IDEx Form Specific FAQ

Certification of Earned Degrees Conferred (NYSED-2) & Estimate of Earned Degrees to be Conferred (NYSED-2A)

What forms must I submit to receive Bundy Aid?

  • You will need to submit the Certification of Earned Degrees Conferred (NYSED-2) form and the Estimate of Earned Degrees to be Conferred (NYSED-2A) form, which includes two years of estimates.

 

Where do I submit these forms?

 

How do I format the data for my submission?

  • You will need to upload an Excel spreadsheet with your data to the IDEx. Your Excel spreadsheet must match the template exactly. If your submitted spreadsheet does not match or has missing data, we will contact you and ask you to please resubmit. A link to a copy of the template can be found in the Instruction Manual.

 

The form requires me to provide the IRP codes for each student’s major field of study. Where can these be found?

  • IRP Codes can be found on the Office of College and University Evaluation Inventory of Registered Programs If you search the IRP by institution, you can get a list of those codes which apply to your institution.

 

What happens if the institution fails to submit the NYSED-2 or NYSED-2A data by the due date?

  • The institution will be ineligible to receive allocation payments for the academic year.

 

Certification of Nursing Program Enrollment (NYSED-2N)

 

Where do I submit the Certification of Nursing Program Enrollment form?

 

How do I format the data for my submission?

  • You will need to upload an Excel spreadsheet with your data to the IDEx. Your Excel spreadsheet must match the template exactly. If your submitted spreadsheet does not match or has missing data, we will contact you and ask you to resubmit. A link to a copy of the template can be found in the Instruction Manual.

 

All branch campuses at my institution have been assigned the form in the IDEx but not all of them have nursing programs. How do I report them?

  • We require that all data submissions be broken out by campus. Since your institution is approved for the High Needs Nursing Program, we automatically assigned the forms to all your campuses. You only need to complete the form for those campuses that have eligible nursing degree programs. The form can be left unsubmitted for your other campuses. If you would like to be sure that we know why you have only submitted the form for certain campuses, you can always submit a ticket using higheredsupport.nysed.gov to let us know.

 

What happens if the institution fails to submit the data by the due date?

  • The institution will be ineligible to receive an allocation payment for the academic year.

 

How does a new institution become eligible for the High Needs Nursing Program? 

  • The institution must complete an Application and submit it for approval by November 15th at the latest along with all the completed NYSED-2N submission.
  • If institutions submit the application in advance of Nov. 15th it allows NYSED time to review and decide on approval. This will allow the institution to receive a decision before you must prepare and submit the NYSED-2N form. The Application can be found on the forms page.

College Catalog

 

We do not have a PDF of our institution’s college catalog; can we submit the URL/web address?

  • A URL or web address is not sufficient to meet the requirements of submitting the College Catalog. A PDF of your institution’s college catalog is required for two reasons: 1) The New York State Education Department Office of College and University Evaluation needs the catalog to determine the current status and requirements for academic programs; and 2) The Office of the New York State Comptroller needs the catalog in effect at the time TAP audits are done. Therefore, a constantly changing on-line catalog does not meet these regulatory needs.

 

Our institution has two catalogs, one for undergraduate programs and one for graduate programs. How do I upload both?

  • If you have more than one catalog, you can select Add File in the IDEx after you upload your first catalog.

 

Our institution’s main and branch campus share the same catalog.  Can I submit it just once?

  • If the main institution and all its campuses have the same catalog, you may submit only one catalog under the main institution. Please send an email to higheredsupport@nysed.gov letting us know this so we can check the branch campuses off as having submitted.
  • Separate catalogs must be submitted for the main campus and its branch campuses if they have different catalogs.

 

Enrollment of College Students with Disabilities (NYSED-2H-2)

 

When is the Enrollment of College Students with Disabilities form due?

  • The Enrollment of College Students with Disabilities report is due on August 1 of each year and requests counts of college students with disabilities enrolled in your institution the previous academic year (July 1- June 30).

 

What does the term “to the appropriate office” mean in the instructions?

  • Students must self-identify as a student with a disability to the office or person designated by the institution they attend to determine eligibility for services and ensure equitable access. This office may be called Accessibility Resource Center, Disabled Student Services, Services for Students with Disabilities, Student Disability Services, etc., or fall within multi-function offices such as student services, learning resource centers, etc.

Do I include students who have not provided disability documentation?

  • Include all students who self-identified as students with a disability to the appropriate office, whether or not they provided documentation or received disability services.

Should I include students who don’t self-identify as students with disabilities until the Winter or Spring term?

 

Do I include students who develop a permanent or temporary disability in the Winter or Spring term?

  • Yes, these students should be included even if they did not have a disability in the Fall term.

If a student did not have a disability in the Fall term, why would I include them?

  • The form is intended to collect an accurate number of students who self-identify with a disability at any time during the academic year (July 1- June 30), as long as they are enrolled in one or more credit-bearing courses in the Fall term.

 

Full-Time Undergraduate Transfer Enrollment (NYSED- 2.2)

 

Which students are reported on the Full-Time Undergraduate Transfer Enrollment form?

  • Report undergraduate students who are transferring into your institution.

Do I report students as transfers who were non-matriculated and previously enrolled?

  • Do not report non-matriculated students.

Residence and Migration of College Students (NYSED- 2.8)

 

Which students are reported on the Residence and Migration of College Students form?

  • Report all students enrolled in courses creditable toward a diploma, certificate degree or other formal award.


Do I need to include students taking non-credit courses?

  • No, do not include them.

 

Our institution has a dual degree program and there is no delineation between undergraduate and graduate status. How should I report these students?

  • You can report all students in the dual degree program as undergrads for this form.