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—2012 - 13 Ronald E. McNair Postbaccalaureate Achievement (McNair) Program APR **OMB Approval No: 1840 -**  **0640 Expiration Date:**  **xx/xx/20 xx**  **Ronald E. McNair Post baccalaureate Achievement (McNair) Program**  **Instructions for Completing the Annual Performance Report**

**For Program Year 2012**  **- 1**  **3 1.**  **WHAT DOES**  **THIS PACKAGE CONTAIN**  **?** This package contains the forms and instructions needed to prepare the annual performance report for the Ronald E. McNair Postbaccalaureate Achievement (McNair) Program. The D epartment of Education (Department) uses the information provided in the performance report to assess a grantee’s progress in meeting its approved goals and objectives and to determine a grantee’s prior experience points in accordance with the program regu lations (34 CFR 647). **2. WHAT ARE THE LEGISLATIVE AND REGULATORY AUTHORITIES**  **TO COLLECT THIS INFORMATION?** Title IV, Section 402E, of the Higher Education Act of 1965, as amended (Public L aw 102 - 325), the program regulations in 34 CFR Part 647; and s ections 75.590, and 75.720 of the Education Department General Administrative Regulations (EDGAR) permit the collection of this information. **3. WHO MUST**  **SUBMIT THIS DATA REPORT ?**  All grantees funded under the McNair Program must submit an annual per formance report as a condition of the grant award. **4. WHAT PERIOD OF TIME IS COVERED IN THE REPORT?**  The individual participant information provided in the report should cover the 12 - month academic year of the grantee institution that most closely alig ns with the 12 - month budget - ye ar for the grant that is found in Block 6 of the Grant Award Notification. The 2012 - 13 academic ye ar is approximately August/September 201 2 through August 201 3 . **5. WHEN SHOULD THE REPORT BE FILED?**  The annual report should be submitted within 90 days after the end of each 12 - month grant period (budget). **6. WHAT INFORMATION MUST BE SUBMITTED?**  The report consists of two sections. Section I requests project identify

ing information and Section II requests an electronic file of individual participant records. **7. HOW MAY THE REPORT BE SUBMITTED?**  All McNair grantees must complete the APR online using the Web application. Inaddition, a grantee must fax a signed copy of Section I of the report for m that certifies that the information**2** DRAFT

—2012 - 13 Ronald E. McNair Postbaccalaureate Achievement (McNair) Program APR

submitted electronicall y is readil y verifiable and the information reported is accurate and complete. Because the APR requests personal and confidential information on project participants; the secured Web site mee ts the Department of Education’s data securit y standards for sensitive data, including password and site access procedures. Further, to ensure that the data is accessible onl y to authorized individuals and protected from unauthorized uses, a grantee must s ubmit the participant level data via the Web application; under no circumstances should a grantee transmit the data to the Department or the APR Help Desk via e - mail. The Web application and instructions for submitting the report electronically will be a vailable on Month Day , Year at the following W eb address: http://www.ed.gov/programs/triomcnair/report.html The Web application that McNair grantees must use to submit the annual performance report has the following features:  A Web form for completing Sections I and II on - line.  Access to a grantee’s bachelor’s degree cohort file (Student Verification Tier 1A File) to ensure that all participants that should be on the 201 2 - 1 3 data file are included.  Functionality

to upload a file with the individual participant records (Section II) to the Web application using a CSV or XL S file format.  Functionality

to view/delete/add participant data online.  Online data field validations and error checks. In order for a grantee to be able to submit the APR, all of the sections of the APR must pass the first level of data field validations. Following the initial submission of the participant data, additional data qualit y checks will be run. If any errors or data inco nsistencies are found, the grantee will be informed of needed corrections and the due date for resubmitting the Section II data.  A print button to make a hard cop y of the information entered online for Sections I and II.  Functionality

to download an elect ronic file with the individual participant records (Section II).  A submit button to send the entire report to the Department.  An e - mail confirmation that the report has been submitted (a valid e - mail address must be provided in Section I). A project wil l receive confirmation that the report has been successfully submitted, if the person entering the performance report data provided a valid e - mail address in Section I . After the report has been submitted, a confirmation will be automatically sent to the e - mail address provided. If you do not receive an e - mail confirmation, contact the APR Help Desk. If for any reason, and prior to the deadline date , you need to revise your performance report data after it has been submitted, p lease contact the APR Help Desk as soon as possible but prior to MONTH DAY YEAR .**3** DRAFT

—2012 - 13 Ronald E. McNair Postbaccalaureate Achievement (McNair) Program APR

**8. WHO MAY BE CONTACTED FOR ADDITIONAL INFORMATION**  **CONCERNING THE SUBMISSION OF THE PERFORMANCE REPORT?** Please contact your program specialist directly if you have q uestions regarding the performance report requirements. A state listing of program specialist names, telephone numbers, and e - mail addresses is available at: http://www.ed.gov/programs/triom cnair/report.html . If you have technical problems accessing the Web site or using the Web application, please contact the APR Help Desk at (703) 846 - 8248 or via e - mail at: mcnairweb@cbmi.com . **GETTING STARTED** 1. To begin completing this report on line, from the Department’s Web page click on: **https://trio.ed.gov/mcnair** 2. Once at the Web site (entitled "McNair Online, Program Year 2012 - 13 "), you will need to register; yo u may do so well in advance of actual submittal of reports. **To allow time to resolve any problems that might occur with registration, we ask you to register as early as possible.**  To register, please do the following:  C lick on **" Register Here Each Year**  **,"**  E nter the project's PR award number (found on the Grant Award Notification),  Enter project director's first and last names ,  Enter project director’s e - mail address , and  Select and answer two security questions . If the project director’s information matches the d ata that the Department currently has on file, a user ID and temporary

password will be sent to the e - mail address on file. If the project director’s information does not match the data that the Department currentl y has on file , yo u will be directed to a "Registration Failed" page; if necessary, your program specialist and the Help Desk will be sent an e - mail message requesting verification of data on the project. Verification will occur within 24 hours if the program specialist can readily confirm a chan ge in project director or e - mail address; if the program specialist has no prior knowledge of the change, it may take longer. Once the Help Desk has received verification from the program specialist, you will be notified to continue with registration. 3. Once you have your user ID and temporary password, you may enter them on the site in the top box of the left side of the page; click "Log in." You will be guided to select a new password . Once you complete this step, you will automatically be log ged in. Your new password must be at least eight characters, and include combinations of the following:

at least one English uppercase character (A - Z) at least one English lowercase character (a - z) at least one numeric number (0 - 9) at least one non - alphanume ric special character (e.g.,:, !, @, #, $, &, *, %, /, +, - )**4** DRAFT

—2012 - 13 Ronald E. McNair Postbaccalaureate Achievement (McNair) Program APR

After three failed attempts to access the Web site, you will be locked out and must call the Help Desk to obtain access. **Forgot Your Password**  **?** I f you forget your password, a " **F orgot**  **P assword**  " link is available on the log - in page . The link will route you to a screen that will allow y ou to retrieve your password b y answering the two security questions you provided at initial registration. Once y ou answer the two security questions, your password will be sent to the email on file. Nonetheless, if you require additional assistance, you may call or e - mail the Help Desk at :  703 - 846 - 8248  mcnairweb@cbmiweb.com 4. Follow the instructions for comp leting and submitting the report via the World Wide Web.**5** DRAFT

—2012 - 13 Ronald E. McNair Postbaccalaureate Achievement (McNair) Program APR **Ronald E. McNair Postbaccalaureate Achievement (McNair) Program**  **Specific Instructions for Completing the Performance Report For**  **2012 -**  **13 SECTION I**  **, Part 1 --**  **Project Identification/Characteristics Certification and Warning**  **Statements A. Identification**  Fields #1 through # 6 are pre - populated. You cannot change the data in these fields. **B. Project Director and Data Entry Person Information**  Fields #7a through #7d are also pre - populated , however, you may change the data in these fields . Please review these fields, including the project director's e - mail address, and revise and update these fields as needed. Also, please review fields #8a throu gh #8c (Data Entry Person Information) and update as needed. **C .**  **Project Characteristics** Fields #9a through #9e are related to characteristics of your project such as types and amounts of institutional and federal funds received, GPA scale, STEM, etc. Select “Yes” in field #9a, if your project received institutional or other non - federal funds, and then provide the amount of institutional and other non - federal funds in #9b. Select the GPA scale in field #9c your institution uses and onl y update in subse quent reporting periods if there is a change to the GPA scale. Select “Yes” in field #9d if your project implemented a plan for increasing the number of STEM participants; otherwise, select “No”. Select “Yes” in field #9e if your project developed eviden ce based sy stem for evaluating its own performance; otherwise, select “No”. **D. Certification** You must fax a signed copy of Section I of the report form that certifies that the information submitted electronically

is accurate, complete, and readily verifiable to the best of your knowledge. Section I must be signed b y both the project director and the certifying representative at the grantee institution and faxed to **703 -**  **832 -**  **1360** . With the exception of Section I of the report, do not fax a paper cop y o f the performance report. **E . Warnings**  **Any person who knowingly makes a false statement or misrepresentation on this report is subject to penalties which may include fines, imprisonment, or both, under the United**  **States Criminal Code and 20 U.S.C.1097. 6**  DRAFT

—2012 - 13 Ronald E. McNair Postbaccalaureate Achievement (McNair) Program APR

Further Federal funds or other benefits may be withheld under this program unless this report is completed and filed as required by existing law (20 U.S.C. 1231a) and regulations (34 CFR 75.590 and 75.720). **SECTION I, Part 2**  **— Project Services**  Section I , Part 2 aims to capture information on a project’s provision of required and permissible services. The **“Number of**  **participants receiving**  **service that**  **was provided**  **by project”**  is defined as those participants that were offered services by the project and subsequently received services from the project. This figure does not include participants that were offered services by the project but declined them (e.g., due to lack of ne ed, participant refused the service, etc.). The **“Number of participants referred to another service provider”** is defined as those participants that were offered services by the project but were subsequently referred to another service provider. Note that the Department is not asking projects to report on whether participants actually received services from the service provider or for projects to follow - up with these participants to ensure services were rendered. The Department is only r equesting that the projects report on the number of participants that were referred to another service provider. The Department is asking projects to report on the number of participants, not the number of contacts. For instance, if a participant received a service that was provided by a p roject multiple times, he/she should only

b e counted once for the purposes of this report. However, it is possible for a participant to be counted once in each of the two columns for a given service; that is, a participant received a servic e that was provided b y the project and was also referred to another service provider. Seminars/workshops means group activities that provide participants with the opportunity to receive information or practice methodology in one or more areas necessary for the successful navigation of the educational system relative to the attainment/completion of their doctoral studies. Tutoring means individual or small group tutoring provided by a graduate student or a professional staff person. Academic counseling means assisting students in making educational plans, selecting appropriate courses, meeting academic requirements, and planning for graduation and graduate education. Financial aid assistance to graduate school means assisting students individually or in small groups in completing financial aid applications and securing fellowships and other forms of financial assistance for graduate study. Admission assistance to graduate school means assisting students in choosing graduate or professional programs and applying for admission to those programs. Mentoring means professionals, other than project staff, working with project students to expose them to careers that require doctoral de grees. Exposure to cultural events and academic programs means any project sponsored activities, such as field trips, special lectures, and symposiums that have as their purpose the improvement of the project participants’ academic progress and personal development.**7** DRAFT

—2012 - 13 Ronald E. McNair Postbaccalaureate Achievement (McNair) Program APR **SECTION II: PARTICIPANT LIST General Instructions for the Participant List**  **(1) Who should be included on the annual data file?**  A project should use the McNair Program’s regulatory definition of a project participant in 34 CFR 646.7(c) to determine which project participants should be included on the data file. Since the Department of Education needs to be able to track the academic progress of McNair participan ts from one academic year to the next, this performance report needs to follow the 12 - month academic year of the grantee institution instead of the 12 - month budget/project ye ar for the grant. F or example, the 2012 - 13 academic ye ar is roughl y August/September 2012 through August 2013 while the budget/project year for most McNair grants is October 1, 2012, through September 30, 2013. To ensure consistency i n data reporting, please provide information on participants based on the “academic year” not the proje ct’s budget/project year. For this report, the academic year being reported is from the fall 2012 term through the end of the summer term 2013. **(2) What’s new?**   New Reporting Requirements to accommodate the use of a single year file when calculating the doctorate degree attainment objective.  Relocating related fields to the same sections of the APR  Adding fields to collect data related to new PE point requirements, competitive preference priorities, and data anal ysis requirements.  Adding fields related to graduate school enrollment for easier comparisons to the graduate student population  Removing fields from the APR that collect redundant information **New Reporting Requirements**  **.** To enable the Department of Education to more accurat ely report on student outcomes , particularly the doctoral degree objective, project s must retain participant records for a period of ten (10) years after the attainment of a bachelor’s degree. Inthe summer of 2013, the Department will implement a verification process that will require projects to verify the student cohorts for project participants who have attained a bachelor’s degree. The cohort ye ars will include all students who have attained a bachelor’s degree between academic years 2002 - 03 and 2011 - 12. This information will be extracted from each of the APR data files that the project has submitted. This process will be known as the Tier 1A

— Student Verification of the Bachelor’s Degree Attainment. Once the records have been verified, projects will need to retain these records for a period of 10 ye ars. A s students attain a bachelor’s degree after the 2011 - 12 academic ye ar, new cohorts will be added to the Tier 1A file (also known as the Match File).**8** DRAFT

—2012 - 13 Ronald E. McNair Postbaccalaureate Achievement (McNair) Program APR

**Relocating related**  **fields to**  **the same**  **sections of**  **t he**  **APR .**  The McNair APR fields was redesigned so that where possible, fields pertaining to similar topics and fields that reference each other were placed within the same section in the APR. As such, the McNair APR contains the following sections:  Section I, Part 1

—Project Id entification/Characteristics Certification and Warning Statements  Section I , Part 2

—Project Services  II.A. Project Identifiers (pre - populated)  II.B. Participant’s Personal I nformation  II.C. Participant’s Demographic Information and Eli gibility Status  II.D. Participant’s Project Enrollment I nformation  II.E. Participant’s Academic and Degree Status  II.F. Participant’s Research and Internships during the Academic Year  II.G. Participant’s Graduate School Information **Adding fields to collect data related to new PE point requirements, competitive preference**  **priorities, and data analysis requirements.** Changes in project reporting requirements and priorities necessitate several additions to the McNair APR. As such several new fields have been added to help TRI O with McNair project administration and/or the measurement of program outcomes. **Adding fields related to graduate school enrollment for easier comparisons to the graduate student population**  **.** This would allow TRI O to compare group s of entering graduate students who are McNair participants with their fellow first - ye ar g raduate students more generally and would eliminate the need for the field “ Current Grade Level at the end of the academic ” which has a history of not being very reliable. **Removing fields from the APR that collect redundant information.** Removing fields that are redundant will reduce the overall time and effort required for each project to submit its annual data. For example, the Eligibility

field is not necessary

since the APR already contains each eligibility criteria (i.e., first - generation, low - income, and underrepresented) individually. Other fields such as the Record Update and Tracking Completed have also been eliminat ed because the new reporting requirements will require that tracking of project participants be conducted over a ten year span. **(3) What are the data fields?**  The McNair APR contains 46 data fields of which two are file identifiers. The remaining 4 4 fi elds are student data fields and may or may not require updates as noted below. **File Identifiers (pre -**  **populated) Field #**  **Field Name** 1 PR/Award Number 2 Batch Year**9** DRAFT

—2012 - 13 Ronald E. McNair Postbaccalaureate Achievement (McNair) Program APR

The following fields should never be updated because these are the primary f ields used to match participant records across project ye ars and to verify pre - established cohorts.

Unless the grantee provided incorrect information in a previous reporting period, the following fields do not need to be updated annually once information is provided . As such, we ask that grantees refrain from updating the fields below.

**Fields that DO**  **NOT require an update**  **Field # Field Name**  6 Student’s Middle Initial 8 Gender 9 Ethnicity

—Hispanic 10 Race

—American Indian/Alaskan Native 11 Race

—Asian 12 Race

—Black or African American 13 Race

—

White 14 Race

—

Native Hawaiian or Other Pacific Islander 16 Low - income 17 First - generation 18 Under -represented racial/ethnic group 19 First Enrollment Date 20 Project Entry Date 21 Grade Level at Project Entry 26 Main field of undergraduate study 28 Attendance at Community College 29 Bachelor’s Degree * 30 Date of Bachelor’s Degree * 35 Graduate School Applications **Fields that CANNOT**  **be updated annually Field #**  **Field Name** 3 Social Security

Number 4 Student’s Last Name 5 Student’s First Name 7 Student’s Date of Birth 31 Academic (Cohort) Year of Bachelor’s Degree**10** DRAFT

—2012 - 13 Ronald E. McNair Postbaccalaureate Achievement (McNair) Program APR

**Fields that DO**  **NOT require an update**  **(cont.) Field #**  **Field Name** 37 Date of First Graduate School Enrollment 38 Institution Attended for First Year Graduate Students 39 Main field of graduate study 45 Institution Where Doctorate Degree was Earned 46 Doctorate Student’s Employment Status * Once a bachelor’s degree has been attained and the information has been provided, please do not change the response in field #29 and #30 in subsequent reporting periods. The following fields require that the project review the data and update annually, as needed.

**Fields that may need to be updated annually Field #**  **Field Name** 15 Number of Hours Worked Per Week 2 2 Participant Status (during academic year) 23 Enrollment Status (during academic year being reported) 2 4 Project Participation (during 2 5 Funding Source 2 7 Cumulative GPA (upon graduation with a bachelor’s degree) 32 Research (2012

– 13 academic year) 33 Internships (2012

– 13 academic year) 36 Graduate School Enrollment Status (at the beginning of the **2013 –** **14** academic year) 40 Graduate Assistantships 41 First - Year Graduate Student Persistence Status (at the beginning of the **2013 –** **14** academic year) 42 Reason Left Graduate School 43 Highest Graduate Degree Earned (as of the end of the academic year) 44 Date Highest Graduate Degree Earned**11** DRAFT

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**(3) How should the date fields be formatt**  **ed (fields #7 , #**  **19 , #**  **20, #30, #37, and #44 )?**  Please review carefull y the Valid Field Content column to ensure that the data submitted is in the correct format. All date fields should be formatted as follows: 2 digits for month; 2 digits for day; 2 digits for century ; and 2 digits for year. Also, please include slashes between the month, day and year. For example, a participant ’s birth date of January 1, 1990 , would be formatted as follow s: 01/01/1990 . To ensure that the date is properly imported, always use the zero before one - digit months and days and insert slashes. Please make every

effort to provide accurate dates. If y ou find it necessary

to estimate a date, please do not enter “00s .” Rather, use 15 for the day and your best estimate for the month. If date is unknown, please enter 00/00/0000 . 

## Specific Instructions for Participant List **Field #1 —** **PR Award Number** A grantee should use the PR Award Number applicable to the project (budget) period covered b y this report. This number can be found in Block 5 of the Grant Award Notification. Be sure that you use the PR Award Number applicable to the reporting y ear even i f you have been awarded a new grant and PR/Award Number for the next reporting period. Please note that the PR Award Number is eleven (11) digits in length. Please be sure you use “zeros” instead “ O ” when entering the PR/Award Number into y our database. **Field #2 —** **Batch Year** Use the four - digit ye ar provided on the form. This number will change with each y ear’s submission. The Batch Year designates the fiscal ye ar funding for the project period reported. TRIO grants are forward - funded. For example, fiscal year 201 2 funds would be used to support project activities in the 2012 - 13 program ye ar. Thus, the data file for Batch Year 201 2 would include information on project participants served or tracked during academic ye ar 2012 - 13 . **Field #3 —**  **Social Security Number (SSN)** SSNs are v ery important as they assist the Department in tracking participant outcomes over multiple ye ars and facilitate matching of participant records with other databases. If a project does not know a student’s SSN, please leave it blank or enter zeros , “000000000. ” **Once a student’s SSN is verified through the student verification process known as Tier 1A, a project cannot change the SSN in subsequent reporting years. In addition, once a project**  **provides an SSN for**  **new participants, the project cannot change the change the SSN in**  **subsequent reporting years .**  **Field s**  **#4 (Last Name), #5 (First Name) and #7**  **(Date of Birth)** In order to be able to track participant records from one academic to another, the information in these field s should not be changed in subsequent reporting ye ars.**12** DRAFT

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**Fields # 9**  **- #14**  **— Ethnicity (Hispanic) and Race**  On October 19, 2007, ED released revised, Department - wide guidance on how institutions should collect and maintain data on race and ethnicity and on how t hey s hould report such data in the aggregate: http://www.ed.gov/legislation/FedRegister/other/2007 - 4/101907c.pdf ; or

http://www.ed.gov/legislation/FedRegister/other/2007 - 4/101907c.html Because McNair grantees report individual data, they should not follow the portions of the guidance that cover aggregate reporting; they must, however, collect and maintain data as indicated in the guidance . The new guidance was implemented by the fall of 2010 for the 2010

– 11 academic year. (Note that projects may

l eave the race and ethnicity fields blank for prior - ye ar participants if the project is unable to determine the race and /or ethnicity o f these participants, however, projects should provide the race and ethnicity

of participants who received services in 2012 - 13. ) Collection procedures in the guidan ce require grantees to collect data on race and ethnicity o n all participants using a two - part question: f irst, the grantee asks the respondent whether the participant is Hispanic/Latino; second, the grantee asks the respondent to select one or more races from the five racial groups listed. The grantee re ports the responses in fields #9 through #14 of the APR. F or example, if a McNair participant is i dentified as Hispanic and White, select option #1, “Yes’ in fields # 9 (Hispanic/Latino) and # 13 (White) and select option #2, “No” in fields # 10 , #11, # 12 , and # 14 . If the participant declines to answer questions about race and ethnicity , the grantee should use observation, as discussed in the guidance. F or further details on the guidance for collecting data, please see the full Federal Register notice. Grantees are responsible for implementing all relevant aspects of the guidance. **Field #15 —** **Number of Hours Worked Per Week**  The number of hours worked per week is defined as the average of hours worked per week in the reporting period and includes hours worked from: regular job, college work - study , assistantships, and traineeships. The number of hours worked per week can be from either paid or unpaid work. **Fields #1 6, 17, and 18**  **— Program Eligibility**  The statute and regulations governing the McNair Program require t hat an eligible project participant must be a “low - income individual who is a first - generation college student” or a “member of a group that is underrepresented in graduate education” (definitions are provided below). At least two - thirds of project partic ipants each year must be both low - income and first - generation college students; the remaining participants can be members of groups underrepresented in graduate education. Three fields allow for the analys is of project participants by all combinations of eligibility status: low income and first - generation and underrepresented racial/ethnic group. Low - income individual means an individual whose family ’s taxable income did not exceed 150 percent of the poverty level amount in the calendar year preceding t he ye ar in which the individual initially participated in the project. The povert y level amount is determined using criteria of povert y established by

the Bureau of the Census of the U.S. Department of Commerce.**13** DRAFT

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First - generation college student means (1) an individual neither of whose natural or adoptive parents received a baccalaureate degree; or (2) an individual who, prior to the age of 18, regularl y resided with and received support from only one parent and whose supporting parent did not receive a ba ccalaureate degree; or (3) an individual who, prior to the age of 18, did not regularl y reside with or receive support from a natural or adoptive parent. Groups underrepresented in graduate education currentl y include the following ethnic and racial groups: Black (non - Hispanic), Hispanic, and American Indian/Alaskan Native. (Note: The Secretary has determined as a policy issue that Native Hawaiians and other Pacific Islanders may be included in this definition.) **Field #1 9** **— First School Enrollment Date**  The “first school enrollment date” is the date the McNair participant first enrolled in a program of postsecondary

education. Provide this information for all students served by the McNair project even if the student did not begin or is not currently enrol led at your institution. The purpose of this data field is to determine the length of time from initial enrollment in postsecondary education through undergraduate, graduate, and doctoral degree completion. Once the information has been provided, please do not change the response in subsequent reporting periods. **Field #20 —** **Project Entry Date** Provide the date of first project service. If you do not know the exact date, use 15 for the day and use your best estimate for the month. Once the information has been provided, please do not change the response in subsequent reporting periods. **Field #21 —**  **Grade Level at Project Entry** In determining the student’s postsecondary grade level, use the criteria of the grantee institution regarding grade level classificat ions and academic standing. M ost postsecondary i nstitutions use credits earned and grade point average to determine the college grade level. U se options 3, 4, 5, and 6 only f or students who have the required number of credits and GPA to be classified at the institution as sophomore, junior, senior, and other undergraduate, respectivel y. Once the information has been provided, please do not change the response in subsequent reporting periods. **Field #22 —** **Participant Status** For this field, please use the following definitions: A **new participant** is an individual who was served by the McNair project for the **first time** during the academic year being reported. A **continuing participant** is an individual who was served b y the pr oject for the first time in another academic year and also received project services during the academic ye ar being reported. Do not count as continuing participants, individuals for whom the main contact from the project during this academic period was fo r tracking purposes; these individuals should be designated as prior year participants . **Note:** The sum of the number of new and continuing participants should equal the total number of participants the projects served during the reporting period. A **prio r year participant**  is one who received project services in a previous academic y ear but who did not receive services on a continual basis during the academic year being reported.**14** DRAFT

—2012 - 13 Ronald E. McNair Postbaccalaureate Achievement (McNair) Program APR

A **prior -**  **year participant who is deceased** is an individual served b y the project in **any** prior reporting period but is now deceased. **Field #23 —** **Enrollment Status (during the academic year being reported)**  Field #23 allows projects to report whether or not the participant was enrolled in postsecondary education during the academic ye ar onl y, part of academic year, or summer only. **NOTE** : **Enrolled** is defined as a student who was enrolled in postsecondary education at least one term in the academic year being reported. **Not enrolled** is defined as a student who was not enrolled in postsecondary

education for any of the terms in the academic ye ar being reported. **Field #2 4**  **— Project Participation**  Project Participation will provide grantees with the means to report whether the student was active in the project during the academic year onl y, the summer component only or a combination of both. This will allow the Department to determine the level or degree of student participation during the reporting period and will help eliminate double reporting of students. Options 1 through 5 should be reported for new and continuing students only; select option “9” for prior ye ar participants. **Field # 2 5**  **— Funding Source**  Funding Source will provide grantees with the means to report the funding source(s) used to support the activities afforded to individual students under the McNair program. It will also clarify wh y the actual student served number reported for some projects exceeds the Department’s approved student service number of official record (funded to serve number). Options 1 through 3 should be reported for new and continuing students only

— select option “9” for prior year participants **Field #26 —** **Undergraduate Major Field of Study** Please use Appendix A of the instructions and provide the 3 - digit code for the participant’s undergraduate main field of study . Please provide the main field of study for participants who are **ENROLLED** in undergraduate studies. If the participant attained a bachelor’s degree in this reporting period, please provide the main field of stud y. For all other participants, please enter “001”. Also enter “001” if you do not know the participant’s undergraduate main field of study. **Field # 27 —**  **Grade Point Avera ge (GPA)**  This field collects information on a student’s academic performance at the time of the attainment of the bachelor’s degree. The data in this field should reflect the cumulative GPA of the participant upon graduation with a bachelor’s degree only. Do not provide any other GPA in this field. **Field # 28 —** **Attendance at a Community College** Select option #1 ( Yes ) if the participant transferred from a community college (2 - ye ar institution) or 2 - ye ar program. Please do not select option #1 if the participant earned college credit through a dual enrollment program.**15** DRAFT

—2012 - 13 Ronald E. McNair Postbaccalaureate Achievement (McNair) Program APR

**Field #2 9** **— Bachelor’s**  **or Equivalent Degree**  Please select option #1 ( Yes ) if the participant has earned a bachelor’s degree or equivalent of a bachelor’s degree in this reporting period or in a previous reporting period; otherwise select option #2 (No ) . If the participant’s highest degree attained is a Master’s degree but has earned a bachelor’s degree or equivalent in a previous reporting period, in field #43, select option #1 (Master’s Degree) and in field #29 select option #1 (Yes). **Field #30 —** **Date of Bachelor’s or Equivalent Degree** Please provide the date the bachelor’s degree was attained. This date must be the date of the bachelor’s degree (or equivalent) noted in field #29. If y ou do not know the exact date, use 15 for the day and use yo ur best estimate for the month. If the participant has not earned a bachelor’s degree, please enter 99 /99/9999. I f the bachelor’s degree date is not known, please enter 00/00/0000. **Field #31 —**  **Academic Year Bachelor’s Degree Attained (Bachelor’s Degree Cohort Year)**  This field collects information on the academic y ear the participant received a bachelor’s degree or equivalent and is used to determine the denominator for the doctoral degree objective. The information provided here for the cohort years between 2002 - 03 and 2011 - 12 must match the data the project verified during the Tier 1A Student Verification Process. Please refer to your final approved Tier 1A data file when providing the bachelor’s degree cohort year. If the participant earned a bachelor’s degree or equivalent in this reporting period, please select option #12, (2012 - 13). If the partic ipant has not yet earned a bachelor’s degree or equivalent, select option #99 (No bachelor’s degree earned yet). Once the Bachelor’s Degree Cohort Year is determined, projects cannot change the ye ar in subsequent reporting periods . **Fields #32 and 33**  **— Research Activities and McNair Internships**  These fields capture information needed to determine if the project met its “Research” objective for the academic year being report. The standard “Research” objective and related definitions are listed below: ___% of McNair participants will complete research* and scholarly activities that will directly impact their educational progression each McNair Program academic y ear**. *A structured research activity must be definitive in its start and end dates and con tain appropriate benchmarks for completion of the various components. I n addition, the activity

should be conducted under the guidance of an appropriate facult y member with experience in the discipline selected by the McNair participant. **The McNair Prog ram academic year is the period that most closely aligns with the 12 - month budget period. The 2012 - 13 McNair Program academic year is roughl y August/September 2012 through August 2013. Research refers to any unpaid research activities participants engaged in or research activities that were paid from non - McNair sources. McNair internships refer only to those activities for which the legislated stipend of up to $2,800 was paid to students who participated in research activities.**16** DRAFT

—2012 - 13 Ronald E. McNair Postbaccalaureate Achievement (McNair) Program APR

Select option #1 if the participant participated in a research activity but **did not complete** all of the components of the research activity during the academic year being reported. Select option #2 if the participant **did not participate** in a research activity . Select option #3 if the participant participated in a research activity and **completed** all of the components of the research activity during the academic year being reported. Select option #9 for all prior year participants. Because the objective stat es that the participants will “complete” the research and scholarly activities, only those participants that completed the McNair research activity (field #32, option 3) and/or the McNair internship (field #33, option 3) during the academic y ear being repo rted will be counted toward achieving this objective. McNair participants who participated in research during the reporting period but did not complete all of the components of the research activity until a subsequent reporting period will be counted towar d the objective in the year the research was completed. **Field #34 —**  **Graduate School Admissions Test** Select option #1 (Yes) if the participant comp l eted a graduate school admissions test such as the GRE, LSAT, MCAT, etc. **Field #3 5**  **— Graduate School**  **Applications** Select the option that best corresponds for the number of applications the participant submitted for graduate school. **Field #36 —**  **Graduate School Enrollment Status**  **(at the beginning of the 2013 -**  **14 academic year)** Enrollment status at the beginning of the 2013 - 14 academic year, provides a grantee with the means to report, on an annual basis, the extent to which its approved objective to enroll participants in a post baccalaureate program by the fall term immediately following completion of the bachelor’s degree (e.g. fall 2013) has been achieved. Options 1 and 2 are for participants who received a bachelor’s degree in the reporting period. Therefore, select option #1 if the student **received** a bachelor’s degree in this reporting period and **enrolled** in a post baccalaureate degree program by the fall term of the next academic year. Select option #2 if the student **received** a bachelor’s degree in this reporting period but **did not enroll** in a post baccalaureate degree program by the fall term of the next academic y ear. Select option #3 if the student **did not receive** a bachelor’s degree in this reporting period, received a bachelor’s degree in a previous reporting period, or received a master’s degree or higher. **Field # 37** **— Date of First Graduate School Enrollment**  This field collects information on the date the participant first enrolled in graduate school. Please provide the date the participant first enrolled in graduate school. Unless the project provided an incorrect date in a previous reporting period, ple ase do not update this field in subsequent reporting periods. **Field # 3 8** **— Institution Attended for First Year Graduate Students**  Provide the six - digit postsecondary institution NCES I PEDS ID for 1 st ye ar graduate students onl y. Once a valid NCES IPEDS ID is provided, please do not update this information in subsequent**17** DRAFT

—2012 - 13 Ronald E. McNair Postbaccalaureate Achievement (McNair) Program APR

reporting periods. You can obtain the NCES I PEDS ID from the following web site: http://nces.ed.gov/globallocator/ . Enter “888888” if the participant has not completed their undergraduate studies . Enter “999999” if the participant completed undergraduate studies but never enrolled in graduate school . **Field #39 —**  **Graduate Student’s Mai n Field of Study**  Field #39, graduate s tudent’ s m ain field of s tudy , allows for reporting of the precise major or main field of study the McNair participant undertakes in graduate school. Please use Appendix A of the instructions and provide the 3 - digit code for the participant’s undergraduate main field of study. A major field of study is to only be reported for graduate students who are enrolled; therefore, for all other students enter “0 01”. **Field #40 —**  **Graduate Assistantships** This field can be helpful in examining graduate persistence. For graduate students only, please indicate the ty pe of graduate assistantship the participant received during the reporting period. **Field #41 —** **First -**  **Year Grad**  **uate Student Persistence Status (at the beginning of the 2013**  **– 14**  **academic year**

) Persistence status at the beginning of the 2013 - 14 academic year, provides a grantee with the means to report, on an annual basis, the extent to which its approved object ive for first year graduate students continued enrollment in a post baccalaureate program by the fall term has been achieved. Options 1 and 2 are for first year graduate students only . Therefore, select option #1 if the first year graduate student **cont inued to be**  **enrolled** in a post baccalaureate degree program by the fall term of the next academic ye ar. Select option #2 if the first y ear graduate student **did not enroll** in a post baccalaureate degree program by the fall term of the next academic y ear. Select option #3 if the participant was not a first year graduate student. **Field #42 —** **Reason Left Graduate School** Please select the option that best describes the reason the participant left graduate school. Select “88” if the participant is still enrolled in graduate school. Select “99” if the participant is still in undergraduate school or never enrolled in graduate school. **Field # 43**  **— Highest Degree Earned**  Field # 43 reflects the degree attainment information of participants. Select option #1 if a participant’s highest degree earned is a master’s degree. If the participant has not earned a postgraduate degree, please select option “99 . ” If the participant has earned more than one degree, report only the highest degree obtained and in field # 44 provide the date the degree was earned. If the participant earned a degree in the academic year being reported, update this field appropriately, however, once the doctorate de gree has been earned, please do not update this field in subsequent reporting periods. **Field # 44**  **— Date Highest Degree Earned**  Field #44 , Date of Highest Degree, tracks changes in a student’s status relative to degree attainment. Use “99/99/9999

–

No graduate degree earned yet” for participants that have not y et earned a graduate degree including participants who earned a bachelor’s degree only . Use “00/00/0 000

—Unknown ” if**18** DRAFT

—2012 - 13 Ronald E. McNair Postbaccalaureate Achievement (McNair) Program APR

yo u do not know the date of highest graduate degree earned or if the data are not availa ble for prior year participants. **Field # 45**  **— Institution Where**  **Doctorate was Earned**  Provide the six - digit postsecondary institution NCES I PEDS ID for participants who have earned their doctorate degree . Once a valid NCES IPEDS ID is provided, please do not update this information in subsequent reporting periods. You can obtain the NCES I PEDS ID from the following web site: http://nces.ed.gov/globallocat or/ . Enter “888888” if the participant has not earned a doctorate degree . **Field # 46** **— Doctorate**  **Recipients Primary Employment**  **Activity** P lease select the work a ctivity the doctorate recipient is primarily employed in only

f or participants who have earned a doctorate degree . If the participant has not earned a doctorate degree, please select “99”.**19** DRAFT

—2012 - 13 Ronald E. McNair Postbaccalaureate Achievement (McNair) Program APR 

### The **Main Field**  **of Study**  **listing on**  **pages 19**  **and 20**  **is to**  **be used**  **in responding**  **to fields**  **#26 and**  **#39. Please**  **choose the**  **code that**  **best describes the**  **participant’s main field of study. 20**  DRAFT

—2012 - 13 Ronald E. McNair Postbaccalaureate Achievement (McNair) Program APR**21** DRAFT

—2012 - 13 Ronald E. McNair Postbaccalaureate Achievement (McNair) Program APR