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In May 1985, the Commission on Higher Education began to develop the Student
Unit Record Data System (SURDS) to
support the development of statewide admission standards. A committee of
governing board representatives met with Commission staff, and the final data
format was approved by the
Commission at the November 1, 1985, Commission meeting. The data collected
from Colorado institutions has expanded to include Enrollment, Undergraduate
Applicant, Degrees Awarded, Financial Aid, Remediation, Teacher Education and
Verification of Lawful Presence.
The data collection year begins with the Summer term and ends with Spring, the
following calendar year. The Department collects data throughout the year,
depending the type of data. For example, Financial Aid is collected once a year
while Enrollment is collected up to five times (Summer, Fall, Winter, Spring,
Interim) depending on the institution.
The Enrollment File includes all students enrolled in courses awarding credit
toward a degree or other formal award. Also report students enrolled in courses
that are part of a vocational or occupational program, including those enrolled
in off campus centers, as well as high school students taking college-level
courses for credit. The population reported is not limited to students whose
credit hours are included in official
The file is collected every semester from each public postsecondary education
institution participating in
The Degree File includes all students who have received a certificate, degree,
or formal award approved by DHE
during the report year. Degrees earned but not conferred during the report
period should be included in the following year’s report. The file is collected
annually for federal and state reporting. A summer degree file is collected for
use in graduation rate calculations, but these records are reported again in the
full year file.
The primary purpose of this file is to collect the most complete data possible
about student aid awards for a fiscal year. Include all students who are
enrolled with a
FAFSA on file and applied for or received aid according to the criteria
- Applied - All financial aid applicants who were enrolled and submitted a
received aid reported on
would include applicants who were never offered aid.
- Received - Students who were accepted for enrollment and who received any
of the following funds:
- any need-based aid;
- any non-need based aid, including no-need work-study, state, or institutional
and private merit awards;
- any other form of aid included on the financial aid file, and any aid that came
through the financial aid office.
- Note: recipients may not have applied for financial aid.
All students who submit an application for student aid maintained on the
institution’s financial aid files, or who receive financial support from the
institution and who are accepted for enrollment for one or more specific
periods, if they enrolled are to be included.
Student aid includes all need-based aid, non-need based aid, merit awards,
loans, and any other forms of aid included in the Financial Aid File Data
Dictionary. All students who received any form of aid that came through the
financial aid office are to be included, whether or not the applicant applied
for need-based aid. Specifically, all recipients of merit-based state
funds must be included (e.g., undergraduate merit, no-need work study,
etc.), as well as students who receive awards from outside the institution if
the financial aid office has knowledge of the award.