantee a good information system.
However, the absence of such precise definitions and standard coding schemes guarantee failure.
Imprecise definitions and confusing terminology will doom any computerization effort from the beginning.
Computers may be fast but they are inflexible. Thus the need for logical definitions.

The no. of data elements in this chapter seems to make data gathering more complex than it really is. The fact
is that the RCDEM is trying break down the data gathering to specific pieces of data.

SOME INTERESTING ELEMENTS IN THE REVISED CDEM

As mentioned before, the employee could be a teaching or non-teaching employee. However, the faculty
members are the most surveyed personnel in the HEI.
83. Is the employee a faculty member? See EMPLTYPE.
84. Is the employee full-time? Is the faculty member part-time? See FULLPART.
85. Is the employee currently “in the service” or “ in the payroll”? See INSERVICE.
86. How do we classify the faculty member based on tenure? See TENURED.
87. What is the workload of the faculty member in terms of credit units? See NORMALLOAD, UNITX_
LECT1, UNITX_LECT2, UNITX_LAB1, UNITX_LAB2, etc.
88. Out of a typical 40-hour week, how many hours are devoted to teaching? Administrative duties? See
LECT_HOURZ, LAB_HOURZ, ADMIN_HOURZ, etc.
89. What fraction of the faculty member’s total hours is devoted to teaching? Research? Admin? See
HOURZ_%TEACH, HOURZ_% RES, HOURZ_%ADMIN, etc.
90. What fraction of the faculty member’s credit units is devoted to teaching? Research? Etc. See LECT_
%UNITXX, LAB_%UNITXX, RES_%UNITXX, etc.
91. Based on highest degree earned (regardless of discipline), how do we classify the employee? See
HIGHESTDEG1.
92. Based on highest degree earned IN THE DISCIPLINE where the faculty member is teaching, what is
the highest degree earned? See HIGHESTDEG2.
93. Is the faculty member “in active pursuit” of an advanced degree? See PURSUE.
94. How is the faculty ranked by the students? See EVALUATION.
95. How many classes did the faculty member teach? See CLASS_UG, CLASS_MS, etc.
96. How many subjects does the faculty member have to prepare for? See SUBJ_UG, SUBJ_MS, etc.
97. How big is the faculty member’s teaching load? How many student-credit units? How many FTE
students? See SCU_UG, SCU_MS, SCU_PHD, FTES_UG, FTES_MS, etc.
98. What is the average class size taught by the faculty member? See SIZE_UG, SIZE_MS, etc.
99. How many undergraduate students were taught by the faculty? graduate students? See UGTEACH_
STUDE, GRADTEACH_STUDE.
100. How many STUDENT CREDIT UNITS were taught by the faculty? See UGTEACH_SCU,
GRADTEACH_SCU.
101. How many thesis advisees? See UG_THESIS, MS_THESIS, PHD_THESIS.
102. What is the primary field of specialization? See XPECIALTY, ZPECIALTY.

WHO WILL COLLECT THE DATA

The primary user of data on an individual employee is the HEI itself. Thus, it is the HEI which will collect
data on an employee. This chapter defines about 80 data elements on an employee but since many of these
are collected every semester or every year, the no. of data elements on one person can add up very fast. If the

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Data Elements on a Faculty Member 361

HEI has 500 employees and collects 50 pieces of data every semester, this means 25,000 pieces per semester.
It will be the HEI which will decide which elements to collect, when to collect them, how frequent it will collect
the data and how the data will be stored.

As a general rule, CHED will be interested only in aggregate data about an institution such as those described
in Chapter 2. However, there will be a few occasions when some office in CHED will need data about individual
faculty members. For instance,
• the faculty members in a CHED center of excellence or center of development.
• the faculty members (esp. those teaching in graduate programs) in some discipline or cluster.
• the faculty members who are involved in proposing a new graduate program in some HEI.
• a group of faculty members submitting a research proposal.
• all faculty members with advanced degrees in the discipline where they teach.

Between the faculty members in private HEIs and those in SUCs, CHED will have a greater interest on those
in the latter. DBM too will have some interest in individual faculty members of the SUCs. For instance, the DBM
maintains a database on all SUC employees with their own PS items. There is, in fact, a government computer
database with the names of all faculty members in the SUCs – at least the ones with their own plantilla positions.
There is no such database on the faculty members or other employees of private HEIs and it is doubtful there
would ever be one.

It is the HEI which needs detailed data about each of its faculty members. In general, CHED will not need these
details but would need aggregate figures about the faculty members in an institution.

THE NEED FOR A FIXED CENSUS DATE

The employee profile of an HEI changes from day to day as new employees are hired and old employees retire,
resign or are fired. The elements in this series will be collected as of a specific cut-off date and the suggested
national census day is July 1 of each year – about 2 weeks after classes start. The count of students and faculty
will both be done as of July 1 of each year. This makes the counts very timely in connection with the first
semester. This does not mean that employee counts and enrolments will be submitted on July 1 itself. It only
means “snapping the picture” on July 1 but the actual picture print itself may not be available until, say, 2 weeks
or 4 weeks later.

DISCLAIMER
The definitions given in this Revised CHED DATA ELEMENT MANUAL are operational definitions to be used
for data-gathering or statistical purposes only. The definitions used here are not intended to be legal definitions.
The definitions and coding schemes are designed only to put logic or clarify the logic in counting and classifying
data entities important to HEIs and CHED. They cannot and should not be used in collective bargaining
between employee unions and the HEIs or in any litigation.

DEFINITIONS AND CODING OF DATA ELEMENTS

NOTE: The entity being described below is an employee of a specific HEI, a person. The person could
be either a faculty member or a non-teaching staff member. He /she is variously referred to as “the employee”,
“the staff member” or sometimes “ as the faculty member”. If the employee is not a faculty member, there will
be a special provision within the coding or the assigning of a value to the data element.

ELEMENT NUMBER J001

NAME OF ELEMENT UNIQUE EMPLOYEE ID NUMBER ASSIGNED BY THE HEI
SHORT NAME EMPLCODE
PURPOSE To record the unique ID code number of the employee assigned by the HEI.
For use within the HEI only.

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362 Data Elements on a Faculty Member

DEFINITION The unique ID code number assigned to the employee by the HEI. It is
important that an employee has one code number that no two persons have
the same code.

Ideally an employee should have only one code number within the HEI -- for
use in the payroll, in the HEI library, at the HEI gym or swimming pool, at the
school clinic, etc.
CODING Text data: 10 alphanumeric.
ELEMENT NUMBER J002
NAME OF ELEMENT FIRST NAME OF EMPLOYEE
SHORT NAME EMPLNAM1
PURPOSE To record the family name of the employee.
DEFINITION Family name. Also known as surname or last name. For a married woman,
this could be the original maiden name, the married name (i.e. last name
of husband) or a hyphenated version as in “Macapagal-Arroyo”. Should not
include the appellations “Jr.”, “Sr.” or the Roman numerals “III”.
CODING Text data: 30 characters. UPPERCASE ONLY. Other rules and conventions
to be set later.
ELEMENT NUMBER J003
NAME OF ELEMENT MIDDLE NAME OF EMPLOYEE
SHORT NAME EMPLNAM2
PURPOSE To record the middle name.
DEFINITION Middle name. For Filipino males or unmarried females, this is usually the
maiden name of the mother. For a married Filipina woman, this is usually the
maiden name. If a person has two first names as in Maria Clara, the Clara is
not considered a middle name.
CODING Text data: 30 characters. UPPERCASE ONLY. Other rules and conventions
to be set later.
ELEMENT NUMBER J004
NAME OF ELEMENT FIRST NAME OF EMPLOYEE
SHORT NAME EMPLNAM3
PURPOSE To record the first name.
DEFINITION The first name. (Sometimes also known as “given name”). Some first names
actually involve more than one name as in MARIA CLARA or MARIA CARIDAD
ESPERANA. The first name should include the appellations “JR.” or ‘SR.” or
the Roman numerals if any such as “III” as in GREGORIO III
CODING Text data: 30 characters. UPPERCASE ONLY. Other rules and conventions
to be set later.
ELEMENT NUMBER J005
NAME OF ELEMENT EMPLOYEE DATE OF BIRTH
SHORT NAME BDAY
PURPOSE To keep track of age, possibly for retirement and other uses.
DEFINITION Date of birth in official Birth Certificate.
CODING MMDDYYYY. Feb 8, 1960 is recorded as 02081960.
ELEMENT NUMBER J006
NAME OF ELEMENT GENDER OF EMPLOYEE
SHORT NAME GENDER
PURPOSE
DEFINITION Gender of employee.
CODING 1 Male
2 Female
9 No information provided on the matter.

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ELEMENT NUMBER J007

NAME OF ELEMENT CIVIL STATUS OF EMPLOYEE ( AS OF SPECIFIC DATE)
SHORT NAME MARRIED
PURPOSE
DEFINITION Civil or marital status of the employee.
CODING 1 Single.
2 Married
3 Widow/ Widower
4 Separated
5 Divorced or previous marriage annulled.
9 Not known.
ELEMENT NUMBER J008
NAME OF ELEMENT NO. OF DEPENDENTS ( AS OF SPECIFIC DATE)
SHORT NAME DEPENDENTS
PURPOSE To indicate the no. of dependents who might qualify for benefits given by the
HEI, e.g. tuition discounts if enrolled in the HEI or privilege for HEI-provided
housing.
DEFINITION No. of dependents who qualify for HEI-provided benefits. Do not confuse with
no. of dependents eligible for income tax deductions. Since this is for the
purpose of the HEI, “dependents” will be defined by the HEI itself.
CODING Numeric: 2 digits.

ELEMENT NUMBER J009

NAME OF ELEMENT STREET ADDRESS OF EMPLOYEE
SHORT NAME STREET
PURPOSE To record the street address of the employee.
DEFINITION The street address, not post office box number. Address with enough details,
suitable for messenger use.
CODING Text data: 70 characters.
ELEMENT NUMBER J010
NAME OF ELEMENT OFFICE TELEPHONE NUMBER
SHORT NAME PHONE1
PURPOSE To record the office telephone number, the number to call during working
hours.
DEFINITION Telephone number, including area code and extension number.
CODING Text data: 30 characters. Format: (054) 890-1234 Loc 1234 or (0917) 789-
6543
ELEMENT NUMBER J011
NAME OF ELEMENT TELEPHONE NUMBER AT RESIDENCE
SHORT NAME PHONE2
PURPOSE To record telephone number at the residence. The no. to call outside office
hours.
DEFINITION Telephone number, including area code.
CODING Text data: 20 characters. Format: (054) 890-1234 or (0917) 789-6543
ELEMENT NUMBER J012
NAME OF ELEMENT FAX NUMBER OF EMPLOYEE
SHORT NAME FAXNUM1
PURPOSE To record the office fax number of employee.
DEFINITION Fax number, including area code.
CODING Text data: 20 characters. Format: (054) 890-1234
ELEMENT NUMBER J013
NAME OF ELEMENT OFFICIAL E-MAIL ADDRESS OF EMPLOYEE
SHORT NAME EMAILADDR
PURPOSE To record the OFFICIAL e-mail address of employee
DEFINITION E-mail address assigned by the HEI to the employee.
CODING Text data: 30 characters. Example: [email protected]

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364 Data Elements on a Faculty Member

ELEMENT NUMBER J014

NAME OF ELEMENT PERSONAL E-MAIL ADDRESS OF EMPLOYEE
SHORT NAME EMAILADDR
PURPOSE To record the personal or alternate e-mail address of employee
DEFINITION Alternate E-mail address of employee.
CODING Text data: 30 characters. Example: jdelacruz@ yahoo.com

ELEMENT NUMBER J015

NAME OF ELEMENT IF EMPLOYEE HAS A PHYSICAL OR MEDICAL DISABILITY
SHORT NAME DISABLED
PURPOSE To record a physical or medical disability.
DEFINITION Medicalor physical disability as of a specific date.
CODING 1-digit code. ( See coding of National Statistics Office).
1 No known disability.
2 With disability.
9 NO INFORMATION ON THE MATTER

ELEMENT NUMBER J016

NAME OF ELEMENT CITIZENSHIP OF EMPLOYEE
SHORT NAME CITIZEN
PURPOSE Due to Philippine labor laws, non-citizens can be employed only with proper
permits.
DEFINITION Citizenship.
CODING Text: 5 digits. Coded by country, using standard DFA code.
Filipino citizen = 00001. If citizenship is not known, CITIZEN=99999.
ELEMENT NUMBER J017
NAME OF ELEMENT VISA STATUS IN THE PHILIPPINES
SHORT NAME VISA
PURPOSE To indicate visa status. Important for Visiting Professors.
DEFINITION The employee’s lawful status in RP either as a Filipino citizen or a non-citizen
with a valid visa.
CODING 1-digit code.
1 Filipino citizen. Holder of Philippine Passport.
2 Non-citizen granted permanent residency in RP
3 Person granted permission to enter and be employed in RP
4 Person granted permission to enter and remain as a dependent or spouse of
a diplomat.
9 No record.

ELEMENT NUMBER J018

NAME OF ELEMENT “HOME UNIT” OF EMPLOYEE
SHORT NAME HOME1
PURPOSE To indicate the home unit of the employee in the HEI. For use in disaggregation
of data about the HEI.
DEFINITION The home or mother unit (within the HEI) of the employee as indicated in
basic appointment paper. The college or office where employee is primarily
stationed.

If employee is a faculty member, say in the Math Dept of the College of

Science, it is a tossup if the home unit is the Math Dept or the College of
Science. Similar quandary if the employee is in the Accounting Division of the
Finance Office. Decision will be made by the HEI.
CODING Text data: 30 characters.
ELEMENT NUMBER J019
NAME OF ELEMENT “HOME SUB-UNIT” OF EMPLOYEE
SHORT NAME HOME2
PURPOSE To indicate the “home sub-unit” of the employee in the HEI.

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DEFINITION The sub-unit of “HOME1” (as defined above) where employee is based. In
the example cited above, HOME2=Math Dept while HOME1=College of
Science.

CODING Text data: 30 characters. In a computer environment, use UNITCODE instead

of UNITNAME.

CLASSIFICATION AS FACULTY

Every employee in the HEI is important. Every employee contributes to the 3 missions of a higher education
institution – teaching (or instruction), research and extension services. Not surprisingly, HEIs are full of
employees with academic degrees and professional licensures. However, the HEI employees who deserve the
most statistical scrutiny are the faculty. After sorting out who deserve to considered “a faculty member”, there
remains the problem of classifying each employee into groups such as: Executive, Research/Extension staff,
Professional Staff, etc.

The specific issues of who belongs to what category will be tackled in more detail later. For the moment, the
definition of the element EMPLTYPE provides the labels for the boxes into which every employee has to be
classified. Each employee can be classified into exactly one of the groups listed in the coding.

Within an HEI, the issue of who gets classified into what group (e.g. faculty, professional or executive) could
be a matter of privilege ( e.g. entitlement to a nice office, an official vehicle and driver, Representation and
Transportation Allowance), protocol, or a matter of professional and personal pride. For CHED, the systematic
classification is a matter of accuracy and comparability of data from HEI to HEI. With almost 1,600 HEIS ( or
2,000 depending on whether campuses are counted separately) submitting statistics, it is important that HEIs
are submitting the same things. CHED must be sure that bananas are being added to bananas, not bananas
to chicos.

ELEMENT NUMBER J020

NAME OF ELEMENT EMPLOYEE CLASSIFICATION BASED ON POSITION TYPE
SHORT NAME EMPLTYPE
PURPOSE To classify HEI employees into “TYPES”. .
DEFINITION Classification according to primary duty in the HEI. Employees whose
primary job in the HEI is teaching are called “faculty” or “faculty members”.
A physician whose primary job in the HEI is teaching ( as in the College of
Medicine) should be classified as a faculty member. However, a physician
whose primary job in the HEI is as a medical practitioner (in the school clinic)
should be classified as Professional.

In general, the classification is based on the nature of the employee’s

primary job in the institution -- not on the professional licensure held by the
employee. A faculty member who has accepted a permanent appointment in
HEI administration (e.g. as Vice-President for Finance) should be classified
as Executive – even if he continues to teach a subject or two. However, a
faculty member with a part-time or fixed-duration administration job in the
HEI should still be classified as faculty.

CODING 2-digit code

1 FACULTY. The primary duty is to teach or the position title includes the
words Instructor, Teacher, Lecturer or Professor. Include lecturers (senior
and professorial), Prof Emeriti, Adjunct/ Affiliate/ Clinical Faculty.

2 RESEARCH or EXTENSION Research Associate (but not Research

Assistant). Training Officer.

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366 Data Elements on a Faculty Member

3 PROFESSIONAL Examples: MD, DMD, RN serving in the school clinic or

serving as medical consultants in school hospital (e.g. UP-PGH). Engineer
serving in the Physical Plant Office. CPA serving in one of the finance
offices. Guidance Counselors. Professional Librarians. LLB serving as Legal
Counsel. ( However, an LLB serving as administrative officer or finance
officer will not be counted as professional.)

4 EXECUTIVE Example: President, Vice-President, Chancellor, Vice-

Chancellor, Executive Director. Count only those who serve full-time in
these positions. That is, an occupant of these positions could teach too but
does not have to.

Deans are executives too but they do not sit in permanent positions and
do not devote all their official hours to that position. Deans usually serve in
that position as an additional duty to their primary appointment as faculty
members. Thus, deans will not be counted among the executives.
5 TECHNICAL Example: Lab Technician, Computer Personnel with a certain
minimum level of training (e.g. beyond mere data entry).

6 ADMINISTRATIVE Examples: Clerk, Administrative Officer, Data Entry

Person, etc. Include Utility Man, Janitor, Security Guard if they are actually
employed by the HEI and not by a service company under contract by the
HEI.

TEACHING FELLOW: Teaching Assistants, Teaching Associates, Teaching

Fellows. Graduate students who actually handle classes and give out grades.
In some HEIs these persons are not even classified as employees, let alone
members of the faculty, but this separate category is used to segregate them
because they do add to the teaching capacity of an institution.

7 STUDENT EMPLOYEE Examples: Student Assistant, Graduate Assistant.

These students work part-time (typically limited to 20 hours or less per
week), may assist the faculty but they do not teach on their own and are not
authorized to issue grades on their own.

Teaching Assistants, Teaching Associates and Fellows are coded

separately.

9 Not known.

TRI-CLASSIFICATION INTO FACULTY, REPS, ADMIN

The data element EMPLTYPE classifies the employees into 7 groups. The intention of the data element
FACULTY is to classify each and every employee into exactly one of 3 groups. Again the labels are provided
below in the coding. The issue of classifying each and every employee into exactly one of three groups will be
discussed in more detail later.

ELEMENT NUMBER J021

NAME OF ELEMENT FACULTY, REPS, ADMINISTRATIVE
SHORT NAME FACULTY
PURPOSE To classify HEI employees into just 3 major groups: FACULTY,
ADMINISTRATIVE or REPS (Research, Extension and Professional
Staff).
DEFINITION The classification of an employee into just one of 3 major categories.
(Compare with EMPLTYPE above).

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Data Elements on a Faculty Member 367

CODING
1 FACULTY.
2 Research, Extension and Professional Staff (REPS)
3 ADMINISTRATIVE
9 No information provided on the matter.

IF THE FACULTY IS TENURED OR AT LEAST ON TENURE TRACK

The tenured faculty members and non-tenured ones who are “on a tenure track” are important to the
institution because they may be said to constitute “the core faculty”.

ELEMENT NUMBER J022

NAME OF ELEMENT IF THE EMPLOYEE IS TENURED OR PERMANENT
SHORT NAME TENURED
PURPOSE To identify if the staff member is permanent (i.e. tenured) or at least in
line for permanency (i.e. on tenure track). If the faculty member can be said
to be part of the “core faculty”.

DEFINITION If the employee is permanent or at least in line for permanency.

Permanent or tenured (exact synonyms as used in the RCDEM) means

the appointment of the employee cannot be terminated unless “for
cause”. There is no expiration date to the appointment – except mandatory
retirement, voluntary resignation, serious disability, death or possibly
reorganization or abolition of the office, college or the HEI itself.

Tenured usually means full-time but not always. In some colleges of

Medicine or Law, many of the faculty are tenured, have their own PS items
or plantilla positions but are actually half-time, not full-time.

Not all the full-time faculty are on tenure track. In some SUCs there are
full-time faculty members who do not have PS items and their salaries are
charged to SUC income, GAA PS lump sums or PS savings. Because of
the absence of a PS item, these full-time faculty members in an SUC are
NOT on tenure track.

In a private HEI it is the HEI which will declare if a non-tenured faculty

member is on a tenure track. Within the HEI, the final authority on the
matter is the Vice President for Academic Affairs (VPAA) or equivalent.

CODING
1 The employee is permanent. If a faculty member, the faculty member
is said to be “tenured.”
2 The employee is not tenured but is on tenure track, in line for
permanency. That is, the employee is eligible for tenure or permanency
pending fulfillment of some requirements. Although tenure may lie in the
future for the employee, tenure is not assured.
3 The employee is not tenured and is not on tenure track either. That is,
the person is NOT in line for permanency.
• In a public SUC or public HEI, if the faculty member is non-tenured
but has his own PS item or plantilla position, he is deemed to be
on a tenure track. This is not to say tenure will be certain or even
probable.

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368 Data Elements on a Faculty Member

• In an SUC or public HEI, if an employee has no PS item, he is

NOT in line for permanency. If a faculty member has no PS item,
the faculty is not on a tenure track – even if he teaches a full load,
even if he has been employed for a number of years. A PS item is
necessary (though not sufficient) for tenure.

• In an SUC or public HEI, if a tenured faculty member is on official

leave and a substitute is hired with salary to be paid from the
temporarily-vacant item, the substitute does not have a PS item. In
this case, the substitute is NOT on a tenure track.
• In a private HEI, it is the HEI (not CHED) which will declare if a
non-tenured faculty member is on a tenure track or if the temporary
non-teaching employee is in line for permanency.

EXAMPLES of faculty members not on tenure track: lecturers, teaching

assistants or associates, student assistants or graduate assistants, visiting
professors, adjunct faculty or affiliate faculty, etc. Appointees to these
positions are not in line for permanency. Their appointments have to be
renewed periodically.

4 Professor emeritus. A professor emeritus has already retired and tenure

is irrelevant. The emeritus professor was tenured before and is not trying
again to get on a tenure track. On the other hand, the emeritus appointment
has no expiration date and may be considered to be permanent – and hence
tenured. A professor emeritus is in a category of his own! The professor
emeritus is not counted among the tenured faculty but will not be counted
among the non-tenured faculty either!
.
9 No information provided on the matter.

CLASSIFYING THE FACULTY INTO GENERIC RANKS

In the SUCs, the position titles for the faculty include Roman numerals as in “ Assistant Professor IV” as
opposed to “Assistant Professor I”. If the Roman numerals are factored in, there could be as many as 30
different faculty position titles. However, it would be simpler if faculty ranks could be grouped together into just
“the generic ranks” without the encumbrance of Roman numerals. The data element FACRANK is an attempt
in this simplification.

ELEMENT NUMBER J023

NAME OF ELEMENT GENERIC FACULTY RANK OF EMPLOYEE
SHORT NAME FACRANK
PURPOSE To simplify or standardize faculty ranks into just the major categories,
ignoring the Roman or Arabic numerals which designate “steps” within the
same rank.
DEFINITION The “generic faculty rank” as coded below. This element will ignore Arabic or
Roman numerals, will put Asst Prof 1,2,3,4,5,6 all together under “Assistant
Professor”.

Ignore the prefixes: Exchange, Visiting, Adjunct, Affiliate, and the suffix
Emeritus. Thus, Visiting, Adjunct or Affiliate Asst Prof will be coded along
with all other Asst Prof.

A person will be classified into one and only one of the following
categories.

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Data Elements on a Faculty Member 369

CODING 2-digit code.

09 Teaching Fellow or Teaching Associate
10 Teacher, Master Teacher
11 Lecturer, Senior Lecturer, Professorial Lecturer
12 Professor Emeritus
13 Visiting Professor (whatever the actual rank)
14 Adjunct or affiliate faculty (regardless of whether adjunct asst prof or adjunct
associate prof or adjunct professor, etc.)
20 Instructor
30 Assistant Professor
40 Associate Professor
50 Full Professor (including University Professor)
90 Others

ELEMENT NUMBER J024

NAME OF ELEMENT IF THE FACULTY MEMBER IS CONSIDERED BY THE HEI AS A
“REGULAR FACULTY MEMBER”.
SHORT NAME REGULAR
PURPOSE To indicate if the faculty member AS DECLARED BY THE HEI is a “regular”
faculty member.
DEFINITION As declared by the HEI, if the faculty member is a regular faculty member,
i.e. if he is counted among the regular faculty of the HEI. Within the HEI,
the final authority on the matter is the VPAA.

The term “regular” has many interpretations and connotations. It could be

a synonym for “full-time”, “tenured” or “on tenure track” but that adds to the
confusion. The term also connotes the grant of some privileges, e.g. sick
leave, vacation leave, retirement benefits, etc.

TO BE DEFINED IN GREATER DETAIL LATER but see FULL_PART

below.
CODING
1 Regular faculty, as declared by the VPAA of the HEI.
2 Not a regular faculty, as declared by the VPAA.
9 Not known or not indicated.

IS THE EMPLOYEE FULL-TIME OR PART TIME?

ELEMENT NUMBER J025

NAME OF ELEMENT IF THE EMPLOYEE FULL-TIME, FULL-TIME OR PART-TIME IN THE
HEI
SHORT NAME FULL_PART
PURPOSE To answer: is the employee full-time, half-time, or part-time in the HEI?

DEFINITION FOR THE NON-TEACHING EMPLOYEE,

• Full-time means a 40-hour week.
• If the no. of hours is fixed at 20 hours per week, the employee is
half-time.
• If there is no fixed commitment for 40 hours or 20 hours, the
employee is classified part-time. For instance, if a Physician is “on
call” or renders clinic hours for 2 hours per day, classification is
part-time.

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370 Data Elements on a Faculty Member

FOR THE FACULTY OR TEACHING EMPLOYEE,

• full-time means the faculty member is required to teach or
account for the normal (i.e. minimum) full-time faculty load,
typically set at 18 units (or whatever it is in the HEI). The faculty
member has to account for this full load.
• If the faculty member is required to teach or account for exactly
half the normal load, then the faculty is half-time. Indeed, so
long as there is a fixed minimum load which is less than the full-
time (say 9 units per sem), the faculty member will be classified as
“half-time”. The crucial condition is that there is a fixed minimum
load which the faculty has to account for.
• If the faculty member has no fixed minimum load, then the
faculty member will be classified part-time. The quintessential
part-time faculty member is the lecturer because the lecturer has no
pre-determined minimum load. The lecturer may teach or may not
depending on his own availability and the need for his services.
• “To account for 18 units” means the faculty is allowed to meet
the 18 unit normal load with a combination of actual teaching,
administrative duties, research or some other officially-recognized
duty.
• Teaching Fellows, Associates or Assistants will be counted
separately.
• A professor emeritus will counted as “part-time faculty” because
there is no fixed minimum load.

• If the faculty member has no fixed minimum load but has been
teaching an average of at least 18 units in the previous four
(4) consecutive semesters, the faculty member will be classified
“full-time”.
• This counting rule is only for the purposes of the RCDEM and the
rule cannot or should not be invoked by any person to demand
some privileges or compensation from the HEI.

CODING
1 The person is a “full-time” employee of the HEI.
2 The person is a “half-time” employee of the HEI.
3 Student employee such as Student Assistant or Graduate Assistant.
4 Teaching Fellow, Associate or Assistant.
5 None of the above and therefore “part-time”. This includes: lecturers (all
ranks), adjunct or affiliate faculty, visiting professors, professors emeriti,
Physicians “on call”, lawyers or accountants “on retainer basis”, etc.
9 Not known or not indicated.

IS THE EMPLOYEE CURRENTLY “IN THE SERVICE OF THE HEI”?

ELEMENT NUMBER J026

NAME OF ELEMENT IF THE EMPLOYEE IS CURRENTLY “IN THE SERVICE OF THE HEI”
SHORT NAME INSERVICE
PURPOSE To answer: is the employee currently in the service at the HEI? Or is the
employee on leave without pay?
In computing average teaching load or average workload per faculty, only
the faculty currently in the service of the HEI will be included. In determining
the teaching capacity in an HEI for a semester, only those in the service of
the HEI are available.

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Data Elements on a Faculty Member 371

DEFINITION AS OF A SPECIFIC DATE (e.g July 1) if the employee is in the service of

the HEI and therefore currently receiving salary or compensation from the
HEI.

• Include an employee who is on official leave with pay

• but exclude somebody on leave without pay.
• A tenured faculty member on leave without pay or on secondment
without pay from the HEI is still tenured but is not currently in the
service of the HEI.
• A professor emeritus has, in effect, an appointment for life but if he
has no current teaching or research load for which he is being paid,
the emeritus professor is not currently in the service.
• Include a faculty member who is serving temporarily as a full-time
or part-time administrator in the HEI.
• Include a faculty member who has no current teaching load but is
performing official duties in the HEI and therefore is still considered
in the service of the HEI.

CODING
1 The employee is CURRENTLY IN THE SERVICE OF THE HEI and drawing
salary or compensation from the HEI.

2 The employee is NOT CURRENTLY IN THE SERVICE OF THE HEI, i.e.

not receiving salary or compensation from the HEI.
9 Not known or not indicated.

WHAT IS THE FACULTY MEMBER’S PRIMARY FIELD OF

SPECIALIZATION?
What is the primary field of specialization of the faculty member? If this question is left open-ended,
the response could be anything written down by the faculty member. The response can only be recorded in a
computer as text data. This means it cannot be analyzed. It would then be impossible to categorize the faculty
members in an HEI into a few disciplines, let alone classify all the faculty members in the Philippines.

If the HEI or CHED wants to analyze the responses from 200 faculty members in an HEI or the 50,000 (or
100,000) faculty members in the Philippines, the response must be limited to a pre-specified menu of
specializations. For starters, CHED could use the 12 major fields of study or the 71 disciplines listed under the
data element UNESCO_12 or ISCED_71 of Chapter 2. Or CHED could use the 21 disciplines listed under the
data element PSCED_21 also in Chapter 2. The point is that responses have to be chosen from a prescribed
menu. The response should not be open-ended.

ELEMENT NUMBER J027

NAME OF ELEMENT PRIMARY TEACHING DISCIPLINE OF THE FACULTY BASED ON
UNESCO_12
SHORT NAME UNESCO_12
PURPOSE To classify the faculty member into one of the 12 major fields of study listed
under the data element UNESCO_12.
DEFINITION The primary discipline where the faculty member does all or most of his
teaching, where the faculty member has done his publishing. Each faculty
member should be classified into at most one category.
CODING 2-digit code, as used in the data element UNESCO_12 of Chapter 2.
• Use “98” to mean “FACULTY DECLARES NO FIELD OF
SPECIALIZATION”.
• Use “99” to mean “NO INFORMATION ON THE MATTER”.

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372 Data Elements on a Faculty Member

• Use “97” to mean “FACULTY MEMBER DECLARES 2 OR MORE

FIELDS OF SPECIALIZATION”
• Use “00” to mean “EMPLOYEE IS NOT A FACULTY MEMBER”.
CODING 2-digit code (as lifted from ISCED 1997)
01 NATURAL AND PHYSICAL SCIENCES
02 INFORMATION TECHNOLOGY
03 ENGINEERING AND RELATED TECHNOLOGY
04 ARCHITECTURE AND BUILDING
05 AGRICULTURE, ENVIRONMENTAL AND RELATED STUDIES
06 HEALTH
07 EDUCATION
08 MANAGEMENT AND COMMERCE
09 SOCIETY AND CULTURE
10 CREATIVE ARTS
11 FOOD, HOSPITALITY AND PERSONAL SERVICES
12 MIXED FIELD PROGRAMS
00 Employee not a faculty member. The “00” must be entered, just cannot be
left blank.
98 Faculty explicitly declares NO FIELD OF SPECIALIZATION
97 Faculty member declares 2 or more fields.
99 No information on the matter.

ELEMENT NUMBER J028

NAME OF ELEMENT PRIMARY TEACHING DISCIPLINE OF THE FACULTY BASED ON
ISCED_71
SHORT NAME ISCED_71
PURPOSE To classify the faculty member into one of the 71 fields of study listed under
the data element ISCED_71 of Chapter 2.
DEFINITION Classification into one of 71 fields specified in ISCED_71 of Chapter 2.
Each faculty member should be classified into at most one category.

CODING 4-digit code, as used in the data element ISCED_71 of Chapter 2.

• Use “9998” to mean “FACULTY DECLARES NO FIELD OF
SPECIALIZATION”.
• Use “9999” to mean “NO INFORMATION ON THE MATTER”.
• Use “9997” to mean “FACULTY MEMBER DECLARES 2 OR
MORE FIELDS OF SPECIALIZATION”
• Use “0000” to mean “EMPLOYEE IS NOT A FACULTY
MEMBER”.

ELEMENT NUMBER J029

NAME OF ELEMENT PRIMARY TEACHING DISCIPLINE OF THE FACULTY BASED ON
PSCED_19
SHORT NAME PSCED_19
PURPOSE To classify the faculty member into one of the 19 major fields of study listed
under the data element PSCED_21.
DEFINITION Classification into one of 19 fields listed in PSCED_21 of Chapter 2. Each
faculty member should be classified into at most one category.
CODING 2-digit code, as used in the data element PSCED_21 of Chapter 2.
• Use “98” to mean “FACULTY EXPLICITLY DECLARES NO FIELD
OF SPECIALIZATION”.
• Use “99” to mean “NO INFORMATION ON THE MATTER”.
• Use “97” to mean “FACULTY MEMBER DECLARES 2 OR MORE
FIELDS OF SPECIALIZATION”
• Use “00” to mean “EMPLOYEE IS NOT A FACULTY MEMBER”.
62 AGRICULTURE, FORESTRY, FISHERIES
58 ARCHITECTURE AND TOWN PLANNING
34 BUSINESS ADMINISTRATION AND RELATED
14 EDUCATION SCIENCE AND TEACHER TRAINING

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Data Elements on a Faculty Member 373

54 ENGINEERING AND TECHNOLOGY

18 FINE AND APPLIED ARTS
00 GENERAL
66 HOME ECONOMICS
22 HUMANITIES
38 LAW AND JURISPRUDENCE
84 MASS COMMUNICATION AND DOCUMENTATION
46 MATHEMATICS AND COMPUTER SCIENCE
50 MEDICAL AND ALLIED
42 NATURAL SCIENCE
26 RELIGION AND THEOLOGY
78 SERVICE TRADES
30 SOCIAL AND BEHAVIORAL SCIENCES
52 TRADE, CRAFT AND INDUSTRIAL
89 OTHER DISCIPLINES
47 IT-RELATED DISCIPLINES
90 MARITIME EDUCATION
00 Employee not a faculty member. The “00” must be entered, just cannot be
left blank.
98 Faculty explicitly declares NO FIELD OF SPECIALIZATION
97 Faculty member declares 2 or more fields.
99 No information on the matter.

ELEMENT NUMBER J030

NAME OF ELEMENT FIELD OF SPECIALIZATION OF THE FACULTY, AS DECLARED BY THE
FACULTY MEMBER IN TEXT FORM.
SHORT NAME XPECIALTY
PURPOSE The faculty member’s answer to the open-ended question: What is your
primary field of specialization?

DEFINITION As declared by the faculty, the answer to the open-ended question stated
above. The question (or the answer) is open-ended in the sense that the
faculty member is allowed to write any field he wants. This data will be
recorded in text form.

The faculty member could respond simply with “Philosophy” or “Biology”. Or

the faculty member could respond with something esoteric as “Mathematical
Analysis of Congenital Abnormalities of Diurnal Mammals in Southeast
Asia” or “Optimal Control of Multi-Echelon Japanese Inventory Systems”. If
500 faculty members answer this question and they are grouped according
to their open-ended responses, it is entirely possible that the 500 would fall
into 500 different categories! Each faculty member would be in a group all
by himself.

Compare with ZPECIALTY below.

CODING Text form, 100 characters. This data element as defined cannot be coded.
It will simply be entered as text data.
• Put XPECIALTY=NO FIELD OF SPECIALIZATION if the faculty
member himself declares that explicitly.
• Put XPECIALTY=NO RESPONSE if the faculty member leaves the
answer blank.
• Put XPECIALTY = NO INFORMATION ON THE MATTER if it is not
known what the response is or if there is a response at all.
• Put XPECIALTY=TWO OR MORE CLAIMED if the faculty member
claims two or more fields.

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374 Data Elements on a Faculty Member

ELEMENT NUMBER J031

NAME OF ELEMENT EDUCATIONAL LEVEL OF TEACHING LOAD.
SHORT NAME TEACHLEVL
PURPOSE To indicate the educational level of teaching load.
DEFINITION Based on teaching load in the past 3 schoolyears, the educational level of
the bulk of teaching load.
CODING 1 Teaches only basic education level, i.e. primary and/or secondary.
2 Teaches only tech/voc level.
3 Teaches at baccalaureate level or tech/voc.
4 Teaches at post-bacc and baccalaureate level.
5 Teaches at masters and baccalaureate level.
6 Teaches doctorate, masters and baccalaureate level.
7 Teaches doctorate and masters level only.
8 Employee is not a faculty member.
9 Not known.

THE WORK LOAD OF THE FACULTY ( IN CREDITS UNITS)

Faculty workload is usually measured of “units” or “load credits”. If the normal load of the faculty is 18 units per
semester, the units will be apportioned among the following official duties:
1. TEACHING AT THE ELEMENTARY LEVEL
2. TEACHING AT THE SECONDARY LEVEL
3. TEACHING AT THE TECH/VOC AND PRE-BACC LEVEL
4. TEACHING UNDERGRADUATE AND POST-BACC LECTURE CLASSES
5. TEACHING UNDERGRAD AND POST-BACC LAB AND OTHER NON-LECTURE
SUBJECTS
6. TEACHING GRADUATE LECTURE CLASSES
7. TEACHING GRADUATE LAB AND OTHER NON-LECTURE CLASSES
8. ADMINISTRATIVE DUTIES IN THE HOME COLLEGE OF THE FACULTY MEMNER
9. ADMINISTRATIVE DUTIES OUTSIDE THE HOME COLLEGE OF THE FACULTY
10. RESEARCH
11. EXTENSION SERVICE
12. STUDY ON OFFICIAL TIME
13. OFFICIAL LEAVE (e.g. SICK LEAVE, VACATION, etc.)
14. OTHER OFFICIAL DUTIES.

It will be a very rare individual who will have credit units in all the 14 categories above but the categorization
is a logical partition. It also prepares for the tabulation by the HEI of the faculty workloads of all its faculty
members.

The unit of measure is “units”. More precisely, there will be two units of measure:
1. Units without credit load multipliers (CLM)
2. Units with the credit load multipliers.

These multipliers are used only for teaching at the undergrad and graduate levels:
• For instance, a faculty member teaching a 3-unit graduate subject could actually be credited with 4.5
units. In other words, a CREDIT LOAD MULTIPLIER (CLM) has been applied. The teaching load
without CLM is only 3.0 units but the teaching load with CLM is 4.5 units.
• The typical class size is between 30 to 40 students. If a 3-unit class is extra large (e.g. 50 or more),
each student will earn only 3 units but the teacher might be credited 4.0, 4.5 or 5.0 credit units for it. The
teaching load without CLM is 3.0 units ( see SUBJCREDIT) but the load with CLM could be 4.0, 4.5 or
5.0 units. The rules on credit load multipliers are set by the HEI, not CHED.

• In a 2-unit laboratory subject, the student earns 2 units but the teacher could be credited with only 1.0
teaching unit1. In this case, the teaching load without CLM is 2 units but the teaching load with CLM is
1.0 unit. This is typical for lab classes.

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• For the research load, administrative load, etc. the unit of measure is simply “units” without need to say
whether there is a credit load multiplier or not.

Because of the wide variation in assignment of units to Thesis or Dissertation advising, do NOT include units
for thesis or dissertation work. Some HEIs attribute 6 units and some HEIs attribute 12 units. Since the typical
normal load is only 18 units, these would distort the tabulations too much. Besides, it cannot be predicted
whether the student will take 1 year, 2 years, or even 4 years. Besides, thesis advising is usually compensated
separately anyway.

In the HEI, the final arbiter of how many teaching units will be credited to the faculty is the Vice-President for
Academic Affairs or equivalent. Self-declaration by the faculty is not enough. A faculty might claim 12 units for
teaching, 9 units for “unfunded research” and 3 units for “committee work” for a total load of 24 units. This would
make it appear the faculty member is even overloaded. The rule is that the units claimed by the faculty must
be officially recognized by the Vice-President for Academic Affairs (VPAA) as partial fulfillment of the
normal or minimum load of 18 units per semester.

J032 NORMAL_LOAD In units, the minimum or normal load which the faculty member must
account for each semester. Typically this is 18 units per semester, 12
units per trimester, or 36 units per schoolyear. The normal load is set
by the HEI.

If there is no fixed minimum load, NORMAL_LOAD=0.

J033 UNITX_ELEM TEACHING LOAD (IN UNITS) IN ELEMENTARY SCHOOL

REMARKS:
At the undergraduate level, 1 “unit” means 3 lecture hours per week
over the 17-week semester. Units may be counted differently at the
elementary and secondary level.
J034 UNITX_SECONDY TEACHING LOAD (IN UNITS) IN SECONDARY SCHOOL

J035 UNITX_TECHVOC TEACHING LOAD (IN UNITS) IN TECH/VOC AND PRE-BACC

CLASSES WHETHER LECTURE OR LAB

J036 UNITX_UGLECT1 TEACHING LOAD IN UNDERGRAD AND POST-BACC LECTURE

SUBJECTS ( IN UNITS WITHOUT CREDIT LOAD MULTIPLIERS OR
CLM)

REMARKS:
Teaching load in lecture subjects BEFORE ANY CREDIT LOAD MULTIPLIERS
ARE APPLIED. If the faculty taught two 3-unit subjects, then UNITX_
UGLECT1=6. This is just the data element SUBJCRED in Chapter 5. Do not
apply any credit load multipliers. Do not include units for thesis advising or
advising for independent study.

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376 Data Elements on a Faculty Member

J037 UNITX_UGLECT2 TEACHING LOAD IN UNDERGRAD AND POST-BACC LECTURE

SUBJECTS ( IN UNITS WITH CLM).

REMARKS:
Teaching units in lecture subjects AFTER CREDIT LOAD MULTIPLIERS ARE
APPLIED. For instance, teaching a big 3-unit undergraduate lecture subject
(say with more than 50 students) might be given a value of 4.0 units. In this
case, UNITX_UGLECT2 = 4.0 units. Of course it is still possible that UNITX_
UGLECT1=UNITX_UGLECT2.

Do not include units for thesis advising or advising for independent study.
J038 UNITX_UGLAB1 TEACHING LOAD IN UNDERGRAD AND POST-BACC LAB AND
OTHER NON-LECT SUBJECTS ( IN UNITS WITHOUT CLM)

REMARKS:
Teaching units in non-lecture subjects BEFORE ANY CREDIT LOAD
MULTIPLIERS ARE APPLIED. For instance, if the faculty teaches a 2-unit
undergrad lab subject, UNITX_UGLAB1=2. Non-lecture subjects include
those taught at the lab, gym, studio, clinic, workshop, etc. – but exclude thesis
advising, supervising independent reading, etc.

Why is there need to separate lecture and non-lecture units? For costing
purposes.
J039 UNITX_UGLAB2 TEACHING LOAD IN UNDEGRAD AND POST-BACC LAB AND
OTHER NON-LECT SUBJECTS ( IN UNITS WITH CLM )

REMARKS:
Teaching units in non-lecture subjects AFTER THE CREDIT LOAD
MULTIPLIERS ARE APPLIED. For instance, teaching a 3-unit undergrad lab
subject might mean only 1.5 teaching units to the faculty. In this case, UNITX_
UGLAB2=1.5. Teaching units for non-lecture subjects include units taught in
the lab, gym, clinic, workshop, etc. – but exclude thesis advising, supervising
independent reading, etc.

The final arbiter for UNITX_UGLAB2 is the VPAA.

Lecture units and laboratory units are separated because of costing

differentials
J040 UNITX_GRADLECT1 TEACHING LOAD IN GRADUATE LECTURE SUBJECTS (IN UNITS
WITHOUT CREDIT LOAD MULTIPLIERS OR CLM)

REMARKS:
Teaching load in graduate lecture subjects BEFORE ANY CREDIT LOAD
MULTIPLIERS ARE APPLIED. If the faculty member teaches one 3-unit
graduate lecture subject, then UNITX_GRADLECT1= 3. Do not include units
for thesis advising or advising for independent study.
J041 UNITX_GRADLECT2 TEACHING LOAD IN GRADUATE LECTURE SUBJECTS (IN UNITS
WITH CLM).

REMARKS:
Teaching units in graduate lecture subjects AFTER CREDIT LOAD
MULTIPLIERS ARE APPLIED. For instance, teaching a 3-unit graduate lecture
subject is usually given a value of 4.5 units. In this case, UNITX_GRADLECT2
= 4.5 units. Of course it is still possible that UNITX_GRADLECT1=UNITX_
GRADLECT2.

Do not include units for thesis advising or advising for independent study.
J042 UNITX_GRADLAB1 TEACHING LOAD IN GRADUATE LAB AND OTHER NON-LECT
SUBJECTS ( IN UNITS WITHOUT CLM)

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J043 UNITX_GRADLAB2 TEACHING LOAD IN GRADUATE LAB AND OTHER NON-LECT

SUBJECTS ( IN UNITS WITH CLM )

REMARKS:
Teaching units in graduate lab and other non-lecture subjects AFTER CREDIT
LOAD MULTIPLIERS ARE APPLIED. For instance, if the faculty teaches a
3-unit graduate lab subject, then it is possible UNITX_GRADLAB2=2.0. Non-
lecture subjects include those taught at the lab, gym, studio, clinic, workshop,
etc. – but exclude thesis advising, supervising independent reading, etc.
workshop, etc. – but exclude thesis advising, supervising independent reading,
etc.

The final arbiter for UNITX_GRADLAB2 is the VPAA. Lecture units and
laboratory units are separated because of costing differentials.
J044 UNITX_TEACH1 COMBINED TEACHING LOAD (WITHOUT CLM) AT ALL PROGRAM
LEVELS.

This is the entire teaching load of the faculty member but without the
credit load multipliers. Observe that at the elementary, secondary and
tech/voc levels, there are NO credit load multipliers.

Formula:
UNITX_TEACH1 = UNITX_ELEM + UNITX_SECONDY + UNITX_TECHVOC
+ UNITX_UGLECT1+ UNITX_UGLAB1 + UNITX_GRADLECT1 + UNITX_
GRADLAB1.

Along with UNITX_TEACH2, this is needed later to determine the

overall or aggregate effect of the credit load multipliers. See CLM_
EFFECT%.
J045 UNITX_TEACH2 COMBINED TEACHING LOAD (WITH CLM) AT ALL PROGRAM
LEVELS.

This the entire teaching load with credit load multipliers applied at the
undergraduate and graduate levels only. Note that the credit load multipliers
are used only for undergraduate and graduate teaching, not in lower levels.
FORMULA:
UNITX_TEACH2 = UNITX_ELEM + UNITX_SECONDY + UNITX_TECHVOC
+ UNITX_UGLECT2+ UNITX_UGLAB2 + UNITX_GRADLECT2 + UNITX_
GRADLAB2.

Along with UNITX_TEACH1, this is needed later to determine the

overall or aggregate effect of the credit load multipliers. See CLM_
EFFECT%.

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378 Data Elements on a Faculty Member

J046 UNITX_RES OFFICIAL LOAD REDUCTIONS (IN UNITS) FOR RESEARCH

REMARKS:
Include only OFFICIAL LOAD REDUCTIONS for research. If the normal load
is 18 units per semester and the faculty is given 18 credit units for research,
the faculty member will not have to teach anything. If the faculty is given 6
units for research, then the faculty can get away with only 12 units of teaching.
It is not critical whether the research is funded or not: the crucial element is
that the faculty member is being given some time off for teaching so he can do
research.

Include only units officially recognized by the VPAA. Self-declaration by the

faculty, especially for “unfunded research” or “independent research” will not
suffice.

If UNITX_RES = 18, it means the faculty member is on full research leave. No

faculty should claim more than 18 units for research if the total normal load is
only 18 units.

J047 UNITX_EXTN OFFICIAL LOAD REDUCTIONS (IN UNITS) FOR EXTENSION

SERVICES

REMARKS: Include only OFFICIALLY-RECOGNIZED REDUCTIONS for

extension services. Self-declaration of the faculty for 9 units of “extension
service” will not suffice. There must be official recognition by the VPAA that
the faculty can reduce his teaching load because of extension services.
J048 UNITX_STUDY1 STUDY LOAD (IN UNITS) COUNTED AS PART OF NORMAL
FACULTY WORKLOAD.

REMARKS: These are load reductions given to faculty members pursuing

advanced degrees in the discipline where they teach. If the normal workload is
18 units, the faculty member might teach 12 units and then be allowed some
“time off” to enroll in 6 graduate units. The 6 units will form part of UNITX_
STUDY1. If a faculty member is on full study leave with pay, he is completely
off from teaching. In effect his 18 unit workload for the semester has been
devoted to studying on official time. Therefore UNITX_STUDY1=18.

If the faculty member is allowed to teach only 12 units so that he can enroll in
6 units as a masters or PHD student, then UNITX_STUDY1=6.

Study must lead toward an advanced degree in the discipline where faculty
member is teaching. If the faculty member is teaching Chemistry, do not
include time off in pursuit of an MBA , PhD Education (Chemistry), etc.
J049 UNITX_STUDY_2 STUDY LOAD ( IN UNITS) BEYOND FULL TEACHING LOADS.

REMARKS; These are the units enrolled in by a faculty member pursuing

an advanced degree beyond what was allowed by the HEI. If the normal
workload is 18 units, and it the faculty teaches 12 units and is given 6 units
time off for studying – but the faculty enrolls in 9 units. The 6 units are part of
UNITX_STUDY1 but the remaining 3 units are part of UNITX_STUDY2.

Why is there a need to tabulate STUDY2? Although this is outside official time
and not counted toward normal load, it does impose on the time of the faculty
member. This data element is useful for monitoring faculty development
programs.

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Data Elements on a Faculty Member 379

J050 UNITX_ADM1 ADMIN LOAD CREDITS (ALC) INSIDE THE COLLEGE WHERE
FACULTY BELONGS TO

REMARKS: Officially-recognized load reductions such as those given to

deans and department chairs. Typically deans get 6 to 12 units while dept
chairs get 3 to 6 units for administrative work. If the faculty member is a
dean, thenUNITX_ADM1=9. If the faculty member is a department chair, then
UNITX_ADM1=6. The final arbiter of this is the VPAA.

Do not include units for “committee work”, etc. if there are no official load
reductions for such work.
J051 UNITX_ADM2 ADMIN LOAD CREDITS OUTSIDE THE COLLEGE BUT WITHIN
THE HEI.

REMARKS: If the faculty member is recruited as a full-time administrator

outside his home college (e.g. as Vice-President), then the entire 18 units
normal load has been, in effect, devoted to administrative duties outside the
college. In this case, UNITX_ADM2=18.

Why is there a need to distinguish between ADM1 and ADM2. In a cost

analysis study this will enable correct attribution of costs to the colleges within
an HEI.
J052 UNITX_LEAVE OFFICIAL LEAVES AND OTHER LOAD REDUCTIONS FOR OTHER
HEI DUTIES.

REMARKS: A faculty member on sabbatical during a semester is, in effect,

“on official leave” for 18 units for the semester and UNITX_LEAVE=18. A
faculty member on maternity leave with pay for 2 months out of a 5-month
semester is, in effect, “on official leave” and UNITX_LEAVE = 7.2 units (or
2/5 of the 18 unit load per semester). If the faculty member is on official sick
leave for 1 month, then UNITX_LEAVE = 3.6 units (or 1/5 of the normal load
of 18 units).

Do not include leaves without pay because, in effect, no service has been
rendered. If faculty is on leave without pay, all data elements above are zero
including UNITX_LEAVE=0.
J053 UNITX_TOTAL1 TOTAL FACULTY LOAD WITHOUT CREDIT LOAD MULTIPLIERS
CLM

Formula:
UNITX_TOTAL1 = UNITX_TEACH1 +UNITX_ADM1 +UNITX_ADM2 +
UNITX_STUDY1 + UNITX_RES +UNITX_EXTN + UNITX_OTHERS.

This is the sum of TEACHING and NON-TEACHING loads -- but the

teaching load is without the credit load multipliers.
J054 UNITX_TOTAL2 TOTAL FACULTY LOAD WITH CREDIT LOAD MULTIPLIERS

Formula:
UNITX_TOTAL2 = UNITX_TEACH2 +UNITX_ADM1 +UNITX_ADM2 +
UNITX_STUDY1 + UNITX_RES +UNITX_EXTN + UNITX_OTHERS.

This is the sum of TEACHING and NON-TEACHING loads – but this time
around, the teaching load is with credit load multipliers.

For an individual faculty member, if UNITX_TOTAL2 > 18, the faculty

member might get overload teaching honoraria. If UNITX_TOTAL2 < 18, the
faculty member is underloaded and may have to make it up in subsequent
semesters. If UNITX_TOTAL2 =18, then the faculty meets exactly the normal
faculty load.

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380 Data Elements on a Faculty Member

J055 UNITX_OVLD NO. OF UNITS WHICH ARE COUNTED AS “OVERLOAD

TEACHING” = UNITX_TOTAL2 – NORMALLOAD.

REMARKS: The final arbiter of UNITX_OVLD is the VPAA.

THESIS ADVISEES WHO COMPLETED THEIR THESES IN THE PAST 12 MONTHS

J056 UG_THESIS NO. OF ADVISEES WHO FINISHED THEIR UNDERGRAD

THESIS DURING THE PAST SCHOOLYEAR

REMARKS: If it is July 1, 2004, the number of all undergrad

ADVISEES who completed their undergrad thesis between July 1,
2003 and June 30, 2004. It does not matter when they started.
J057 MS_THESIS NO. OF MASTERS ADVISEES WHO COMPLETED THEIR
THESES IN THE PAST SCHOOLYEAR.

REMARKS:
If it is July 1, 2004, the number of MASTERS ADVISEES who
completed their theses between July 1, 2003 and June 30, 2004 It
does not matter when they started.
J058 PHD_DISSERT NO. OF PHD ADVISEES WHO COMPLETED THEIR
DISSERTATION IN THE PAST SCHOOLYEAR.

REMARKS:
If it is July 1, 2004, the number of PhD ADVISEES who completed
their dissertation between July 1, 2003 and June 30, 2004 It does
not matter when they started.

AS OF JULY 1, THE NUMBER OF ADVISEES “CURRENTLY WRITING THEIR THESIS”?

Count only those whose “thesis writing periods” have not expired. If the thesis writing period is 2 years (as for
a masters), an advisee could be counted once in one year and then once again in the next year. If the thesis
writing period is 3 years (as for a PhD), an advisee will be counted once each year for 3 years unless he finishes
before that. See UG_LAPSES, MS_LAPSED, PHD_LAPSED.

J059 UG_WRITING NO. OF UNDERGRAD THESIS ADVISEES STILL DOING THEIR

THESES.

REMARKS: As of July 1, the no. of undergrads still writing their

undergrad thesis but have not finished within a 2-year span. Some
cutoff time has to be set.

If it is July 1, 2004, include only ADVISEES who started after July

1, 2002 but have not finished as of July 1, 2004.

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Data Elements on a Faculty Member 381

J060 MS_WRITING NO. OF MASTERS THESIS ADVISEES STILL DOING THEIR

THESES.

REMARKS: As of July 1, the no. of MASTERS ADVISEES who

have had their topics approved but have not defended their theses
successfully and have it fully approved within the past 4-years.
Exclude somebody who has been writing for more than that time
but has not yet finished.

If it is July 1, 2004, this is the no. of MASTERS ADVISEES who

started writing their theses after July 1, 2000 but still have not
finished as of July 1 2004. Some cutoff time has to be set.
J061 PHD_WRITING NO. OF PhD DISSERTATION ADVISEES STILL DOING THEIR
DISSERTATION.

REMARKS: As of July 1, the no. of PhD ADVISEES who have

had their topics approved but have not defended their dissertation
successfully and have it fully approved within the past 4-years.
Exclude somebody who has been writing for more than that time
but has not yet finished. .

If it is July 1, 2004, this is the no. of PhD ADVISEES who started

writing after July 1, 2000 but still have not finished as of July 1
2004.

HOW MANY ADVISEES HAVE BEEN TAKING “TOO LONG” TO FINISH THEIR THESES?

How much time is a masters thesis student allowed to finish his thesis? In the RCDEM, the “masters thesis
writing period” will be 2 years and the “PhD dissertation thesis writing period” will be 3 years. The counting
will start from the date when the topic is officially approved. Beyond this time, the thesis or dissertation writing
period is supposed to have “lapsed”. This is only for the purposes of the REVISED CHED DATA ELEMENT
MANUAL and the actual rules within the HEI may be different. A lapsed thesis will be counted at most once.
After it has been counted, it will never be counted again.

J062 UG_LAPSED NO. OF UNDERGRAD THESIS ADVISEES WHOSE “THESIS

WRITING PERIODS” LAPSED IN THE PAST 12 MONTHS.

If it is July 1, 2004, the no. of undergrad thesis ADVISEES who

secured official topic approval on or before July 1, 2003 but have
not finished as of July 1, 2004. It has been 12 months and the UG
thesis is not finished.
.
A lapsed thesis will be counted only once, i.e. during the year when
the “normal thesis writing period” lapsed.
J063 MS_LAPSED NO. OF MS THESIS ADVISEES WHOSE “THESIS WRITING
PERIODS” LAPSED IN THE PAST 12 MONTHS.

If it is July 1, 2004, the no. of masters thesis ADVISEES who had

secured official topic approval on or before July 1, 2002 but have
not finished as of July 1, 2004. The thesis was not finished within 2
years.

A lapsed thesis will be counted only once, i.e. during the year when
the “normal thesis writing period” lapsed.

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382 Data Elements on a Faculty Member

J064 PHD_LAPSED NO. OF PHD DISSERTATION ADVISEES WHOSE

“DISSERTATION WRITING PERIODS” LAPSED IN THE PAST 12
MONTHS.

If it is July 1, 2004, the no. of PhD ADVISEES dissertation

ADVISEES who secured official topic approval on or before July 1,
2001 but have not finished as of July 1, 2004. The dissertation was
not finished within 3 years.

A lapsed thesis will be counted only once, i.e. during the year when
the “normal thesis writing period” lapsed.

HOW MANY SUBJECTS DID THE FACULTY MEMBER TEACH? HOW MANY SECTIONS? HOW MANY
STUDENTS?

J065 TEACH_SUBJS THE NO. OF SUBJECTS TAUGHT IN THE CURRENT
SEMESTER. Also known as “NO. OF PREPARATIONS”
J066 TEACH_CLASSES THE NO. OF CLASSES OR SECTIONS TAUGHT
J067 UGTEACH_STUDE TOTAL ENROLLMENT IN UNDERGRAD CLASSES TAUGHT
J068 GRADTEACH_STUDE TOTAL ENROLLMENT IN GRADUATE CLASSES TAUGHT

FACULTY MEMBER’S TEACHING LOAD IN “STUDENT CREDIT UNITS” (SCU)

J069 UGTEACH_SCU UNDERGRADUATE STUDENT CREDIT UNITS TAUGHT

J070 GRADTEACH_SCU GRADUATE STUDENT CREDIT UNITS TAUGHT

STUDENT-CREDIT UNITS ( also known as STUDENT CONTACT HOURS).

If faculty member A has 20 students in a 3-unit subject and 30 students in a 5-unit subject, the total no. of
students is 50 but the total no. of STUDENT CREDIT-UNITS (SCUs) or STUDENT CONTACT HOURS is =
20*3 + 30*5 = 60 +150 =210. For each subject, the student credit units are obtained by multiplying CLASSSIZE
by SUBJCRED ( not TEACHCRED).

If a faculty member B has 10 students in a 4-unit subject and 40 students in a 5-unit subject, the faculty member
also has 50 students but the total SCUs = 10*4 + 40*5 = 40 + 200 = 240. In this sense, B has a bigger volume
of teaching than A.

ELEMENT NUMBER J071

NAME OF ELEMENT TOTAL UNDERGRAD STUDENTS TAUGHT BY THE FACULTY
MEMBER.
SHORT NAME UGTEACH_STUDE
PURPOSE To measure the volume of teaching.
DEFINITION Total UNDERGRADUATE students taught in a specific semester. Straight
sum of enrollment in undergrad classes, whether lab or lecture. However, do
not include thesis or dissertation advisees.

CODING Numeric.
ELEMENT NUMBER J072
NAME OF ELEMENT TOTAL GRADUATE STUDENTS TAUGHT BY THE FACULTY MEMBER.
SHORT NAME GRADTEACH_STUDE
PURPOSE To measure the volume of teaching.
DEFINITION Total GRADUATE students taught in a specific semester. Straight sum of
enrollment in maters and PhD classes, whether lab or lecture. However, do
not include thesis or dissertation advisees.
CODING Numeric.

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Data Elements on a Faculty Member 383

ELEMENT NUMBER J073

NAME OF ELEMENT UNDERGRADUATE STUDENT CREDIT UNITS TAUGHT BY THE
FACULTY MEMBER.
SHORT NAME UGTEACH_SCU
PURPOSE To measure the volume of teaching at the undergraduate level.
DEFINITION Total UNDERGRADUATE “STUDENT CREDIT UNITS” (SCU) or STUDENT
CONTACT HOURS.

Suppose the faculty member teaches a 3-unit undergrad subject with 40

students and a 5-unit undergrad subject with 30 students. Thus, the total no.
of students taught is TEACH_STUDE = 70 = 40+30 but UGTEACH_SCU
= 3*40+ 5*30 = 120 + 150 = 270 SCUs. This also means 270 “student
contact hours”. Observe this is not equal to (30+40)*(3+5)=560 nor is equal
to (30+40)*(3+5)/2=280. Remember college algebra.

If the faculty member teaches a 3-unit subject with 20 students and a 5-

unit subject with 50 students, the total no. of students taught is still 70 but
UGTEACH_SCU=3*20 +5*50 = 60 +250 = 310 SCUs or student contact
hours. This means a greater volume of teaching.

Note that in this computation, SUBJCRED is used, not TEACHCRED. Do

not include thesis or dissertation advising.

CODING Numeric.

ELEMENT NUMBER J074

NAME OF ELEMENT GRADUATE STUDENT CREDIT UNITS TAUGHT BY THE FACULTY
MEMBER.
SHORT NAME GRADTEACH_SCU
PURPOSE To measure the volume of teaching at the masters and PHD level.
DEFINITION Total GRADUATE “STUDENT CREDIT UNITS” (SCU).

Suppose the faculty member teaches a 3-unit masters subject with 10

students and a 4-unit PHD subject with 5 students. Thus, the total no. of
students taught is 15 but GRADTEACH_SCU = 3*10 + 4*5 = 30 +20 = 50.

Note that in this computation, SUBJCRED is used, not TEACHCRED. Do

not include thesis or dissertation advising.

CODING Numeric.

EXAMPLE: THE TOTAL WORKLOAD OF A HYPOTHETICAL FACULTY MEMBER

Imagine a faculty member who has the workload depicted below in a “FACULTY WORKLOAD REPORT”
(FWR) which is submitted every semester.

FACULTY WORKLOAD REPORT(

FWR)
STUDENTS SUBJCRED TEACHCRED STUDENT CREDIT
UNITS
1 PHYSICS 100 LECTURE 30 4 4.00 120
2 PHYSICS 100 LECTURE 45 4 5.50 180
3 PHYSICS 123 LAB 20 2 1.00 40
4 PHYSICS 220 LECTURE 15 3 4.50 45
5 PHYSICS 275 LAB 10 3 2.00 30
SUBTOTAL 120 16 17.00 415
UG_ADVISEES1 2

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384 Data Elements on a Faculty Member

MS_ADVISEES2 1
PHD_ADVISEES2 1

STUDENTS UNITS WITHOUT UNITS WITH LOAD STUDENT CREDIT

LOAD MULTIPLIERS MULTIPLIERS UNITS (SCUs)

T1 TEACHING UNITS: ELEM 0 0 0.00 0

SCHOOL
T2 TEACHING UNITS: 0 0 0.00 0
SECONDARY SCHOOL
T3 TEACHING UNITS: TECH/VOC 0 0 0.00 0
T4 TEACHING UNITS: UG 75 8 9.50 300
LECTURE
T5 TEACHING UNITS: UG LAB OR 20 2 1.00 40
NON-LECTURE
T6 TEACHING UNITS: GRAD 15 3 4.50 45
LECTURE
T7 TEACHING UNITS: GRAD LAB 10 3 2.00 30
OR NON-LECTURE
SUBTOTAL: ALL TEACHING 120 16 17.00 415

1 ADMIN1 UNITS (INSIDE HOME 1.50 1.50

COLLEGE)
2 ADMIN2 UNITS (OUTSIDE - -
HOME COLLEGE)
3 STUDY1 UNITS (COUNTED AS - -
PART OF NORMAL FACULTY
LOAD)

4 STUDY2 UNITS (BEYOND FULL - -

TEACHING LOAD)
5 RESEARCH UNITS 3.00 3.00
6 EXTENSION SERVICE UNITS - -
7 UNITS ON OFFICIAL LEAVE - -
WITH PAY
TOTAL FACULTY LOAD 20.50 21.50

SOME INTERPRETATIONS FROM THE FACULTY WORKLOAD REPORT:

1. Without the credit load multipliers, the total teaching load is UNITX_TEACH1 =16.0 units.
2. With the credit load multipliers, the total teaching load is UNITX_TEACH2 = 17.00 units. If the normal
faculty load is 18 units per semester, this represents a heavy teaching load. Teaching alone is already
using up 94.4 % ( = 17/18) of the normal load.

3. With the credit load multipliers, the total load of the faculty is TOT2_UNITX = 21.50 units and this
means he is “overloaded”. If the normal load is 18 units, this faculty member might be entitled to
overload honorarium for the 3.50 units overload ( = 21.50 -20.50).

4. A total of 120 students were taught. In terms of student credit units, the total volume of teaching is 415
SCUs or STUDENT CONTACT HOURS ( = 30*4 + 45*4 + 20*2 + 25*3 + 10*3).
5. It will be a rare faculty member who will teach in all program levels (i.e. from elementary level to
graduate level) but the FWR is a template which can be used by all faculty members in an HEI. Most
faculty members will have their teaching loads at the undergraduate and graduate level.
6. If there are 500 faculty members in the HEI, the office of the VPAA will have to compile the faculty
workload reports (FWRs) of all 500 faculty members. Imagine a spreadsheet with 500 rows and about
20 columns. This is very manageable using electronic spreadsheet in a generic PC. The key is to

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Data Elements on a Faculty Member 385

convince every faculty member to submit his FWR. ( See Chapter 3 DATA ON AN INSTITUTION).
7. TOTAL STUDENT CREDIT UNITS or total student contact hours = 415.0.

WHAT PERCENTAGE OF THE NORMAL FACULTY LOAD WENT DIRECTLY TO TEACHING?

ADMINISTRATION? STUDYING ON OFFICIAL TIME?

Suppose the faculty member is credited with 12 units of teaching undergraduate lecture courses. What is that
as a fraction of the normal faculty load ( say 18 units per sem?)

J075 ELEM2_%UNITX AS A % OF NORMAL LOAD, TOTAL UNITS ( WITH CREDIT

LOAD MULTIPLIERS) IN TEACHING AT THE ELEMENTARY
SCHOOL.
J076 SECONDY2_%UNITX AS A % OF NORMAL LOAD, TOTAL UNITS (WITH CLM) IN
TEACHING AT THE SECONDARY SCHOOL.
J077 TECHVOC2_%UNITX AS A % OF NORMAL LOAD, TOTAL UNITS (WITH CLM) IN
TEACHING AT THE TECH/VOC AND PRE-BACC LEVELS.
J078 UGLECT2_%UNITX AS A % OF NORMAL LOAD, TOTAL UNITS ( WITH CLM)
IN TEACHING UNDERGRAD AND POST-BACC LECTURE
SUBJECTS.

EXAMPLE:
If UGLECT2_UNITX = 12 and NORMALOAD = 18 units, then
UGLECT2_%UNITX = 66.7% (= 12/18). That is, teaching
undergrad and post-bacc lecture subjects is already 66.7% of
the normal 18-unit load.
J079 GRADLECT2_%UNITX AS A % OF NORMAL LOAD, TOTAL UNITS (WITH CLM) IN
TEACHING GRADUATE LECTURE SUBJECTS.
J080 UGLAB2_%UNITX AS A % OF NORMAL LOAD, TOTAL UNITS (WITH CLM) IN
TEACHING UNDERGRAD AND POS-BACC LAB AND OTHER
NON-LECTURE SUBJECTS.
J081 GRADLAB2_%UNITX AS A % OF NORMAL LOAD, TOTAL UNITS (WITH CLM) IN
TEACHING GRADUATE LAB AND OTHER NON-LECTURE
SUBJECTS.
J082 TEACH1_%UNITX AS A % OF NORMAL LOAD, TOTAL UNITS (WITHOUT THE
LOAD MULTIPLIERS) DEVOTED DIRECTLY TO TEACHING AT
ALL LEVELS.

TEACH1_%UNITX = 100* TEACH1_UNITX/ NORMAL LOAD

= ELEM_%UNITX + SECONDY_%UNITX + TV_%UNITX +
UGLECT1_%UNITX + UGLAB1_%UNITX + GRADLECT1_
%UNITX + GRADLAB1_%UNITX.
J083 TEACH2_%UNITX AS A % OF NORMAL LOAD, TOTAL UNITS (WITH THE LOAD
MULTIPLIERS) DEVOTED DIRECTLY TO TEACHING AT ALL
LEVELS.

TEACH2_%UNITX = 100* TEACH2_UNITX/ NORMAL LOAD

= ELEM_%UNITX + SECONDY_%UNITX + TV_%UNITX +
UGLECT2_%UNITX + UGLAB2_%UNITX + GRADLECT2_
%UNITX + GRADLAB2_%UNITX.

J084 ADMIN1_%UNITX AS A % OF NORMAL LOAD, TOTAL UNITS RENDERED IN

OFFICIAL ADMIN DUTIES INSIDE THE HOME COLLEGE
J085 ADMIN2_%UNITX AS A % OF NORMAL LOAD, TOTAL UNITS RENDERED IN
OFFICIAL ADMIN DUTIES INSIDE THE HEI BUT OUTSIDE
HOME COLLEGE

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386 Data Elements on a Faculty Member

J086 STUDY1_%UNITX AS A % OF NORMAL LOAD, TOTAL UNITS CREDITED TO

THE FACULTY FOR STUDYING ON OFFICIAL TIME

J087 STUDY2_%UNITX AS A % OF NORMAL LOAD, TOTAL UNITS ENROLLED IN BY

THE FACULTY OUTSIDE OFFICIAL TIME.
J088 RES_%UNITX AS A % OF NORMAL LOAD, TOTAL UNITS CREDITED TO
THE FACULTY FOR DOING RESEARCH
J089 EXTN_%UNITX AS A % OF NORMAL LOAD, TOTAL UNITS CREDITED TO
THE FACULTY FOR DOING EXTENSION WORK
J090 LEAVE_%UNITX AS A % OF NORMAL LOAD, TOTAL UNITS CREDITED TO
THE FACULTY FOR OFFICIAL LEAVES (e.g. SICK LEAVE,
MATERNITY, etc.)
J091 TOT1_%UNITX AS A % OF NORMAL LOAD , THE TOTAL UNITS (WITHOUT
CREDIT LOAD MULTIPLIERS) RENDERED BY THE FACULTY
IN ALL OFFICIAL DUTIES COMBINED.

AS A % OF NORMAL LOAD , THE TOTAL UNITS (WITHOUT

CREDIT LOAD MULTIPLIERS) RENDERED BY THE FACULTY
IN ALL OFFICIAL DUTIES COMBINED.

EXAMPLE:
If TOT1_UNITX = 20.5 units and NORMALLOAD = 18, then
TOT2_%UNITX = 113.9 % ( = 20.5/ 18). This means that the
total load of this faculty member WITHOUT the load multipliers is
113.9% of the normal load. It means that even without the load
multipliers, the faculty member is already overloaded by a factor
of +13.9 %. For the HEI this could mean payment of overload
honoraria to the faculty member.
J092 TOT2_%UNITX AS A % OF NORMAL LOAD , THE TOTAL UNITS (WITH
CREDIT LOAD MULTIPLIERS) RENDERED BY THE FACULTY
IN ALL OFFICIAL DUTIES COMBINED.

EXAMPLE:
If TOT2_UNITX = 21.5 units and NORMALLOAD = 18,
then TOT2_%UNITX = 119.4 % ( = 21.5/ 18). This means
that the total load of this faculty member WITH THE LOAD
MULTIPLIERS is 114.9% of the normal load. It means the
faculty member is overloaded by a factor of 19.4 %. For the HEI
this could mean payment of overload honoraria to the faculty
member.

NUMERICAL EXAMPLE (CONTINUED).

The percentages below were taken over the denominator NORMALOAD = 18 units. The total teaching load
(with CLM) of this faculty member is 17.00 units. Teaching alone represents TEACH2_%UNITX = 94.4 % (=
17.0 / 18) of the normal faculty load.

UNITXX %UNITXX

0.00
T1 TEACHING UNITS: ELEM SCHOOL 0.0%
TEACHING UNITS: SECONDARY 0.00
T2
SCHOOL
0.0%
T3 TEACHING UNITS: TECH/VOC 0.00 0.0%

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Data Elements on a Faculty Member 387

9.50
T4 TEACHING UNITS: UG LECTURE 52.8%
TEACHING UNITS: UG LAB OR NON- 1.00
T5
LECTURE
5.6%
4.50
T6 TEACHING UNITS: GRAD LECTURE 25.0%
TEACHING UNITS: GRAD LAB OR 2.00
T7 NON-LECTURE
11.1%
SUBTOTAL: ALL TEACHING 17.00 94.4%

ADMIN1 UNITS (INSIDE HOME 1.50

1 COLLEGE)
8.3%
ADMIN2 UNITS (OUTSIDE HOME -
2 COLLEGE)
0.0%
-
STUDY1 UNITS (COUNTED AS PART
3 OF NORMAL FACULTY LOAD)
0.0%

STUDY2 UNITS (BEYOND FULL -

4 TEACHING LOAD)
0.0%
5 RESEARCH UNITS 3.00 16.7%
6 EXTENSION SERVICE UNITS - 0.0%
-
7 UNITS ON OFFICIAL LEAVE WITH PAY 0.0%

TOTAL FACULTY LOAD 21.50 119.4%

1. This faculty member’s credit load for research is RES_UNITX = 3.00 and this represents RES_
%UNITX = 16.7 % ( = 3/18) of the normal faculty load.
2. The total workload (with credit load multipliers) of this faculty member is TOT2_UNITX = 21.50 units
and this represents TOT2_%UNITX = 119.4% ( = 21.5 / 18) of the normal faculty load.
3. It means this faculty member is 19.4% overloaded and probably deserves some overload honoraria
(the equivalent of “overtime pay” for the faculty). Whether the faculty member will actually receive
additional compensation depends on the HEI. Suffice it to say at this point that this faculty member
rendered more than the normal faculty workload.

ELEMENT NUMBER J093

NAME OF ELEMENT CLASSIFICATION OF SIZE OF ACTUAL TEACHING LOAD WITH CREDIT
LOAD MULTIPLIERS
SHORT NAME TEACHSIZE
PURPOSE To classify average TEACHING LOAD into what may be construed as “light”,
“normal”, “heavy”, etc.
DEFINITION Based on average teaching load per semester in the past 3 schoolyears, the
classification of the size of teaching load per semester. Apply all the credit
load multipliers which the HEI uses in counting the normal teaching load of
the faculty.

Teaching load only: do not include load credits for research, administrative
duties, study, etc.
CODING 1 6 units or less PER SEMESTER.
2 6.1 to 12 units.
3 12.1 to 18 units.
4 18.1 to 21 units..
5 21.1 or 24.0 units.
6 24.1 units or more.
8 Employee is not a faculty member.
9 Not known.
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388 Data Elements on a Faculty Member

ELEMENT NUMBER J094

NAME OF ELEMENT CLASSIFICATION OF SIZE OF TOTAL LOAD (TEACHING AND NON-
TEACHING COMBINED)
SHORT NAME TOTLODSIZE
PURPOSE To classify average TOTAL LOAD into what may be construed as very light,
light, normal, heavy, etc.
DEFINITION Based on average TOTAL LOAD per semester in the past 3 schoolyears, the
classification of the size of total load per semester. INCLUDE all officially-
recognized load credits: teaching, research, administrative duties, study,
etc.
CODING 1 6 units or less PER SEMESTER.
2 6.1 to 12 units.
3 12.1 to 18 units.
4 18.1 to 21 units..
5 21.1 to 24 units
6 24.1 or more.
8 Employee is not a faculty member.
9 Not known.

THE NO. OF STUDENTS TAUGHT BY THE FACULTY ( IN A SPECIFIC SEMESTER)

For a specific semester, how many STUDENTS were taught by the faculty?
• Students are classified according to educational level.
• There will be a separate count of students in lecture type classes and those in non-lecture type classes.
This is necessary because of different time demands on the faculty between lecture and lab or non-
lecture classes. Also necessary for costing purposes.
• These are straight headcounts, making no distinction between a student in a 3-unit subject and a
student in a 5-unit subject If the same student is enrolled in 2 classes taught by the faculty member,
the student will be counted twice.
• Do not include thesis advisees.

Issue: counting the no. of students taught becomes a bit complicated under a “team teaching” or “relay teaching”
mode. If 2 faculty members teach a subject with 30 students in “relay mode” ( e.g. one faculty member in June
and July and then the other for August and September), should each faculty member be credited with only
15 each or do they get credited 30 each? (See next series of elements on student-credit units and full-time
equivalent students.).

STUDENTS IN LECTURE-TYPE CLASSES ONLY

J095 ES_STUDES1 NUMBER of ELEMENTARY PUPILS TAUGHT IN LECTURE-TYPE

CLASSES
J096 HS_STUDES1 NUMBER of SECONDARY PUPILS TAUGHT IN LECTURE-TYPE
CLASSES
J097 TV_STUDES1 NUMBER of TECH/VOC and PRE-BACC STUDENTS TAUGHT IN
LECTURE-TYPE CLASSES
J098 UG_STUDES1 NUMBER of UNDERGRAD and POST-BACC STUDENTS TAUGHT
IN LECTURE-TYPE CLASSES
J099 MS_STUDES1 NUMBER of MASTERS STUDENTS TAUGHT IN LECTURE-TYPE
CLASSES
J100 PHD_STUDES1 NUMBER of PHD STUDENTS TAUGHT IN LECTURE-TYPE
CLASSES
J101 GRAD_STUDES1 = MS_STUDES1 + PHD_STUDES1

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Data Elements on a Faculty Member 389

STUDENTS IN LAB AND OTHER NON-LECTURE CLASSES

J102 ES_STUDES2 NUMBER of ELEMENTARY PUPILS TAUGHT IN LAB AND OTHER

NON-LECTURE CLASSES
J103 HS_STUDES2 NUMBER of SECONDARY PUPILS TAUGHT IN LAB AND OTHER
NON-LECTURE CLASSES
J104 TV_STUDES2 NUMBER of TECH/VOC and PRE-BACC TAUGHT IN LAB AND
OTHER NON-LECTURE CLASSES
J105 UG_STUDES2 NUMBER of UNDERGRAD and POST-BACC STUDENTS TAUGHT
IN LAB AND OTHER NON-LECTURE CLASSES
J106 MS_STUDES2 NUMBER of MASTERS STUDENTS TAUGHT IN LAB AND OTHER
NON-LECTURE CLASSES
J107 PHD_STUDES2 NUMBER of PHD STUDENTS TAUGHT IN LAB AND OTHER NON-
LECTURE CLASSES
J108 GRAD_STUDES2 = MS_STUDES2 + PHD_STUDES2

THE NO. OF CLASSES TAUGHT BY THE FACULTY (SPECIFIC SEMESTER)

For a specific semester, how many CLASSES or SECTIONS were taught by the faculty member?
• Classes are classified according to educational level, e.g. undergraduate and graduate classes are
counted separately.
• Lecture-type classes will be counted separately from the lab type and other non-lecture type. Lecture
and non-lecture classes impose different time demands on the structure and they also require different
support systems.
• These are all straight counts, with no distinction between a 3-unit class and a 5-unit class.
• Exclude thesis advising.
• If the faculty member taught 3 sections of the same subject, the no. of classes is recorded as 3. This is
a count of sections or classes, not subjects.
• Compare with the next series of data elements.
Issue to be resolved: counting the no. of classes taught becomes a bit complicated under a “team teaching”
or “relay teaching” mode. If 2 faculty members teach a subject with 30 students in “relay mode” ( e.g. one
faculty member in June and July and then the other for August and September), should each faculty member
be credited with ½ class or do they get credited 1 whole class each? What about a big laboratory class of 100
students with 5 faculty members all in the same big lab?

LECTURE-TYPE CLASSES ONLY

J109 LECTCLAX_ES NUMBER OF ELEMENTARY LECTURE-TYPE CLASSES /

SECTIONS TAUGHT
J110 LECTCLAX_HS NUMBER OF SECONDARY LECTURE-TYPE CLASSES /
SECTIONS TAUGHT
J111 LECTCLAX_TV NUMBER OF UG AND PRE-BACC LECTURE-TYPE CLASSES
/SECTIONS TAUGHT
J112 LECTCLAX_UG NUMBER OF UG AND POST-BACC LECTURE-TYPE
CLASSES / SECTIONS TAUGHT
J113 LECTCLAX_MS NUMBER OF MASTERS LECTURE-TYPE CLASSES /
SECTIONS TAUGHT
J114 LECTCLAX_PHD NUMBER OF PHD LECTURE-TYPE CLASSES /SECTIONS
TAUGHT
J115 LECTCLAX_GRAD = LECTCLAX_MS + LECTCLAX_PHD.

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390 Data Elements on a Faculty Member

LABORATORY AND OTHER NON-LECTURE CLASSES

J116 LABCLAX_ES NUMBER OF ELEMENTARY LAB OR NON-LECTURE

CLASSES / SECTIONS TAUGHT
J117 LABCLAX_HS NUMBER OF SECONDARY LAB OR NON-LECTURE CLASSES
/ SECTIONS TAUGHT
J118 LABCLAX_TV NUMBER OF UG AND PRE-BACC LAB OR NON-LECTURE
CLASSES /SECTIONS TAUGHT
J119 LABCLAX_UG NUMBER OF UG AND POST-BACC LAB OR NON-LECTURE
CLASSES / SECTIONS TAUGHT
J120 LABCLAX_MS NUMBER OF MASTERS LAB OR NON-LECTURE CLASSES
/SECTIONS TAUGHT
J121 LABCLAX_PHD NUMBER OF PHD LAB OR NON-LECTURE CLASSES /
SECTIONS TAUGHT
J122 LABCLAX_GRAD = LABCLAX_MS + LABCLAX_PHD.

NO. OF SUBJECTS or “PREPARATIONS” ( IN A SPECIFIC SEMESTER)

For a specific semester, how many different SUBJECTS were taught by the faculty? How many different
“preparations” were needed?
• This is a count of subjects, not sections.
• Subjects will be classified according to the educational level.
• Lecture subjects will be counted separately from non-lecture subjects. However, thesis advising will not
be counted.
• If the faculty taught 2 sections of Math 11 and 3 subjects of Math 14, the total no. of classes is 5 but the
no. of subjects is only 2.
• If the no. of classes is 5 and the no. of subjects is also 5, it means the faculty member had to make 5
different sets of lectures or “preparations”.
• These data elements apply to a specific semester.

NO. OF LECTURE SUBJECTS ONLY.

J123 LECTSUBJS _ES NO. OF ELEMENTARY LECTURE SUBJECTS TAUGHT

J124 LECTSUBJS _HS NO. OF SECONDARY LECTURE SUBJECTS TAUGHT.

J125 LECTSUBJS _TV NO. OF TECH/VOC AND PRE-BACC LECTURE SUBJECTS

TAUGHT
J126 LECTSUBJS _UG NO. OF UG AND POST-BACC LECTURE SUBJECTS
TAUGHT
J127 LECTSUBJS _MS NO. OF MASTERS LECTURE SUBJECTS TAUGHT

J128 LECTSUBJS _PHD NO. OF PHD LECTURE SUBJECTS TAUGHT

\NO. OF LAB AND OTHER NON-LECTURE SUBJECTS ONLY.

J129 LABSUBJS _ES NO. OF ELEMENTARY LAB AND OTHER NON-LECTURE

SUBJECTS TAUGHT
J130 LABSUBJS _HS NO. OF SECONDARY LAB AND OTHER NON-LECTURE
SUBJECTS TAUGHT.
J131 LABSUBJS _TV NO. OF TECH/VOC AND PRE-BACC LAB AND OTHER NON-
LECTURE SUBJECTS TAUGHT
J132 LABSUBJS _UG NO. OF UG AND POST-BACC LAB AND OTHER NON-
LECTURE SUBJECTS TAUGHT

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Data Elements on a Faculty Member 391

J133 LABSUBJS _MS NO. OF MASTERS LAB AND OTHER NON-LECTURE

SUBJECTS TAUGHT
J134 LABSUBJS _PHD NO. OF PHD LAB AND OTHER NON-LECTURE SUBJECTS
TAUGHT

AVERAGE CLASS SIZES IN LECTURE AND LAB CLASSES

What is the average size of the classes taught?

• Class size will be computed for each educational level.
• Class size in lecture subjects will be computed separately from the lab class sizes and other non-
lecture classes.
• If the faculty member teaches 40 students in a 3-unit subject and 30 students in a 5-unit subject, the
average class size is of course 35. The same class size average is obtained if there are 30 students
in a 3-unit subject but 40 in a 5-unit subject – although the second teaching load is admittedly heavier
because of more “student contact hours”. Compare with data elements on student-contact hours.
• These are average class sizes for a specific semester.

AVERAGE SIZE OF LECTURE-TYPE CLASSES

J135 LECTSIZE_ES AVG CLASS SIZE of ELEMENTARY LECTURE CLASSES

J136 LECTSIZE_HS AVG CLASS SIZE of SECONDARY LECTURE CLASSES

J137 LECTSIZE_TV AVG CLASS SIZE of TECH/VOC AND PRE-BACC LECTURE

CLASSES
J138 LECTSIZE_UG AVG CLASS SIZE of UNDERGRAD AND POST-BACC LEVEL
LECTURE CLASSES
J139 LECTSIZE_MS AVG CLASS SIZE of MASTERS LEVEL LECTURE CLASSES

J140 LECTSIZE_PHD AVG CLASS SIZE of PHD LEVEL LECTURE CLASSES

J141 LECTSIZE_GRAD AVG CLASS SIZE of GRADUATE LEVEL LECTURE CLASSES

AVERAGE SIZE OF LABORATORY AND OTHER NON-LECTURE CLASSES

J142 LABSIZE_ES AVG CLASS SIZE of ELEMENTARY LAB AND OTHER NON-
LECTURE URE CLASSES
J143 LABSIZE_HS AVG CLASS SIZE of SECONDARY LAB AND OTHER NON-
LECTURE URE CLASSES
J144 LABSIZE_TV AVG CLASS SIZE of TECH/VOC AND PRE-BACC LAB AND
OTHER NON-LECTURE URE CLASSES
J145 LABSIZE_UG AVG CLASS SIZE of UNDERGRAD AND POST-BACC LEVEL
LAB AND OTHER NON-LECTURE URE CLASSES
J146 LABSIZE_MS AVG CLASS SIZE of MASTERS LEVEL LAB AND OTHER
NON-LECTURE URE CLASSES
J147 LABSIZE_PHD AVG CLASS SIZE of PHD LEVEL LAB AND OTHER NON-
LECTURE URE CLASSES
J148 LABSIZE_GRAD AVG CLASS SIZE of GRADUATE LEVEL LAB AND OTHER
NON-LECTURE URE CLASSES

STUDENT-CREDIT UNITS or STUDENT CONTACT HOURS

A more precise measure of teaching load is to count “student contact hours” or “student credit units” (SCUs). A
class of 30 students in a 3-unit subject is worth 90 ( = 30x3) SCUs. In contrast, 40 students in a 3-unit subject
are worth 120 (=40x3) SCUs. Similarly, 30 students in a 4-unit subject are worth 120 SCUs. Suppose a faculty
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392 Data Elements on a Faculty Member

member has the teaching schedule shown below:

NO. OF NO. OF STUDENT-

UNITS STUDENTS CREDIT UNITS
( SCU)
Math 11 3 40 120
Math 14 3 30 90
Math 100 4 40 160
Math 17 5 35 175
TOTAL 12 145 545

Note that the subjects do not have the same credit units (see SUBJCRED) in the chapter on subjects. The total
headcount is 145 students and total SCUs is 545. The average class size is 36.2 ( =145/ 4).

For each subject, the no. of SCUs = (NO. OF STUDENTS) x (SUBJECT CREDIT UNITS). No credit load
multipliers are used even if the subject is at masters or doctorate level. The appropriate weights can be applied
later. The elements below capture the unweighted STUDENT CREDIT UNITS ( or SCUs). CODING: Numeric
as in XXXXX.X ( one decimal point only).

STUDENT CONTACT HOURS IN LECTURE CLASSES

J149 ELEM _LECTSCU No. of ELEMENTARY STUDENT CONTACT HOURS IN

LECTURE CLASSES
J150 HS _LECTSCU No. of SECONDARY STUENT CONTACT HOURS IN
LECTURE CLASSES
J151 TV_LECTSCU No. of TECH/VOC AND PRE-BACC SCUs or STUDENT
CONTACT HOURS IN LECTURE CLASSES
J152 UG_LECTSCU No. of UNDERGRAD AND POST-BACC SCUs or STUDENT
CONTACT HOURS IN LECTURE CLASSES
J153 MS_LECTSCU No. of MASTERS SCUs or STUDENT CONTACT HOURS IN
LECTURE CLASSES
J154 PHD_LECTSCU No. of DOCTORATE SCUs or STUDENT CONTACT HOURS
IN LECTURE CLASSES
J155 GRAD_LECTSCU GRAD_SCU = MS_SCU + PHD_SCU

STUDENT CONTACT HOURS IN LAB AND OTHER NON-ECTURE CLASSES

J156 ELEM _LABSCU No. of ELEMENTARY STUDENT CONTACT HOURS IN

LAB AND OTHER NON-LECTURE CLASSES
J157 HS _LABSCU No. of SECONDARY STUENT CONTACT HOURS IN LAB
AND OTHER NON-LECTURE CLASSES
J158 TV_LABSCU No. of TECH/VOC AND PRE-BACC SCUs or STUDENT
CONTACT HOURS IN LAB AND OTHER NON-LECTURE
CLASSES
J159 UG_LABSCU No. of UNDERGRAD AND POST-BACC SCUs or STUDENT
CONTACT HOURS IN LAB AND OTHER NON-LECTURE
CLASSES
J160 MS_LABSCU No. of MASTERS SCUs or STUDENT CONTACT HOURS IN
LAB AND OTHER NON-LECTURE CLASSES
J161 PHD_LABSCU No. of DOCTORATE SCUs or STUDENT CONTACT HOURS
IN LAB AND OTHER NON-LECTURE CLASSES
J162 GRAD_LECTSCU GRAD_SCU = MS_SCU + PHD_SCU

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Data Elements on a Faculty Member 393

NO. OF FTE STUDENTS (FTES) USING CHED NATIONAL COUNTING RULES

The CHED rules for counting full-time equivalent students (FTES):

• At the basic education level (elementary or secondary), each student is exactly one FTES. If enrolment
at the elementary level or secondary level is 500, then that is also the number of FTE students because
all students take the same load anyway.
• For the MD, DMD and DVM programs, each student is counted as 1.00 FTES. The no. of units per
semester is immaterial in these programs. Each student is automatically counted as 1.00 full-time
equivalent.
• At the tech/voc level, TESDA shall set the normal load per semester. ( See TESDA DATA ELEMENT
MANUAL).
• The normal load for an undergraduate program shall be set at 18 units per semester. This excludes
units for PE, NSTP, Religion/Theology (unless the program is in Theology itself), and undergrad
thesis.
• The normal load for a graduate program shall be set at 12 units per semester. Because of the wide
variability of units assignment to the thesis or dissertation, no FTES equivalent will be given for it. This
excludes thesis or dissertation.
• A student enrolled “For residence only” will be counted as zero FTES.
• The data elements apply in a specific semester.

FTE STUDENTS IN LECTURE CLASSES ONLY

J163 ES_LECTFTEX NUMBER OF ELEMENTARY LEVEL FTE STUDENTS IN LECTURE

CLASSES ONLY
REMARKS: At this level, the headcount is also the FTEXX count.
J164 HS_LECTFTEX NUMBER OF SECONDARY LEVEL FTE STUDENTS IN LECTURE
CLASSES ONLY
REMARKS: At this level, the headcount is also the FTEXX count.
J165 TV_LECTFTEX NUMBER OF TECH/VOC AND PRE-BACC FTE STUDENTS IN
LECTURE CLASSES ONLY
REMARKS: TESDA will set national counting rules.
J166 UG_LECTFTEX NUMBER OF UNDERGRADUATE AND POST-BACC FTE
STUDENTS IN LECTURE CLASSES ONLY

EXAMPLE:
If there are 3 undergraduates enrolled in 15, 21, and 20 units of lecture
subjects respectively, their combined load is equivalent to 3.11 FTEXX
(=(15+21+20)/18 =56/18). Observe that UG_ENROL = 3 but UG_LECTFTEX
= 3.11. Compute to 2 decimal places.
J167 MS_LECTFTEXX NUMBER OF MASTERS LEVEL FTE STUDENTS IN LECTURE
CLASSES ONLY

EXAMPLE:
If there are 3 masters STUDENTS IN LECTURE CLASSES ONLY enrolled in
11, 9, and 12 units of lecture respectively, their combined load is equivalent
to 1.83 FTEXX (=(11+9+12)/12 = 22/12). Observe that MS_ENROL = 3 but
MS_LECTFTEX = 1.83 only. Compute to 2 decimal places.
J168 PHD_LECTFTEXX NUMBER OF DOCTORAL LEVEL FTE STUDENTS IN LECTURE
CLASSES ONLY

EXAMPLE:
If there are 3 doctoral STUDENTS IN LECTURE CLASSES ONLY enrolled in
9, 0, and 6 units lecture respectively, their combined load is equivalent to 1.25
FTEXX (=(9 +0+6)/12 =15/12). The middle student is enrolled for residence
only. Note that PHD_ENROL =3 but PHD_LECTFTEX= 1.25 only.

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394 Data Elements on a Faculty Member

J169 GRAD_LECTFTEX GRAD_LECTFTEXX = MS_LECTFTEX + +PHD_LECTFTEX

EXAMPLE:
Given the examples above, the combined load of the 3 masters and 3 doctoral
STUDENTS IN LECTURE CLASSES ONLY is equivalent to 3.08 FTEXX (=
1.83 + 1.25). Note that GRAD_ENROL = 6 but GRAD_FTEXX=3.08 only.

FTE STUDENTS IN LAB CLASSES AND OTHER NON-LECTURE CLASSES

J170 ES_LABFTEX NUMBER OF ELEMENTARY LEVEL FTE STUDENTS IN LAB AND

OTHER NON-LECTURE CLASSES
J171 HS_LABFTEX NUMBER OF SECONDARY LEVEL FTE STUDENTS IN LAB AND
OTHER NON-LECTURE CLASSES
J172 TV_LABFTEX NUMBER OF TECH/VOC AND PRE-BACC FTE STUDENTS IN LAB
AND OTHER NON-LECTURE CLASSES
J173 UG_LABFTEX NUMBER OF UNDERGRADUATE AND POST-BACC FTE
STUDENTS IN LAB AND OTHER NON-LECTURE CLASSES
J174 MS_LABFTEXX NUMBER OF MASTERS LEVEL FTE STUDENTS IN LAB AND
OTHER NON-LECTURE CLASSES
J175 PHD_LABFTEXX NUMBER OF DOCTORAL LEVEL FTE STUDENTS IN LAB AND
OTHER NON-LECTURE CLASSES
J176 GRAD_LABFTEX GRAD_LABFTEXX = MS_LABFTEX + +PHD_LABFTEX

FTE STUDENTS IN ALL CLASSES COMBINED ( LECTURE AND NON-LECTURE)

J177 ES_FTEXX = ES_LECTFTEX + ES_LABFTEX

NUMBER OF ELEMENTARY LEVEL FTE STUDENTS IN IN

LECTURE AND NON-LECTURE CLASSES
J178 HS_FTEXX = HS_LECTFTEX + HS_LABFTEX

NUMBER OF SECONDARY LEVEL FTE STUDENTS IN IN

LECTURE AND NON-LECTURE CLASSES
J179 TV_FTEXX = TV_LECTFTEX + TV_LABFTEX

NUMBER OF TECH/VOC AND PRE-BACC FTE STUDENTS IN IN

LECTURE AND NON-LECTURE CLASSES
J180 UG_FTEXX = UG_LECTFTEX + UG_LABFTEX

NUMBER OF UNDERGRADUATE AND POST-BACC FTE

STUDENTS IN IN LECTURE AND NON-LECTURE CLASSES
J181 MS_FTEXX = MS_LECTFTEX +MS_LABFTEX.

NUMBER OF MASTERS LEVEL FTE STUDENTS IN IN LECTURE

AND NON-LECTURE CLASSES
J182 PHD_FTEXX = PHD_LECTFTEX + PHD_LABFTEX

NUMBER OF DOCTORAL LEVEL FTE STUDENTS IN IN LECTURE

AND NON-LECTURE CLASSES
J183 GRAD_FTEXX GRAD_FTEXX = MS_FTEXX + +PHD_FTEXX

NO. OF STUDENTS TAUGHT FROM A SPECIFIC DEGREE PROGRAM

For cost analysis studies, it could be important to determine for each faculty, how many students are
from the College of Engineering, how many from Arts and Sciences, Education, etc. Indeed, it may be
necessary to count how many of the faculty member’s students are from each degree program: BS Civil

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Data Elements on a Faculty Member 395

Engg, BS Chemical Engg, BS Economics, BS Physics, etc.

If the records are not computerized, these data elements would be very tedious to obtain --- especially
for the faculty members teaching GE subjects. If the records are manual, the data elements can still
be valued but it would take a lot of meticulous work. Clearly these are not elements which would be
collected every year but if they are needed for some special study, the definitions are given here.

THE TYPICAL WORKLOAD OF THE FACULTY ( IN HOURS PER WEEK)

The unit of measure below is REPORTED HOURS PER WEEK in a typical week during the first semester. In
such a week, how does the faculty member account for his 40 hours per week? How many hours go to the
following official duties? It is more usual for HEIs to measure faculty workload in terms of “units” but just in case
the HEI or some research group wants to tabulate HOURS, the data elements below will apply.

The work hours of the faculty member will be classified according to:

1. TEACHING IN LECTURE CLASSES ( ALL LEVELS)

2. TEACHING IN LABORATORY CLASSES ( ALL LEVELS)
3. ADMINISTRATIVE DUTIES INSIDE THE HOME COLLEGE
4. ADMINISTRATIVE DUTIES INSIDE THE HEI BUT OUTSIDE THE HOME COLLEGE
5. RESEARCH
6. EXTENSION SERVICE
7. STUDY ON OFFICIAL TIME OR STUDY AS PART OF NORMAL LOAD
8. STUDY BEYOND THE NORMAL FACULTY WORK LOAD
9. OFFICIAL LEAVE (e.g. SICK LEAVE, VACATION, etc.)
10. OTHER OFFICIAL DUTIES.

Human nature dictates that a faculty member will tend to inflate his hours so that the total would be at least
40 hours or possibly more. If one faculty member declares a 60-hour week, it implies working 12 hours per
weekday over the 17 weeks or 85 weekdays of the semester! The data elements below are useful only if the
faculty member will be honest and prudent in declaring the distribution of 40 hours in a typical week
during the first semester. However, even if the HOURZ are inflated, the data element %HOURZ are useful.

The listing above does not include the hours spent in preparing for class, formulating examinations and grading
test papers. Thus, the credible total should be in the neighborhood of 30 hours only. If a specific provision is
given to report the hours preparing for class, the answers might be inflated anyway.

J184 LECT_HOURZ TOTAL HOURS (OUT OF A TYPICAL 40-HOUR WEEK) DEVOTED BY

THE FACULTY TO TEACHING LECTURE SUBJECTS ( IN ALL LEVELS
COMBINED).

REMARKS: Include only the actual lecture hours. Do not include hours used in
preparation for the lecture. Do not include hours for formulating exams, checking
papers or computing grades,
J185 LAB_HOURZ TOTAL HOURS (OUT OF A TYPICAL 40-HOUR WEEK) DEVOTED BY THE
FACULTY TO TEACHING LAB SUBJECTS ( IN ALL LEVELS COMBINED)

REMARKS: Include only the actual hours in the lab. Do not include hours used in
preparation for the lab.
J186 ADMIN_HOURZ TOTAL HOURS (OUT OF A TYPICAL 40-HOUR WEEK) DEVOTED BY THE
FACULTY TO OFFICIAL ADMINISTRATIVE DUTIES
J187 STUDY_HOURZ1 TOTAL HOURS (OUT OF A TYPICAL 40-HOUR WEEK) DEVOTED
BY THE FACULTY FOR STUDYING IN PURSUIT OF AN ADVANCED
DEGREE IN THE DISCIPLINE.

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396 Data Elements on a Faculty Member

J188 STUDY_HOURZ 2 TOTAL HOURS (OUT OF A TYPICAL 40-HOUR WEEK) ENROLLED IN BY

THE FACULTY OUTSIDE OFFICIAL TIME.
J189 RES_HOURZ TOTAL HOURS (OUT OF A TYPICAL 40-HOUR WEEK) DEVOTED BY
FACULTY TO DOING RESEARCH
J190 EXTN_HOURZ TOTAL HOURS (OUT OF A TYPICAL 40-HOUR WEEK) DEVOTED BY THE
FACULTY TO DOING EXTENSION SERVICES
J191 LEAVE_HOURZ TOTAL HOURS (OUT OF A TYPICAL 40-HOUR WEEK) USED UP AS PART
OF OFFICIAL LEAVE WITH PAY (e.g. SICK LEAVE, MATERNITY, etc.)
J192 TOT_HOURZ TOTAL HOURS (OUT OF A TYPICAL 40-HOUR WEEK) DEVOTED BY THE
FACULTY TO ALL OFFICIAL FACULTY DUTIES COMBINED.

Formula: TOT_HOURZ=LECT_HOURZ+ LAB_HOURZ+ADMIN_HOURZ +STUDY_

HOURZ1 + RES_HOURZ +EXTN_HOURZ + LEAVE_HOURZ.

Note that STUDY_HOURZ2 is not part of the sum.

REMARKS:
• For an individual faculty member, TOT_HOURZ must be approximately 40
hours -- plus or minus 5 hours perhaps.
• If TOT_HOURZ = 60 , it would imply the faculty member is rendering
incredible 60-hour weeks or 12-hour weekdays throughout the 17 weeks of
a semester.
• If TOT_HOURZ =30, it would imply the faculty member is rendering about
6 hours of work per weekday over the 17 weeks of a semester. This is more
believable than 60 hours!

WHAT IS THE PERCENTAGE DISTRIBUTION OF FACULTY TIME TO VARIOUS DUTIES?

The best use of the table of HOURZ is in determining the percentage distribution of faculty time. In other words,
the relative values of HOURZ are even more useful than the nominal values -- especially if faculty members
report more than 40 hours per week.

J193 LECT_%HOURZ LECT_%HOURZ = 100*LECT_HOURZ/ TOT_HOURZ.

EXAMPLE:
If LECT_HOURZ=20 and TOT_HOURZ= 35, then LECT_%HOURZ= 57.1 % =
20/ 35. That is, 57.1% of a typical work week is devoted by the faculty member
directly to teaching LECTURE CLASSES. In a cost analysis study, 57.1% of
the faculty members annual salary will be attributed directly to TEACHING
LECTURE CLASSES. ( However, see also HOURZ_TEACH% below).
J194 LAB_%HOURZ LAB_%HOURZ = 100*LAB_HOURZ/ TOT_HOURZ.

J195 ADMIN_%HOURZ ADMIN_%HOURZ = 100*ADMIN_HOURZ/ TOT_HOURZ.

J196 STUDY_%HOURZ1 STUDY_%HOURZ1 = 100*STUDY_HOURZ1/ TOT_HOURZ.

EXAMPLE:
• If the faculty member is FULL STUDY LEAVE WITH PAY, then STUDY_
%HOURZ1 = 100%. All of the faculty’s time is devoted to the study
leave.
• If the faculty member is on STUDY LEAVE WITHOUT PAY, STUDY_
%HOURS1 = 0 because there is no official service to begin with.
J197 STUDY_%HOURZ 2 STUDY_%HOURZ2 = 100* STUDY_HOURZ2/ TOT_HOURZ.

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Data Elements on a Faculty Member 397

J198 RES_%HOURZ RES_%HOURZ = 100* RES_HOURZ/ TOT_HOURZ.

EXAMPLE:
If the faculty member reports RES_HOURZ=3 and TOT_HOURZ =30, then
RES_HOURZ=10% ( = 3/30). That is, the faculty member directly devotes 10%
of his typical work week to research. In a cost analysis study, 10% of the faculty
member’s annual salary will be attributed directly to RESEARCH. See also
HOURZ_RES% below.

If the faculty remember declares an unbelievable TOT_HOURZ = 60 and then

reports RES_HOURZ =10, we could still use the fact that RES_%HOURZ = 10/60
= 16.7%. This means that the faculty member devotes 16.7% of his typical work
week directly to RESEARCH. The 60 hours might be incredible but the 16.7%
certainly looks reasonable.
J199 EXTN_%HOURZ EXTN_%HOURZ = 100* EXTN_HOURZ/ TOT_HOURZ.
J200 LEAVE_%HOURZ LEAVE_%HOURZ = 100*LEAVE_HOURZ/ TOT_HOURZ.

EXAMPLE:
• If the faculty member is on sabbatical leave, LEAVE_%HOURZ = 100%.
All of his time is devoted to the sabbatical.
• If the faculty member is on sick leave WITH PAY for half of the semester,
then LEAVE_%HOURZ = 50%.

EXAMPLE:
Consider the illustrative example below where the faculty member reported a total of 43 hours per week. The
percentage distribution to the 8 faculty duties are shown below. It shows for instance that 20.9% of the typical
work week is devoted to official administrative duties. This is a credible value only if the “6 hours per week”
devoted to administration is truthful.

Observe that the denominator here is the reported no. of total hours, i.e. the denominator is TOT_HOURZ.
When faculty workload was measured in units, we computed % but the denominator used was the normal load
or 18 units.

FACULTY DUTIES HOURZ IN A WEEK %HOURZ DATA ELEMENT

TEACHING LECTURE
1 CLASSES 18 41.9% LECT_%HOURZ
2 TEACHING LAB CLASSES 6 14.0% LAB_%HOURZ
3 OFFICIAL ADMIIN DUTIES 9 20.9% ADMIN_%HOURZ
STUDY AS PART OF
4 NORMAL FACULTY LOAD 3 7.0% STUDY_%HOURZ1
STUDY BEYOND NORMAL
5 FACULTY LOAD 0 0.0% STUDY_%HOURZ2
6 RESEARCH 6 14.0% RES_%HOURZ
7 EXTN SERVICE 1 2.3% EXTN_%HOURZ
8 OFFICIAL LEAVE 0 0.0% LEAVE_%HOURZ
TOTAL HOURS IN A TYPICAL
WORK WEEK 43 100.0%

WHAT IF WE HAVE TO ATTRIBUTE FACULTY HOURZ TO ONLY THE 3 PRIMARY FUNCTIONS?

If we have to attribute faculty time to only the 3 primary functions (TEACHING, RESEARCH and EXTENSION
or T,R,E), we could do some pro-rating. Out of the 43 hours reporter above, a total of 31 hours (= 18+6+6+1)
are devoted directly to T,R,E.

Out of the 43 hours, 12 hours ( = 9+3) are devoted to administrative duties, studying and official leave with pay.
These are official faculty duties too but if everything has to be attributed only to T,R,E, there is need for some
pro-rating. The denominator will be LECT_HOURZ + LAB_HOURZ + RES_HOURZ + EXTN_HOURZ. = 31.

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398 Data Elements on a Faculty Member

3 PRIMARY FUNCTIONS
ONLY DATA ELEMENT
1 TEACHING ONLY 24 77.4% HOURZ_TEACH%
2 RESEARCH 6 19.4% HOURZ_RES%
3 EXTENSION SERVICE 1 3.2% HOURZ_EXTN%
SUM OF 3 ONLY 31 72.1%

1. The table shows that 77.4 % ( =24/31) of the faculty member’s time is devoted to teaching
(directly and indirectly combined).
2. 19.4% ( = 6/31) of the faculty member’s time is devoted to research (directly and indirectly)
3. 3.2% ( =1/31) of faculty time is devoted to extension service (directly and indirectly
combined).
4. The sum of all these is 100%. This means ALL of the faculty member’s time has been attributed
to only the 3 main functions.

J201 HOURZ_TEACH% HOURZ_TEACH% = 100* ( LECT_HOURZ +LAB_HOURZ) / ( LECT_

HOURZ + LAB_HOURZ +RES_HOURZ +EXTN_HOURZ).

EXAMPLE:
In the table above, HOURZ_TEACH% = 77.4% = (18 + 6)/ (18+6+6+1) = 24/31.
This means that 77.4% of the faculty members time has been directly or indirectly
attributed to TEACHING. In a cost analysis study, 77.4% of the faculty member’s
total salary will be charged to the TEACHING FUNCTION.
J202 HOURZ_RES% HOURZ_RES% = 100* RES_HOURZ / ( LECT_HOURZ + LAB_HOURZ
+RES_HOURZ +EXTN_HOURZ).

EXAMPLE:
In the numerical example above, HOURZ_RES% = 19.4 % = 6/31. This means
that 19.4% of the faculty members time has been directly or indirectly attributed
to RESEARCH. In a cost analysis study, 19.4% of the faculty members salary
should be attributed to RESEARCH.
J203 HOURZ_EXTN% HOURZ_EXTN% = 100* EXTN_HOURZ / ( LECT_HOURZ + LAB_
HOURZ +RES_HOURZ +EXTN_HOURZ).

EXAMPLE:
In the numerical example, HOURZ_EXTN% = 3.2 % = 1/31. This means that
only 3.2% of the faculty members time has been directly or indirectly attributed
to EXTN SERVICE. In a cost analysis study only 3.2% of the faculty member’s
salary will be charged to EXTN SERVICE.

ELEMENT NUMBER J204

NAME OF ELEMENT OFFICIAL POSITION TITLE OF EMPLOYEE
SHORT NAME POSNTITLE
PURPOSE To indicate the official position title as designated by the HEI in the basic
appointment paper.
DEFINITION This actual position title of the employee as determined by the HEI.
This could be a plain “Assistant Professor” or “Assistant Professor
of Mathematics” or, indeed, “Assistant Professor IV of Mathematics”.
Other examples: “College Librarian III” or “Student Records Examiner
II”.

For public HEIs, do not confuse with AUTHTITLE below.

CODING Text data: 30 characters.

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Data Elements on a Faculty Member 399

ELEMENT NUMBER J205

NAME OF ELEMENT CLASSIFICATION INTO: MANAGEMENT, SUPERVISORY, RANK AND
FILE
SHORT NAME RANKFILE
PURPOSE For protocol or “collective bargaining” purposes.
DEFINITION The classification of the employee based on his POSNTITLE into 4
categories.
CODING 1-digit code.
1 Rank and file.
2 Supervisory
3 Management.
4 Faculty
5 Not known.

ELEMENT NUMBER J206

NAME OF ELEMENT IF EMPLOYEE PAID BY THE MONTH, DAY, HOUR, OR SOME OTHER
BASIS.
SHORT NAME BYMONTH
PURPOSE
DEFINITION The basis for payment by the HEI, as coded below. Do not confuse with the
no. of payment dates in a month.
CODING
1 Per month. Most employees are paid by the month.
2 Per day. For instance, daily laborers.
3 Per hour. For instance: lecturers, senior lecturers, professorial lecturers.
4 As specified in a contract. For instance, payment upon completion of a
service or project, or in installments specified by a contract.
9 No information on the matter.

WHAT WAS THE HIGHEST DEGREE COMPLETED BY THE FACULTY?

In the discipline where he teaches, what is the highest degree earned? If we disregard the possible mismatch
in discipline, what is the highest degree earned?

ELEMENT NUMBER J207

NAME OF ELEMENT HIGHEST DEGREE OF FACULTY MEMBER (REGARDLESS OF
DISCIPLINE)
SHORT NAME HIGHESTDEG1
PURPOSE To indicate the highest degree or educational level attained by the
employee
DEFINITION AS OF JULY 1, the highest educational level attained, as coded below.
The classification regardless of the discipline where the faculty member is
teaching.

Suppose the highest degree is MA Education (General Science), then

HIGHESTDEG1 = 80 whether the faculty member is teaching Math, Physics
, Chemistry, History, etc.

Compare with HIGHESTDEG2 below. In the HEI, the final arbiter of this
data element is the VPAA.

REMARKS:
The National Statistics Office (NSO) CENSUS 2000 CODE BOOK shows
the codes used in the 2000 Census. It codes not only the highest education
level reached but also the discipline as well. The coding below is only for
highest education level reached. Discipline is covered by different data
elements.

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400 Data Elements on a Faculty Member

CODING 3-digit code where the first 2 digits are drawn from the coding of PROGLEVL.
( See chapter on academic programs)
00 0 No formal education at all.
10 1 Partial elementary schooling but did not complete Grade 4.
10 2 Completed Grade 4 but did not graduate from elementary school.
10 3 Completed Elementary School.
20 1 Partial completion of high school.
20 2 Secondary school graduate or equivalent.
30 1 Partial completion of Tech/Voc
30 2 Completed Tech/Voc program.
40 1 Partial completion of pre-baccalaureate certificate, diploma or
associateship.
40 2 Completed pre-bacc certificate, diploma or associateship.
50 1 Completed Year 1 of baccalaureate level or equivalent.
50 2 Completed Year 2 of baccalaureate level or equivalent
50 3 Completed Year 3 of baccalaureate level or equivalent
50 4 Completed Year 4 of baccalaureate level or equivalent
50 5 Completed Year 5 of baccalaureate level or equivalent
50 6 Completed Year 6 of baccalaureate level or equivalent
50 7 Completed a baccalaureate degree( including DVM, DDM, D Opt).
60 1 Partial completion of postgraduate certificate or diploma program.
60 2 Completed post-grad certificate or diploma program.
70 1 Completed Year 1 of MD or LLB ( or equivalent)
70 2 Completed Year 1 of MD or LLB ( or equivalent)
70 3 Completed Year 1 of MD or LLB ( or equivalent)
70 4 Completed Year 1 of MD or LLB ( or equivalent)
70 5 Completed MD or LLB ( or equivalent).
80 1 Partial completion of masters degree ( or equivalent).
80 2 Completed all masters requirements except masters thesis ( or
equivalent).
80 3 Completed masters degree or equivalent ( or equivalent).
90 1 Partial completion of doctorate degree ( or equivalent).
90 2 Completed all doctorate requirements except dissertation ( or equivalent).
90 3 Completed doctorate degree ( or equivalent).
98 0 NOT A FACULTY MEMBER
99 9 No record.

ELEMENT NUMBER J208

NAME OF ELEMENT HIGHEST DEGREE “IN THE DISCIPLINE”, i.e. IN THE DISCIPLINE
WHERE THE FACULTY MEMBER IS TEACHING
SHORT NAME HIGHESTDEG2
PURPOSE To indicate the highest degree or educational level attained by the faculty
member IN THE DISCIPLINE where he is teaching.
DEFINITION The highest educational level attained IN THE DISCIPLINE where the
faculty member is teaching.

EXAMPLES:
If a BS Physics degree holder is a faculty member teaching Physics but
his highest degree completed is MA Education (General Science), then
HIGHESTDEG2 = 500, not 700. In the discipline of Physics, the faculty
member’s highest degree is only baccalaureate level.

If a BS Civil Engineering degree holder is a faculty member teaching Math

but his highest degree is MBA, then HIGHESTDEG2= 505, not 500 and not
600.In the discipline of Math, the highest degree of the faculty member is
not even baccalaureate level.

Compare with HIGHESTDEG1 above. In the HEI, the primary arbiter of

this data element is the VPAA.

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Data Elements on a Faculty Member 401

CODING 3-digit code where the first 2 digits are drawn from the coding of PROGLEVL.
( See chapter on academic programs)
00 0 No formal education at all.
10 1 Partial elementary schooling but did not complete Grade 4 only.
10 2 Completed Grade 4 but did not graduate from elementary school.
10 3 Completed Elementary School.
20 1 Partial completion of high school.
20 2 Secondary school graduate or equivalent.
30 1 Partial completion of Tech/Voc
30 2 Completed Tech/Voc program.
40 1 Partial completion of pre-baccalaureate certificate, diploma or
associateship.
40 2 Completed pre-bacc certificate, diploma or associateship.
50 1 Completed Year 1 of baccalaureate level or equivalent.
50 2 Completed Year 2 of baccalaureate level or equivalent
50 3 Completed Year 3 of baccalaureate level or equivalent
50 4 Completed Year 4 of baccalaureate level or equivalent
50 5 Completed Year 5 of baccalaureate level or equivalent
50 6 Completed Year 6 of baccalaureate level or equivalent
50 7 Completed a baccalaureate degree( including DVM, DDM, D Opt).
60 1 Partial completion of postgraduate certificate or diploma program.
60 2 Completed post-grad certificate or diploma program.
70 1 Completed Year 1 of MD or LLB ( or equivalent)
70 2 Completed Year 1 of MD or LLB ( or equivalent)
70 3 Completed Year 1 of MD or LLB ( or equivalent)
70 4 Completed Year 1 of MD or LLB ( or equivalent)
70 5 Completed MD or LLB ( or equivalent).
80 1 Partial completion of masters degree ( or equivalent).
80 2 Completed all masters requirements except masters thesis ( or
equivalent).
80 3 Completed masters degree or equivalent ( or equivalent).
90 1 Partial completion of doctorate degree ( or equivalent).
90 2 Completed all doctorate requirements except dissertation ( or equivalent).
90 3 Completed doctorate degree ( or equivalent).
98 0 NOT A FACULTY MEMBER
99 9 No record.

ELEMENT NUMBER J209

NAME OF ELEMENT DATE WHEN HIGH SCHOOL DIPLOMA WAS EARNED.
SHORT NAME HSDATE
PURPOSE To capture the date when the high school diploma was earned.
DEFINITION The exact date when the employee earned the high school degree or
equivalent. As recorded in the official transcript.
CODING MMDDYYYY. If no high school diploma has been earned, key in 99999999.
ELEMENT NUMBER J210
NAME OF ELEMENT DATE WHEN FIRST BACCALAUREATE DEGREE WAS EARNED.
SHORT NAME BS1DATE
PURPOSE To capture the date when the first baccalaureate degree was earned.
DEFINITION The exact date when the employee earned the first baccalaureate degree.
As noted in PROGLEVL this includes DMD, DVM, D Opt. As recorded in the
official transcript.
CODING MMDDYYYY. If no bachelors degree has been earned, key in 99999999.
ELEMENT NUMBER J211
NAME OF ELEMENT DATE WHEN THE SECOND BACCALAUREATE DEGREE WAS
EARNED.
SHORT NAME BS2DATE
PURPOSE To capture the date when the second baccalaureate degree or equivalent
was earned. This could be LLB, MD or just any other bachelors degree or
equivalent.
DEFINITION The exact date when the employee earned the first baccalaureate degree.

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402 Data Elements on a Faculty Member

CODING MMDDYYYY. If no second bachelors degree has been earned, key in

99999999.
ELEMENT NUMBER J212
NAME OF ELEMENT DATE WHEN FIRST MASTERS DEGREE WAS EARNED.
SHORT NAME MS1DATE
PURPOSE To capture the date when the first masters degree or equivalent was
earned.
DEFINITION The exact date when the employee earned the first masters degree or
equivalent. As recorded in the official transcript.
CODING MMDDYYYY. If no masters degree has been earned, key in 99999999.
ELEMENT NUMBER J213
NAME OF ELEMENT DATE WHEN THE SECOND MASTERS DEGREE WAS EARNED.
SHORT NAME MS2DATE
PURPOSE To capture the date when the second masters degree or equivalent was
earned.
DEFINITION The exact date when the employee earned the second masters degree or
equivalent. As recorded in the official transcript.
CODING MMDDYYYY. If no second masters degree has been earned, key in
99999999.
ELEMENT NUMBER J214
NAME OF ELEMENT DATE WHEN THE FIRST DOCTORATE DEGREE WAS EARNED.
SHORT NAME PHD1DATE
PURPOSE To capture the date when the first doctorate degree or equivalent was earned.
As recorded in the official transcript.
DEFINITION The exact date when the employee earned the first doctorate degree or
equivalent.
CODING MMDDYYYY. If no doctorate degree has been earned, key in 99999999.
ELEMENT NUMBER J215
NAME OF ELEMENT SCHOOL WHERE HIGH SCHOOL DIPLOMA WAS EARNED.
SHORT NAME HSSCHOOL
PURPOSE To capture the SCHOOL WHERE the high school diploma was earned.
DEFINITION The SCHOOL WHERE the employee earned the high school degree or
equivalent. As recorded in the official transcript.
CODING TEXT DATA : 40 CHARACTERS. . If no high school diploma has been
earned, key in NONE.

ELEMENT NUMBER J216

NAME OF ELEMENT UNIVERSITY WHERE FIRST BACCALAUREATE DEGREE WAS
EARNED.
SHORT NAME BS1UNIV
PURPOSE To capture the UNIVERSITY WHERE the first baccalaureate degree was
earned.
DEFINITION The UNIVERSITY WHERE the employee earned the first baccalaureate
degree. As noted in PROGLEVL this includes DMD, DVM, D Opt. As recorded
in the official transcript.
CODING TEXT DATA : 40 CHARACTERS. . If no bachelors degree has been earned,
key in NONE.
ELEMENT NUMBER J217
NAME OF ELEMENT UNIVESITY WHERE THE SECOND BACCALAUREATE DEGREE WAS
EARNED.
SHORT NAME BS2UNIV
PURPOSE To capture the UNIVERSITY WHERE the second baccalaureate degree or
equivalent was earned. This could be LLB, MD or just any other bachelors
degree or equivalent.

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Data Elements on a Faculty Member 403

DEFINITION The UNIVERSITY WHERE the employee earned the first baccalaureate
degree.
CODING TEXT DATA : 40 CHARACTERS. . If no second bachelors degree has been
earned, key in NONE.
ELEMENT NUMBER J218
NAME OF ELEMENT UNIVERSITY WHERE FIRST MASTERS DEGREE WAS EARNED.
SHORT NAME MS1UNIV
PURPOSE To capture the UNIVERSITY WHERE the first masters degree or equivalent
was earned.
DEFINITION The UNIVERSITY WHERE the employee earned the first masters degree or
equivalent. As recorded in the official transcript.
CODING TEXT DATA : 40 CHARACTERS. . If no masters degree has been earned,
key in NONE.
ELEMENT NUMBER J219
NAME OF ELEMENT UNIVERSITY WHERE THE SECOND MASTERS DEGREE WAS
EARNED.
SHORT NAME MS2UNIV
PURPOSE To capture the UNIVERSITY WHERE the second masters degree or
equivalent was earned.
DEFINITION The UNIVERSITY WHERE the employee earned the second masters degree
or equivalent. As recorded in the official transcript.
CODING TEXT DATA : 40 CHARACTERS. . If no second masters degree has been
earned, key in NONE.
ELEMENT NUMBER J220
NAME OF ELEMENT UNIVERSITY WHERE THE FIRST DOCTORATE DEGREE WAS
EARNED.
SHORT NAME PHD1UNIV
PURPOSE To capture the UNIVERSITY WHERE the first doctorate degree or equivalent
was earned. As recorded in the official transcript.
DEFINITION The UNIVERSITY WHERE the employee earned the first doctorate degree
or equivalent.
CODING TEXT DATA : 40 CHARACTERS. . If no doctorate degree has been earned,
key in NONE.

ELEMENT NUMBER J221

NAME OF ELEMENT PROFESSIONAL LICENSURE EARNED BY THE EMPLOYEE
SHORT NAME LICENSURE
PURPOSE To capture the professional licensure (e.g. CPA, Bar, etc.) earned by the
employee. To permit statistical tabulations and cross-tabulations with other
variables such as discipline.
DEFINITION This element captures whether the employee has earned professional
qualification by passing a Professional Regulatory Commission (PRC) board
exam, the bar or the equivalent in other jurisdictions.

The particular kind of qualification would be noted. If two or more professional

designations have been earned, record the one that corresponds to the
person’s primary teaching discipline or their occupation. Do not confuse with
EMPLQUAL or HIGHESTDEG.
CODING 2-digit code.
01 PRC in Accountancy or the equivalent from another jurisdiction
02 PRC in Aeronautical engineering or the equivalent from another jurisdiction
03 PRC in Agricultural Engineering or the equivalent from another jurisdiction
04 PRC in Agriculture or the equivalent from another jurisdiction
05 PRC in Architecture or the equivalent from another jurisdiction
06 PRC in Chemical Engineering or the equivalent from another jurisdiction
07 PRC in Chemistry or the equivalent
08 PRC in Civil Engineering or the equivalent
09 PRC in Criminology or the equivalent
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404 Data Elements on a Faculty Member

10 PRC in Customs Brokerage or the equivalent

11 PRC in Dentistry or the equivalent
12 PRC in Electrical Engineering or the equivalent
13 PRC in Electronics & Communication Engineering or the equivalent
14 PRC in Environmental Planning or the equivalent
15 PRC in Fisheries Technology or the equivalent
16 PRC in Forestry or the equivalent
17 PRC in Geodetic Engineering or the equivalent
18 PRC in Geology or the equivalent
19 PRC in Interior Design or the equivalent
20 PRC in Landscape Architecture or the equivalent
21 Supreme Court Bar Examinations or the equivalent
22 PRC in Librarian or the equivalent
23 PRC in LET-Elementary or the equivalent
24 PRC in LET-Secondary or the equivalent
25 PRC in Marine Deck Office or the equivalent
26 PRC in Marine Engine Officer or the equivalent
27 PRC in Master Plumber or the equivalent
28 PRC in Mechanical Engineering or the equivalent
29 PRC in Medical Technology or the equivalent
30 PRC in Physician or the equivalent
31 PRC in Metallurgical Engineering or the equivalent
32 PRC in Midwifery or the equivalent
33 PRC in Mining Engineering or the equivalent
34 PRC in Naval Architecture and Marine Engineering or the equivalent
35 PRC in Nursing or the Equivalent
36 PRC in Nutrition & Dietetics or the equivalent
37 PRC in Occupational Therapy or the equivalent
38 PRC in Optometry or the equivalent
39 PRC in Pharmacy or the equivalent
40 PRC in Physical Therapy or the equivalent
41 PRC in Radiological Technology or the equivalent
42 PRC in Sanitary Engineering or the equivalent
43 PRC in Social Work or the equivalent
44 PRC in Sugar Technology or the equivalent
45 PRC in Veterinary medicine or the equivalent
46 PRC in X-Ray Technology or the equivalent
47 PRC or Civil Service (prior to 1995) in Teacher Education
90 No licensure earned.
99 No record or not known

ELEMENT NUMBER J222

NAME OF ELEMENT DATE WHEN PROFESSIONAL LICENSURE WAS EARNED
SHORT NAME LICENSDAT
PURPOSE To capture the date when the professional licensure or equivalent was
earned.
DEFINITION The exact date when the employee earned the professional licensure or
equivalent. As recorded in the professional license.
CODING MMDDYYYY. If no professional licensure has been earned, key in
99999999.

ELEMENT NUMBER J223

NAME OF ELEMENT ACADEMIC DISCIPLINE OF THE EMPLOYEE’S HIGHEST EARNED
EDUCATIONAL QUALIFICATION
SHORT NAME DEGDISC
PURPOSE To classify the discipline of the highest degree earned.
DEFINITION The discipline classification of the highest degree earned ( as specified in
the element HIGHESDEG).

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Data Elements on a Faculty Member 405

If highest earned degree was MA History, then the discipline is “History”.

Not necessarily the same discipline where the faculty or staff is currently
involved in. For instance, an employee with the MA History degree may
actually be at the College of Education.
CODING Numeric code: 6 digits. See Appendix on DISCIPLINE CODES.

IF THE FACULTY MEMBER IS “ACTIVELY PURSUING” NEXT HIGHEST DEGREE

ELEMENT NUMBER J224

NAME OF ELEMENT IF EMPLOYEE IS “ACTIVELY PURSUING AN ADVANCED DEGREE” IN
A RELEVANT FIELD
SHORT NAME PURSUE
PURPOSE FOR FACULTY MEMBERS ONLY: To indicate if faculty is actively pursuing
the next advanced degree relevant to his current department. To capture
the no. of faculty members trying to improve their academic credentials.
Information important for FACULTY DEVELOPMENT PROGRAMS.
DEFINITION AS OF A SPECIFED DATE: If faculty with a masters degree is actively
pursuing a doctorate degree in the discipline where he is teaching. “Active
pursuit” means the faculty has already earned some credits in the program
and is still classified “in good standing” in the university where he is enrolled
as a graduate student.

The degree program being pursued in the discipline or must be acceptable

to the department where faculty is currently assigned. Thus, a faculty in
English Dept pursuing an MBA or PhD Music or even PhD Education is
not classified as actively pursuing an advanced degree “in the discipline”.
However, a Math faculty pursuing PhD Statistics or PhD Computer Science
might be considered to working in the discipline if approved by the VPAA.

CODING 1-digit code

1 Faculty has already completed doctorate degree in the field where he is
teaching.

2 Masters degree holder with some PhD units actively pursuing doctorate
degree in the discipline where he is teaching. Person has already earned
some doctoral units, is still enrolled, but has not graduated. Person has not
exceeded max residency rule in the PhD program.

3 Masters degree holder with some PhD units in the discipline where he is
teaching but no longer actively pursuing a PhD. For instance, a faculty
member who has given up, or has been overtaken by maximum residency
rule in the doctoral program.

4 Masters degree holder with no PhD units in the discipline where he is

teaching.

5 Bachelors degree holder with some masters units in the discipline where he
is teaching actively pursuing masters degree. Person has already earned
some masters units, is still enrolled but has not graduated. Person has not
exceeded max residency rule in the masters program.

6 Bachelors degree holder with some masters units in the discipline where he
is teaching but no longer in active pursuit of masters degree. For instance,
somebody who just decided to stop or somebody who has been overtaken
by the maximum residency rule in the masters program.

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7 Bachelors degree holder with no masters units in the discipline where he is

teaching.

8 Not a faculty member.

9 No information on the matter.

ELEMENT NUMBER J225

NAME OF ELEMENT NO. OF UNITS EARNED BY THE EMPLOYEE AS A GRADUATE
STUDENT.
SHORT NAME UNITSEARNED
PURPOSE To indicate the no. of units earned by the employee as a graduate student
in a field considered relevant to his current duties in the HEI. To indicate
progress toward next highest degree in the discipline where the faculty
member also teaches.

DEFINITION AS OF A SPECIFED DATE: The no. of units earned by the employee as a

graduate student in a field considered priority by the HEI dept where he is
currently based. If a bachelors degree holder has already earned 12 units
toward a masters degree, then UNITSEARNED=12. If a masters degree
holder has already earned 9 units toward a PhD, then UNITSEARNED =9.

The degree program being pursued must be in the discipline where the
faculty member is teaching. Thus, the units earned by an English Instructor
pursuing an MBA or PhD Music will not be counted.

CODING Numeric: XXX.

ELEMENT NUMBER J226

NAME OF ELEMENT IF THE FACULTY MEMBER IS THE HOLDER OF A PROFESSORIAL
CHAIR OR FACULTY GRANT
SHORT NAME HOLDER
PURPOSE To indicate if faculty is a current holder of a prof chair or faculty grant.
DEFINITION If current holder of professorial chair or faculty grant. Do not confuse with a
research grant, fellowship or scholarship grant.
CODING
1 Current holder of PROFESSORIAL CHAIR
2 FACULTY GRANT
9 No information provided on the matter.

ELEMENT NUMBER J227

NAME OF ELEMENT IF THE FACULTY MEMBER IS THE CURRENT RECIPIENT OF A
RESEARCH GRANT
SHORT NAME RESGRANT
PURPOSE To indicate if faculty is the recipient of a RESEARCH GRANT.
DEFINITION If current recipient of a research grant. Include grant to write a textbook,
instructional materials, develop some software, or conduct some project.
“Grant” means funds for doing the research or the project, may or may not
include honoraria for the faculty member himself. Faculty member may or
may not be credited by the HEI with research load credits because some
HEIs do not give load credits if there is honoraria.

Do not confuse with a professorial chair, faculty grant, fellowship or

scholarship grant.
CODING
1 Current recipient of RESEARCH GRANT funded by the HEI itself.
2 Current recipient of RESEARCH GRANT funded by an external agency.
3 Not the recipient of any research grant.

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Data Elements on a Faculty Member 407

9 No information provided on the matter.

ELEMENT NUMBER J228
NAME OF ELEMENT IF THE FACULTY MEMBER IS THE CURRENT RECIPIENT OF A STUDY
GRANT.
SHORT NAME STUDYGRANT
PURPOSE To indicate if faculty is the recipient of a study grant.
DEFINITION If current recipient of a study grant, scholarship or fellowship.
A faculty member who is given full study leave with pay or load reduction
equal to at least half of normal load is considered the recipient of a study
grant – even if he does not receive any book allowance, stipend, etc.
However “study grant” must cover at least tuition and miscellaneous fees.
Do not confuse with a research grant, professorial chair or faculty grant.
CODING
1 Current recipient of a study grant fund by the HEI itself.
2 Current recipient of a study grant funded by an external agency.
3 Not the recipient of any study grant.
9 No information provided on the matter.

DATES IMPORTANT TO THE EMPLOYEE

Format: MMDDYYYY. Thus, Feb 8, 1960 is recorded as 02081960.

ELEMENT NUMBER J229

NAME OF ELEMENT DATE OF ORIGINAL APPOINTMENT IN THE HEI
SHORT NAME ORIGDATE
ELEMENT NUMBER J230
NAME OF ELEMENT DATE WHEN EMPLOYEE BECAME PERMANENT
SHORT NAME PERMDATE
ELEMENT NUMBER J231
NAME OF ELEMENT MANDATORY RETIREMENT DATE FOR EMPLOYEE
SHORT NAME RETDATE1
ELEMENT NUMBER J232
NAME OF ELEMENT EARLIEST DATE WHEN EMPLOYEE IS ELIGIBLE FOR VOLUNTARY
RETIREMENT
SHORT NAME RETDATE2

ELEMENT NUMBER J233

NAME OF ELEMENT DATE OF MOST RECENT RENEWAL
SHORT NAME RENEWDATE If employee is permanent, RENEWDATE= PERMDATE
ELEMENT NUMBER J234
NAME OF ELEMENT FOR TEMPORARY PERSONNEL, DATE WHEN CURRENT
APPOINTMENT WILL EXPIRE
SHORT NAME ENDDATE If employee is permanent, ENDDATE= RETDATE1.

ELEMENT NUMBER J235

NAME OF ELEMENT DATE OF MOST RECENT PROMOTION.
SHORT NAME PROMODATE Not an across-the-board salary increase granted to all
employees. The date when the employee got an individual promotion in
the HEI.

ELEMENT NUMBER J236

NAME OF ELEMENT TOTAL LEAVE CREDITS ( AS OF SPECIFIC DATE)
SHORT NAME LVCREDITS
PURPOSE
DEFINITION As computed by the Personnel Office of the HEI.
CODING Numeric: XXX ( No. of working days leave credits).

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408 Data Elements on a Faculty Member

ELEMENT NUMBER J237

NAME OF ELEMENT ACCUMULATED NO. OF YEARS OF SERVICE (COUNTED TOWARD
RETIREMENT)
SHORT NAME CUMYEARS
PURPOSE
DEFINITION As computed by the Personnel Office of the HEI.
CODING Numeric: XX.XX ( No. of years with 2 decimal points),

CODE NUMBERS RELEVANT TO THE EMPLOYEE AND THE HEI

Text data: 10 digits alphanumeric.

J238 GSISCODE Employee GSIS number ( For Public HEIs) TEXT

J239 SSSCODE Employee SSS number ( For private HEIs) TEXT

J240 BIGCODE Employee PAG-IBIG number ( For public HEIS) TEXT

J241 TIN Employee TAX ID NUMBER TEXT

J242 MEDICCODE Employee PhilHealth Number ( For public HEIs) TEXT

J243 PROVCODE Employee Provident Fund code. TEXT

RESEARCH RECORD OF THE FACULTY MEMBER or RESEARCH STAFF.

The elements below are defined for “single authorship” only. A parallel but different set of elements will
capture “joint authorship”. The recommended period is 5 years. If it is July 1, 2004 and the inclusive
dates are July 1 1999 to July 1 2004.

ELEMENT NUMBER J244

NAME OF ELEMENT TOTAL NO. OF PUBLICATIONS IN REFEREED INTERNATIONAL
JOURNALS ( OVER THE PAST 5 YEARS)
SHORT NAME PUBLISH1
PURPOSE For recording outputs from research work.
DEFINITION Single or at least half-authorship of a publication in an international refereed
journal
CODING Numeric: XX. Key in “Not Applicable” if not faculty or not research staff.
ELEMENT NUMBER J245
NAME OF ELEMENT TOTAL NO. OF PUBLICATIONS IN REFEREED LOCAL JOURNALS
(OVER THE PAST 5 YEARS)
SHORT NAME PUBLISH2
PURPOSE For recording outputs from research work.
DEFINITION Single authorship or at least half share of a publication in an international
refereed journal.
CODING Numeric: XX
ELEMENT NUMBER J246
NAME OF ELEMENT TOTAL NO. OF BOOKS PUBLISHED BY A RECOGNIZED
INTERNATIONAL PUBLISHER.
SHORT NAME BOOKS1
PURPOSE For recording outputs from book writing.
DEFINITION Single authorship of a book published by a recognized international
publisher.
CODING Numeric: XX

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ELEMENT NUMBER J247

NAME OF ELEMENT TOTAL NO. OF BOOKS PUBLISHED IN THE PHILIPPINES ( OVER THE
PAST 5 YEARS)
SHORT NAME BOOKS2
PURPOSE For recording outputs from book writing.
DEFINITION Single authorship of a book published in the Philippines.
CODING Numeric: XX. Key in “Not Applicable” if not faculty or not research staff.

HOW THE FACULTY MEMBER IS RANKED AS A TEACHER BY HIS STUDENTS

In some HEIs there is a standard instrument used to measure how students rate their teachers. In effect,
the students issue “a grade” to the professor as a teacher. One data element can be devised to capture
the average score of an individual faculty member. For statistical stability, at least 4 semesters’ worth
of evaluation scores should be averaged. Even so, such scores are relevant only within a department
because it is not fair to compare the score of a Math or Physics teacher versus that of a Music or History
teacher.

The elements shown below capture how a faculty member is ranked among his colleagues in the same
department. They are defined for the full-time faculty members. A parallel but different set of elements
could be defined for the variable-time faculty. Still another parallel series could be defined to show how
a faculty member is ranked by his peers (i.e. “peer ranking”).

ELEMENT NUMBER J248

NAME OF ELEMENT RANKING OF FACULTY BASED ON STUDENT EVALUATION
SHORT NAME EVALUATION
PURPOSE To indicate whether the faculty is in the top X% of teachers based on student
evaluation instruments.
DEFINITION Averaged over 2 consecutive years, the ranking of the faculty among full-
time faculty in the department based on student evaluation instrument.
CODING 1-digit code.
1 Faculty is ranked in Top Decile ( top 10% among full-time faculty).
2 Ranked in Top Quartile but not in Top Decile.
3 Ranked in 2nd quartile.
4 Ranked in 3rd quartile.
5 Ranked in bottom quartile.
8 Not a faculty member.
9 No information on the matter.

.
SALARY AND OTHER COMPENSATION

Numeric data: 8 digits as in 123456578.90

J249 BASICSAL EMPLOYEE ANNUAL BASIC SALARY (Do not include NUMERIC
allowances, honoraria, etc. but include 13th month basic
salary.
J250 GROSSPAY EMPLOYEE ANNUAL TOTAL GROSS COMPENSATION NUMERIC
(i.e. basic salary plus all allowances, honoraria, overtime
payment, bonuses, 14th month, etc.)
J251 NETPAY EMPLOYEE ANNUAL NET COMPENSATION after all NUMERIC
deductions authorized by HEI: Provident Fund, car plan,
housing plan or rent, health plan, salary loan, insurance,
etc.. Also known as “take-home” pay, the cash that is left
after all authorized deductions have been made.
J252 WITHHELD EMPLOYEE TOTAL TAX WITHHELD BY THE HEI ( 1 NUMERIC
year) and to the credit of the employee with BIR.

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410 Data Elements on a Faculty Member

DATA ELEMENTS RELEVANT TO PUBLIC HEIs ONLY

PRIVATE HEIs MAY SKIP THIS SECTION.

The data elements immediately below have to do with the PS item or Plantilla item which is assigned to the
employee. This is akin to describing the chair rather than its occupant.

ELEMENT NUMBER J253

NAME OF ELEMENT PS ITEM NUMBER OF ITEM OCCUPIED BY EMPLOYEE
SHORT NAME PSICODE
PURPOSE
DEFINITION The code number assigned by DBM to the PS item.
CODING Text data: 12 digits alphanumeric, as assigned by DBM.
ELEMENT NUMBER J254
NAME OF ELEMENT THE AUTHORIZED POSITION TITLE ATTACHED TO THE PLANTILLA
ITEM
SHORT NAME AUTHTITLE
PURPOSE (FOR SUCS ONLY): To indicate the “authorized position title”, i.e. the title
attached to the plantilla item.
DEFINITION The “authorized position title”, i.e. the title attached to the item. For instance,
an Instructor might be appointed and occupy an Assistant Professor item. In
this example, POSNTITLE= INSTRUCTOR but AUTHTITLE=ASSISTANT
PROFESSOR.

If POSNTITLE and AUTHTITLE are not identical, there could be problems in

getting permanency or tenure.
CODING Text data: 30 characters. If the employee has no plantilla item, key in ”NO
PLANTILLA ITEM”.
ELEMENT NUMBER J255
NAME OF ELEMENT AUTHORIZED ANNUAL BASIC SALARY ATTACHED TO THE PS ITEM
SHORT NAME AUTHSAL
PURPOSE
DEFINITION The annual basic salary attached to the PS item. Do not confuse with the
actual basic salary of the person.
CODING Numeric: 6 digits. No comma, no decimal point, no peso sign.

ELEMENT NUMBER J256

NAME OF ELEMENT CIVIL SERVICE QUALIFICATION REQUIRED FOR PERMANENCY IN
THE PS ITEM
SHORT NAME ITEMQUAL
PURPOSE
DEFINITION The civil service qualification required before permanency can be given to
the occupant.
CODING 2-digit code.
ELEMENT NUMBER J257
NAME OF ELEMENT THE SSL SALARY GRADE ATTACHED TO THE ITEM
SHORT NAME ITEMGRADE
PURPOSE
DEFINITION The SSL salary grade of the item. Do not confuse with SSL salary grade of
the person. Do not include the step within the salary grade. Thus grades
24-1, 24-2,24-3,24-4, 24-5 are all imply grade 24.
CODING Numeric: 2 digits. No decimal point. No hyphenated additional number.

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Data Elements on a Faculty Member 411

ELEMENT NUMBER J258

NAME OF ELEMENT THE STEP WITHIN THE SSL SALARY GRADE OF THE ITEM
SHORT NAME ITEMSTEP
PURPOSE
DEFINITION Within the salary grade, the step number. This is the refinement within the
same salary grade, to distinguish between Grade 24-1 and 24-5.
CODING Numeric: 1 digit.

The data elements in the series below refers to the person himself, not the plantilla item.

ELEMENT NUMBER J259

NAME OF ELEMENT IF THE EMPLOYEE HAS HIS OWN PLANTILLA ITEM
SHORT NAME OWNITEM
PURPOSE To indicate ownership of a PS item. In government, an employee cannot be
made permanent or tenured unless he has a PS item to begin with.
DEFINITION If there is a PS item assigned to the employee.
CODING 1-digit code.
1 “REGULAR EMPLOYEE” Employee has his own PS item.
2 “SUBSTITUTE”. Employee does not have his own PS item but is temporarily
occupying one. The regular incumbent is on official leave without pay. Thus,
employee is drawing salary from the item itself but has no item of his own.
3 “CONTRACTUAL”. Employee has no PS item and is not classified as a
substitute either. The salary of the employee is funded from a PS lump sum
in the GAA or from some non-GAA source such as the SUC income. The
employee may be referred to as “casual”, “contractual” or “lump sum”.
9 No information provided on the matter.

ELEMENT NUMBER J260

NAME OF ELEMENT THE SSL SALARY GRADE OF THE PERSON
SHORT NAME EMPLGRADE
DEFINITION The SSL salary grade of the PERSON. Do not confuse with SSL salary
grade of the item. Do not include the step within the salary grade. Thus
grades 24-1, 24-2,24-3,24-4, 24-5 are all imply grade 24.
CODING Numeric: 2 digits. No decimal point. No hyphenated additional number.
ELEMENT NUMBER J261
NAME OF ELEMENT THE STEP WITHIN THE SSL SALARY GRADE OF THE PERSON
SHORT NAME EMPLSTEP
PURPOSE
DEFINITION Within the salary grade, the step number. This is the refinement within the
same salary grade, to distinguish between Grade 24-1 and 24-5. This applies
to the person, not the item.
CODING Numeric: 1 digit.
ELEMENT NUMBER J262
NAME OF ELEMENT RATA (REPRESENTATION AND TRANSPORTATION ALLOWANCE)
SHORT NAME RATA
PURPOSE FOR PUBLIC HEIS ONLY: To record the amount of RATA which the employee
is entitled to.
DEFINITION The RATA (per year) which the employee is entitled to. This is relevant to
heads of units and faculty members serving as administrators.
CODING Numeric: 6 digits. If employee is not entitled to RATA, enter 0 and do
not leave a blank. As usual, if no information is provided on the matter,
RATA=999999.

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412 Data Elements on a Faculty Member

ELEMENT NUMBER J263

NAME OF ELEMENT CIVIL SERVICE QUALIFICATION OF THE EMPLOYEE
SHORT NAME EMPLQUAL
PURPOSE To record the highest civil service qualification of the employee. This is
required for permanency in specific positions in government. (NOTE: Faculty
members in SUCs do not need Civil Service qualifications as eligibility for
tenure).
DEFINITION The highest Civil Service qualification earned by the employee.
CODING 1-digit code
1 Testimonial.
2 Presidential Decree No. 907
3 Career SUBPROFESSIONAL.
4 Career PROFESSIONAL
5 Career Executive Service Officer (CESO)
6 No Civil Service Qualification.
7 R.A. 1080
8 Private HEI employee ( i.e. Not Applicable)
9 No record.

Commission on Higher Education