IPEDS Changes and New Ethnicity Codes Session #5401 Benny Hickman and Doug Haines Software Development Division Datatel, Inc

Overview Collection of Race and Ethnicity Converting Race and Ethnicity IPEDS Race/Ethnicity Categories Using Race and Ethnicity in Student IPEDS Reports Using Race and Ethnicity in HR IPEDS Reports

Collection & Reporting Final Guidance covers two separate issues Collection: –Colleges must follow some specific collection guidelines but have flexibility in case their state or institution needs other information. Reporting: –Institutions will need to follow specific reporting guidelines.

Collection & Reporting – Overview of Federal Collection Requirements Two-question format required: 1. Is respondent Hispanic/Latino? Y/N 2. Respondent selects one or more races: American Indian or Alaska Native Asian Black or African American Native Hawaiian or Other Pacific Islander White

Collection & Reporting – Additional Responses for Race Institutions may have additional races as long as they can be mapped to required reporting structure –Example: Can break Asian out into Japanese, Chinese, etc. –May be necessary for State Reporting

Collection & Reporting – Forms Biographic Forms –Name and Address Entry (NAE) –Biographic Information (BIO) –Registration Person Entry (RGPE) –Common Application (CBIO) –Instant Enrollment Personal Information –Person Advancement Inquiry (PAVI) Set up forms/Utilities –Non-degree/CE Web Reg Params (CEWP) –Ethnics (ETH) –Ethnic Copy Utility (ETCU)

Collection & Reporting – Intermediate Files Updated Intermediate files updated with PER.RACES and PER.ETHNICS fields. INTER.BIODEMO - IBIO.PER.RACES - IBIO.PER.ETHNICS INTER.RELATION- IREL.PER.RACES - IREL.PER.ETHNICS INTER.VENDOR- IVEN.PER.RACES - IVEN.PER.ETHNICS Original ETHNIC field mapping remains until the Archived Ethnic field is obsolete.

Collection & Reporting – Valcode Tables PERSON.RACES will have the 5 required races. Institutions can add more and map them to required races through special processing codes PERSON.ETHNICS will have two codes (Hispanic and Non-Hispanic). Institutions can add more and map them to Hispanic or Non-Hispanic through special processing codes

Collection & Reporting – PERSON.ETHNICS Validation Code Table Deciding Factors for Multi-value Ethnic –Federal Register “Final Guidance” “Nothing prohibits States (or other entities collecting data from individuals) from requesting more racial and ethnic information solely for State level purposes than is collected using the minimum Federal categories in the two-part question” “If a State wanted to collect information on subcategories of the Hispanic/Latino ethnic category, such as Puerto Rican and Mexican, it could do so, but would need to report each of the students in the subcategories as Hispanic/Latino to the Department” –(II Collecting Data, Vol. 72, No. 202, October 19, 2007). –Feedback from Client Advisory Meetings and DUG 2008

Collection & Reporting – Name and Address Entry (NAE)

Collection & Reporting – Biographic Information (BIO)

Collection & Reporting – Instant Enrollment: Personal Information Form Hispanic field is Yes/No/Null and maps to Ethnics valcode Race field allows up to 5 responses and may be left null Old and new forms are both available (Delivered with old form)

Collection & Reporting – Delivered Valcodes CodeDescription Min Entry Special Processing PERSON. ETHNICS HISHispanic/LatinoHH NHSNon Hispanic/LatinoN PERSON.RACES ANAmerican/Alaskan NativeA1 ASAsianS2 BLBlack or African AmericanB3 HPHawaiian/Pacific IslanderH4 WHWhiteW5

Collection & Reporting – Adding additional Races

Converting & Reporting – Mapping Utility Utility allows all current ethnicity codes to be converted to a combination of Race and Ethnicity Allows one current ethnic code to be converted to multiple races Can be run multiple times for specific groups of students

Converting & Reporting – Mapping Processing

IPEDS Race/Ethnicity Categories The Department of Education requires that race and ethnicity data be reported to IPEDS in nine categories. They are as follows: 1.Nonresident aliens 2.Race/Ethnicity unknown 3.Hispanics/Latinos of any race For non-Hispanics only: 4.American Indian or Alaska Native 5.Asian 6.Black or African American 7.Native Hawaiian or Other Pacific Islander 8.White 9.Two or more races For IPEDS reporting purposes, Colleague will check for Nonresident Alien status in three different locations: 1.The rule(s) entered in the Nonresident Alien Rules field on the IPEDS Fall Enrollment Params (IFEP) form. 2.The first special processing column of the PERSON.ETHNICS validation code table. 3.The first special processing column of the PERSON.RACES validation code table.

Determining Nonresident Alien - #1 Set up rules in the Nonresident Alien Rules field on the IPEDS Fall Enrollment Params (IFEP) form. All rules must evaluate to true in order for a student to be considered a nonresident alien. Detail to the Rules Definition (RLDE) form from the Nonresident Alien Rules field to create or maintain rules.

Determining Nonresident Alien - #2 Add an ethnic code for Nonresident Alien to the PERSON.ETHNICS validation code table. If your institution chooses to add an ethnic code for Nonresident Alien, it must be indicated using the special processing code of “NRA.”

Determining Nonresident Alien - #3 Add a race code for Nonresident Alien to the PERSON.RACES validation code table. If your institution chooses to add a RACE code for Nonresident Alien, it must be indicated using the special processing code of “NRA.”

Logic for Determining Race/Ethnicity for a Person For each person record: Check all the values in the PER.ETHNICS and PER.RACES fields for a “NRA” code, if found then the person will be reported as “Nonresident Alien”. Otherwise, check all the values in the PER.ETHNICS field for a “H” code, if found then the person will be reported as “Hispanic”. Otherwise, check all the values in the PER.RACES field. If there is more than one distinct value then the person will be reported as “Two or more races”. Otherwise, check the value in the PER.RACES field. If there is one distinct value then the person will be reported as follows: o American Indian or Alaska Native o Asian o Black or African American o Native Hawaiian or Other Pacific Islander o White Otherwise, if none of the above the person will be reported as “Unknown”.

IPEDS Reporting ST Changes Incorporated race/ethnicity changes. Added new race and ethnicity fields to the Electronic Applications Interface (EAPP) process. Eliminated entry of Hispanic and non Hispanic code on same Person ID record. Eliminated first-professional degree category Report all undergraduate students with disabilities who are formally registered with the office of disability services (or the equivalent office) at the institution on ICH2. IPEDS Fall Enrollment Survey – Part E. –Report the number of non-degree seeking undergraduates that entered the institution for the first-time in Fall 20XX. –Report the number of transfer undergraduates that entered the institution for the first time on a separate line.

IPEDS Reporting ST Changes IPEDS Graduation Rate Survey (IGRS) Report: –For 4-year institutions, for the 20XX cohort of full-time, first-time undergraduate students, the number of students in the cohort who completed their program within 200% (8 yrs) of normal time. –For less than 4-year institutions, for the 20XX cohort of full-time, first-time undergraduate students, the number of students in the cohort who completed their program within: 100% of normal time 200% of normal time.

Incorporate New Race/Ethnicity Changes The new race/ethnicity changes have been incorporated in the following ST Reports: IPEDS Institutional Characteristic Report 2 IPEDS Fall Enrollment Survey Part A Total Enrollment Report IPEDS Fall Enrollment Survey Part A Total Enrollment by CIP Report IPEDS Completions Survey Report IPEDS Graduation Rate Survey Report

ST – IPEDS Inst Characteristics Report 2

IPEDS Fall Enrollment Survey – Part A – Total

ST – IPEDS Fall Enrollment Survey – Part A - CIP

ST – IPEDS Completions Survey

ST – IPEDS Graduation Rate Survey

Eliminate First-Professional Degree Category The following ST IPEDS reports now will not accumulate and print first professional student’s data: IPEDS Institutional Characteristic Report 2 IPEDS Fall Enrollment Survey Part A Total Enrollment Report IPEDS Fall Enrollment Survey Part A Total Enrollment by CIP Report IPEDS Fall Enrollment Survey Part B Enrollment by Age Report IPEDS Fall Enrollment Survey Part C/D4,5,6 by Residence Report IPEDS Fall Enrollment Survey Part D3 Enrollment by Course Loc Report IPEDS Completions Survey Report

Answernet Document The new ethnicity (PER.ETHNICS) and race (PER.RACES) fields have been added to ELF Specification AMM076. Users can import multi-valued race and ethnicity fields into Colleague through the Electronic Appl Interface (EAPP) process.

ST – ICH2 Report - All Registered UG Students with Disabilities For a student to be considered disabled for IPEDS reporting, a disability code must be entered for that student on the Emergency Information (EMER) form and that disability has to be flag to be flagged as a disability to IPEDS. Disability codes are defined and maintained using the Disabilities (DISD) form. On DISD the Report Disability to IPEDS field must be set to ‘Y’es.

ST – IPEDS Inst Characteristics Report 2 If the percentage is 3 percent or less then the output will display as 3 percent or less. If the percentage is higher than 3 percent than the actual percentage will display.

ST – IPEDS Fall Enrollment Survey – 1 st Time UG Count The Part E First Time Undergraduates Report will now accumulate and report the number of non-degree seeking undergraduates that entered their institution for the first-time. First time students who transfer in to the institution will no longer be accumulated in the First Time Undergraduate total. First Time transfer students will now be displayed on a separate line.

ST – IPEDS Graduation Rate Survey – 4 yr For four-year institutions, for the 20XX cohort of full-time, first-time undergraduate students, the number of students in the cohort who completed their program within 200% of normal time will be reported.

ST – IPEDS Graduation Rate Survey – 4 yr

ST – IPEDS Graduation Rate Survey – LT 4 yrs For less than four-year institutions, for the 20XX cohort of full-time, first-time undergraduate students, the number of students in the cohort who completed their program within 100% and 200% of normal time will be reported.

ST – IPEDS Graduation Rate Survey – LT 4 yrs

IPEDS Reporting HR Changes Incorporate race/ethnicity changes. –IPEDS Setup Verification Reports (#1 and #2) –IPEDS–S Report (Summary and Detail) A column for gender information has been added to the IPEDS Setup Verification (ISVR) report so that users will know if gender information is missing for an individual. The Ethnic Code Groups (ECGP) form is no longer necessary and will become obsolete.

HR – ISVR Setup Check Report #1 This report displays a list of your ethnic codes that do not have the correct code of “NRA,” “H,”or “N” in the first special processing column of the PERSON.ETHNICS validation code table. Also, a list of your race codes that do not have the correct code of “NRA,” or “1-5” in the first special processing column of the PERSON.RACES validation code table.

HR – ISVR Setup Check Report #2 This report displays a list of records that have invalid codes or that are missing data in the ethnicity, race, gender, HRPER ID, and effective employment date fields.

HR – Old IPEDS Racial/Ethnic Categories Mapping Process The Ethnic Code Groups (ECGP) form allows clients to map each of their ethnic codes to the appropriate IPEDS racial/ethnic category. The numbers in the first Special Processing column indicate the sequence from left to right, in which these racial/ethnical categories are presented on the IPEDS-S form.

HR – IPEDS-S Summary Report

HR – IPEDS-S Detail Report

Future IPEDS Work Continue with regulatory changes. New CIP 2010 codes delivered in 2010 The following will become Obsolete in a future release(s): –Archived Ethnic field –Ethnic Code Groups (ECGP) form –EEO.ETHNIC.GROUPS valcode table

IPEDS Changes and New Ethnicity Codes Session #5401 Benny Hickman and Doug Haines Software Development Division Datatel, Inc