Session #45 Integrated Postsecondary Education Data System (IPEDS) Jan Plotczyk, NCES

Agenda IPEDS data collection – collection schedule – changes – and beyond –Keyholder responsibilities –Reporting compliance –IPEDS training IPEDS data use tools –New College Navigator!!! –New website –Data Feedback Report & Executive Peer Tool –Peer Analysis System

Acronyms Used KH = Keyholder SRK = Student Right-to-Know OMB = Office of Management & Budget TRP = Technical Review Panel HEA = Higher Education Act PPA = Program Participation Agreement FSA = Office of Federal Student Aid AIR = Association for Institutional Research

IPEDS Survey Components Institutional Characteristics (IC) Completions (C) 12-Month Enrollment (E12) Human Resources (HR) Fall Enrollment (EF) Graduation Rates (GRS) Student Financial Aid (SFA) Finance (F)

IPEDS Data Tools COOL – College Opportunities Online Locator ExPT – Executive Peer Tool DFR – Data Feedback Report PAS – Peer Analysis System DCT – Dataset Cutting Tool DAS – Data Analysis System

IPEDS Data Collection

Collection schedule

Registration Registration openedAugust 1 4 UserIDs to KHsAugust 1 4 Survey materials postedAugust 1 4 Status of registration takenAugust 29 Letters to CEO (if KH not registered) August 31 X X X

Fall Collection Surveys Institutional Characteristics Completions 12-month Enrollment Collection openSeptember 5 Keyholder closeOctober 17 Coordinator close October 31

Winter Collection Surveys Human Resources (required) Fall Enrollment (available) Finance (available) Collection open December 5 Keyholder close January 23 Coordinator close February 6

Spring Collection Surveys Fall Enrollment Finance Student Financial Aid Graduation Rates Collection openMarch 5 Keyholder closeApril 16 Coordinator closeApril 30

Followup schedule to KH (collection open) Open Letter to CEO (no registered KH)Close – 4wks to KH (no data)Close – 4wks Phone to CEO (no registered KH)Close – 3wks Phone to CEO/KH (no data)Close – 2wks to KH (no data, not locked)Close – 2wks to KH (no data, not locked)Close – 1wk

Changes for

See following screens for information about which changes are mandatory for No race/ethnicity changes for

Institutional Characteristics Institutional identification: –Collect website addresses for admissions and financial aid offices, instead of phone numbers –Add question: Does your institution have an online application? If yes, provide URL. Link will be added to COOL website

Enrollment 12-month Unduplicated Count and Instructional Activity ( old Parts E & F) –Remove from Enrollment survey collected in winter & spring –Create new component (E12) to collect these data in the fall –No changes to data collected, only to collection in which they appear –Mandatory in

Enrollment Part G, Retention Rates –Rather than collect only the rates for full-time and part-time students, collect the numerator and denominator and have the system calculate the rates –(now Part E) –Mandatory in

Graduation Rates Sections V and VI, athletically related student aid –Eliminate these sections from IPEDS GRS –Institutions will no longer be required to report these data to IPEDS, but will still be required to disclose these data, per SRK –Add item to report URL used for disclosure

and beyond

Race/ethnicity!!!

Final guidance on Maintaining, Collecting, and Reporting Racial and Ethnic Data to the U.S. Department of Education Published in Federal Register 10/19/07 For implementing 1997 OMB standards 2/01jan /edocket.access.gpo.gov /2007/pdf/E pdf Race/ethnicity

Institutions notified This Week in IPEDS, wk of 10/22 Newsflash Posted on website – –Newsroom, Announcements & Alerts WEBINAR:

Race/ethnicity – some history Proposed Dept of ED guidance posted in Federal Register 8/7/06 Public comment period ended 9/21/06 Final guidance includes discussion of comments received

Final Guidance Calls for implementation no by Fall 2010, in order to report data for the academic year Covers 2 separate issues: –Collection of R/E data by institutions –Reporting of aggregate data to US Dept of ED

Collection by institutions Two-question format REQUIRED: 1.Is respondent Hispanic/Latino? 2.Respondent selects one or more races: –American Indian or Alaska Native –Asian –Black or African American –Native Hawaiian or Other Pacific Islander –White

Additionally… Standards call for self-identification of race/ethnicity –If missing, ensure that respondent is refusing rather than overlooking Dept of ED encourages institutions to allow current students and staff to re-identify their race and ethnicity

Reporting aggregate data – 9 categories 1.Nonresident aliens 2.Race/ethnicity unknown 3.Hispanics 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 9.2 or more races

R/E Technical Review Panel IPEDS R/E TRP held last fall to discuss implementation issues, such as: –If students are no longer at the institution, how to report? (C, GRS) –If data are collected in 2 formats for several years, how to release?

Proposed implementation and –Optional years –Mandatory year for EF, HR –3 rd optional year for C, E12, GRS –Mandatory for all components

5+7+2 Format Will be used in data collection system in optional years 5 = current categories 7 = new categories 2 = Nonresident alien, R/E unknown Institutions have option to report –All individuals using current categories –All individuals using new categories –Mixed reporting

Proposed timeline HR, EFC, E12, GRS , Current (5+2) New (7+2) Mixed (5+7+2) Current (5+2) New (7+2) Mixed (5+7+2) New (7+2) Current (5+2) New (7+2) Mixed (5+7+2) New (7+2)

Data Release College Navigator –Show only selected R/E categories for comparability PAS –Navigator categories –Raw data + flag

Data Release DFR and ExPT –New categories when available –Navigator categories during mixed years DAS and First Look pubs –Navigator categories

Questions for institutions Categories needed for collection Aggregation for reporting to IPEDS Data storage, file maintenance, updating Re-surveying Mapping or bridging

HEA Reauthorization

Senate passed its version in July (S1642) House Republicans introduced a bill 10/4/07 (HR3746), but House has also passed bill to extend current HEA through 4/30/08 Possible (but unlikely) that reauthorization will happen this year When it happens, likely to have impact on IPEDS

S1642 Bans federal unit record system –But calls for state pilot programs for unit record systems in up to 5 states Calls for development of –Higher Education Price Index –U-CAN Template for voluntary sharing of accountability info by institutions in consumer-friendly way –Net Price Calculator

S1642 Calls for enhancements to COOL website –“ so that it better meets the needs of students, families, and consumers for accurate and appropriate information on institutions of higher education ”

HR3476 Prohibits federal unit record system Includes affordability reports for institutions whose tuition increases more than twice CPI over three year interval (version of College Affordability Index formerly introduced)

HR3476 Calls for redesign of COOL New data/additions to COOL: –Instructional expenditures per FTE –Faculty-to-student ratios –Transfer rates for 2-year institutions –Net tuition price of the institution for the 3 most recent academic years; change in net tuition, sticker price, and CPI

HR3476 New data/additions to COOL -- continued: –Link to the institution’s website with information of interest to students including mission, accreditation, student services (including services for students with disabilities), transfer of credit policies and, if appropriate, placement rates and other measures of success in preparing students for entry into or advancement in the workforce

XML Upload

Still working with PESC… On XML upload formats for IPEDS reporting If ready during data collection we’ll release them then Else, should have them for data collection

Keyholder responsibilities

Keyholder Responsibilities Register, and keep contact information current –Receive all messages from ED

Keyholder Responsibilities Coordinate all aspects of data submission at the institution level –Make sure all data are entered (step 1) –Make sure all surveys are edited and clean (step 2) –Lock the data for all surveys before the collection close date (step 3)

Contact the Help Desk if… You have ANY questions You haven’t received your UserID and password You think your list of applicable surveys is not correct You think a survey status is not correct

Contact the Help Desk if… You have problems entering data You have problems resolving edit failures You have problems locking your data You have questions concerning ANY follow-up you receive

Reporting Compliance

Mandatory reporting of IPEDS Reporting IPEDS is mandatory for all institutions with PPA with US Dept of ED for Title IV federal student financial aid

Mandatory reporting of IPEDS Since , Office of Federal Student Aid has been enforcing this with fines, warnings Penalties for noncompliance include –Fine of up to $27,500 per violation –Institution’s eligibility to participate in Title IV programs can be suspended

FSA Noncompliance Actions: Total Fines Assessed

FSA Noncompliance Actions: Institutions Fined, Warned

Nonresponse: # of Institutions IC = 2 C = 1 HR = 1 EF = 6 GRS = 7 SFA = 8 F = 8 Total institutions = 11

Followup Unfortunately, it takes a lot of work to make these low numbers happen We are doing a lot of followup, during and after collections This fall we sent letter to CEO and KH of institutions that have had their one and only second chance

However, We also sent /letter thanking CEO of institutions that locked ALL 2007 fall surveys by 3 wks before close Letter referred to KH by name so CEO would know who was responsible for this good thing

Important to Remember: There are NO reporting extensions in IPEDS!!!

IPEDS Training

AIR & IPEDS are continuing to develop new training materials –Webinars –Tutorials –Online course – Basic IPEDS

IPEDS Training Materials Cover both data submission and use –Beginning, intermediate, and advanced Available FREE on AIR website:

Webinars On-demand >11,000 downloads Jan – May 2007 !!! IPEDS Data Collection Training Center –New Keyholders –All survey components IPEDS Data Use Tools –Overview of College Navigator - soon –Overview of ExPT –Introduction to Peer Analysis System (soon) –NEW!!! New features of new PAS

Online course FREE & open to everyone Overview of IPEDS: A Self- Paced Interactive Course –Opened for registration July 16 –600 registrations THAT DAY –900 registrations as of 9/21 –70 have graduated - certificate

What’s next? Video enhanced webinars Podcasts – min More online courses –Advanced IPEDS –New Keyholders

IPEDS Data Use Tools

Tools Help Desk!!! For assistance with any IPEDS data use tool

College Navigator

COOL’s successor…. College Navigator Located at

College Navigator Offers a wide range of information previously found on COOL, such as –Programs offered, degrees awarded –Retention and graduation rates –Price of attendance –Aid available –Campus safety –Accreditation

But also Offers users valuable new information about colleges and universities Does so in a way that is vastly more user-friendly

New Features - Search Search toolbar on every page –Modify or change search from any page Guided search feature Search by name and AKA

New Features - Search Expanded search options –Programs offered, awards granted –Tuition and fees (in-state, out-of-state) –% admitted and test scores –School size and type –Campus setting, housing –Location, distance from home –Institutional mission (HBCU, TCU, single-sex) –Extended learning opportunities for adults –Intercollegiate athletics programs

New Features – Compare & Favorites Make comparisons of up to 4 institutions in a single view Maintain a list of up to 15 favorite institutions from different searches

New Features - Save & Export Save sessions and receive an with a link back to session Export search results to easily- used formats, such as Excel

Plans for the future Continuing improvements in content and function Spanish version in the coming months Please send ideas, suggestions to

New IPEDS Website

Redesign of IPEDS Website Released in early May 2007

Redesign of IPEDS Website Develop user-friendly website for IPEDS –Reorganize content intuitively –Simplify site structure so users can find info –Update content –Enhance site appeal –Create design that enhances usability

New IPEDS Website Opening page organized with three entry points based on user type: –Students/parents COOL –Data users PAS, DCT, ExPT, DAS –Data providers Data collection system + materials

IPEDS Lifecycle

New features Tool finder/Tool matrix Newsroom –This Week in IPEDS –Announcements and Alerts –TRP info Newsflash – specific IPEDS announcements Fact sheets Calendar of events

Data Feedback Report & Executive Peer Tool

DFR & ExPT 2007 report ed to KHs in mid-October and mailed to CEOs in late October 2007, 2006, 2005 reports available through ExPT at

DFR & ExPT 2007 Enhanced ExPT –Add new figures (ExPT only) –Upload comparison group files –Replicate full version of DFR in.pdf

New figures for ExPT Enrollment – detail by level Transfers-in (2008) Admissions –Yield rate, SAT/ACT Personnel services by function (salaries, benefits) as % of total operating expenses Core revenues and expenses figures by both percentage distribution by source and by per FTE enrollment Endowment per FTE

Peer Analysis System

New Features Multiple year selection for variables Variable search feature New navigation PowerUser upload Built-in trend reports Grad rates templates

PAS – Forms Facsimile SFA

PAS – Report Template SFA

Downloaded version

Wrap Up Q&A

Contact Information We appreciate your feedback and comments. We can be reached at: Jan Plotczyk IPEDS Help DeskIPEDS Tools Help Desk