Jessica Shedd | Nov U.S. Department of Education 2012 Fall Conference IPEDS: What You Need to Know Session 7

Agenda What is IPEDS? Overview Why is it Important? Compliance Use of IPEDS Data By ED External Entities Reporting IPEDS Data Accessing IPEDS Survey Materials & Data Screens Student Financial Aid Component Resources for Reporting Upcoming Changes to IPEDS 2

What is IPEDS? Overview Why is it Important? Compliance 3

IPEDS Overview Integrated Postsecondary Education Data System Annual data collection conducted by ED’s National Center for Education Statistics (NCES) A system of nine interrelated surveys that collects institution-level data Required of every college, university, and technical and vocational institution that participates in federal student financial aid programs Program Participation Agreement (PPA) with the U.S. Department of Education 4

IPEDS Cycle & Components FallWinterSpring Institutional Characteristics Completions 12-month Enrollment Student Financial Aid Keyholder deadline: February 6, 2013 Fall Enrollment Graduation Rates Graduation Rates 200 Finance Human Resources 5

Who is Responsible? IPEDS Keyholder Coordinates data submission at the institution level Arranges for others to access the Data Collection System Works with other offices to compile necessary data for submission Responsible for “locking” each survey, and therefore ensuring the institution’s data are submitted accurately and on time IPEDS Coordinator Responsible for state or system-level coordination of IPEDS submissions, but roles vary from state to state Others on campus Administrators from financial aid, enrollment management, finance, human resources, etc. 6

Why is IPEDS Reporting Important? IPEDS reporting in a timely and accurate manner is mandatory for Title IV institutions Penalties Fines of up to $27,500 per violation Suspension of institution’s participation in Title IV programs Instances of intentional and significant misreporting FSA may take administrative action Revisions possible through Prior Year Revision system Assuring the quality of information provided to the public All data reported to IPEDS is made publicly available 7

Compliance with IPEDS Reporting 8

Use of IPEDS Data By ED External Entities 9

ED Use of IPEDS Data Consumer Information (prospective students & parents) College Navigator FAFSA College Affordability & Transparency Center Data Feedback Reports to CEOs Public Availability for Researchers & Policy Analysts IPEDS Data Center and other tools 10

College Navigator 11

FAFSA Federal School Code Search 12

CATC 13

CATC Lists Lists:For: 1.Highest tuition & fees (top 5% - academic reporters) 2.Highest average net price (top 5% - academic reporters) 3.Lowest tuition & fees (bottom 10% - academic reporters) 4.Lowest net price (bottom 10% - academic reporters) 5.Highest percentage increases in tuition & fees (top 5% - all) 6.Highest percentage increases in average net price (top 5% - all) 1.4-yr public 2.4-yr private not-for-profit 3.4-yr private for-profit 4.2-yr public 5.2-yr private not-for-profit 6.2-yr private for-profit 7.<2-yr public 8.<2-yr private not-for-profit 9.<2-yr private for-profit 7. Sortable list of tuition & fees for largest program (program reporters) 8. Sortable list of net prices for largest program (program reporters) Listed by 4-digit CIP, with 2-digit CIP detail and program length for context Triggers Additional Reporting 14

CATC List Data 2012 lists (posted 6/11/12) Used IPEDS data reported in (IC, SFA) Correction period in PYR was through 1/15/ lists (posted 6/30/11) Used IPEDS data reported in Correction period in PYR during fall 2010 (10/25-12/1) Institutions should check their data Data Collection System summary screens, College Navigator, Data Feedback Reports Data cannot be changed after lists are published 15

Data Feedback Report 16

IPEDS Data Center 17

External Use of IPEDS Data 18

Reporting IPEDS Data Accessing Survey Materials & Data Screens Student Financial Aid component Resources for Reporting Upcoming Changes to IPEDS 19

IPEDS Website 20

IPEDS Data Provider Center 21

IPEDS Survey Materials 22

Reporting IPEDS Data Accessing Survey Materials & Data Screens Student Financial Aid component Resources for Reporting Upcoming Changes to IPEDS 23

IPEDS SFA Overview Collects financial aid data about all undergraduate students Collects financial aid data about full-time, first-time (FTFT) degree/certificate-seeking students Calculates net price for FTFT degree/certificate-seeking students who were awarded grant aid Calculates net price for FTFT degree/certificate-seeking students who were awarded Title IV federal student aid by income 24

Reporting Period & Student Cohort Reporting Type Reporting Period (“Academic Year”) Student Cohort AcademicPeriod of time generally extending from Sept to June; usually equated to 2 semesters or trimesters, 3 quarters, or period covered by a calendar system Undergraduates enrolled as of October 15 or as of the institution’s official fall reporting date ProgramTo be defined by the institution, so long as it falls within the full aid year period of July 1–June 30 Undergraduates enrolled anytime during the academic year, as defined by the institution Hybrid 25

Student Groups for Reporting Group 1 All undergrads Group 1 All undergrads Group 3 All FTFT who were awarded grant/ scholarship aid from the federal government, state/ local government, or the institution* Group 3 All FTFT who were awarded grant/ scholarship aid from the federal government, state/ local government, or the institution* Group 4 All FTFT who were awarded Title IV federal student aid* Group 4 All FTFT who were awarded Title IV federal student aid* Group 2 All FTFT Group 2 All FTFT * For public institutions, report only on those students who paid the in-state or in-district tuition rate. For program reporters, report only those students enrolled in the institution’s largest program. 26

Structure of SFA Component Part A: Establish Your Groups Part B: Data on Group 1 Part C: Data on Group 2 Part D: Data on Group 3 Part E: Data on Group 4 Part F: Net Price Worksheet for Group 3 Part G: Net Price Worksheet for Group 4 27

Types of Aid Reported Federal grants Title IV aid Educational assistance funds from other federal agencies NOT veterans education benefits Federal loans to students State/local government grants, scholarships, waivers Institutional grants, scholarships, waivers Private grants or scholarships Private loans to students Other sources of aid known to the institution 28

Report Aid Awarded Report on grant or scholarship aid awarded to students, which could be different from aid actually disbursed Example: A student may be awarded grant or scholarship aid at the beginning of the academic year but then leave the institution before the entire amount is disbursed. Report the original amount of grant or scholarship aid that was awarded, even though the entire amount was not actually disbursed to the student Report on student loans that were awarded to, and accepted by, the student Do not include any loans that were not awarded to the student (e.g., Parent PLUS) 29

Data from Other Components Data are carried forward into SFA from other IPEDS components: Institutional Characteristics (IC) Cost information Living arrangement options Fall Enrollment (EF)/12-Month Enrollment (E12) Undergraduate count 30

Average Net Price Institution’s cost of attendance for FTFT students (IC Component) Total need- and merit-based federal, state, and institutional grant aid awarded to FTFT students (SFA Component) Number of FTFT students receiving such aid (SFA Component) Cost of Attendance = average annual cost of tuition and fees, room and board, books, supplies, and other expenses 31

Edits & Errors The IPEDS Data Collection System includes automatic edits to check for blank fields and invalid or out of range values Types of edits Confirmation Explanation Fatal Institutions should provide adequate and reasonable information to resolve system edits that require explanations. The IPEDS Help Desk will follow up with institutions that provide inadequate explanations for data 32

Context Boxes Optional Allow institutions to provide more information about the reported data Example: “Full-time, first-time, undergraduate students are also awarded an average of $x,xxx from private sources” Some context box information is posted on College Navigator, so make sure your entry is easily understood by students, parents, and the general public and free from grammatical or spelling errors 33

Reporting IPEDS Data Accessing Survey Materials & Data Screens Student Financial Aid component Resources for Reporting Upcoming Changes to IPEDS 34

Resources for IPEDS Reporting IPEDS Help Desk or Training & Tutorials (Association for Institutional Research) Short data submission tutorials based on key concepts Available from the survey screens, Data Collection System “Help” menu, Data Provider Center, IPEDS website “Training & Outreach” section, and AIR website ( Face-to-Face workshops (i.e. New Keyholders) Data Provider Center Survey Materials: blank forms, instructions, glossary, FAQs, narrative edits, import specifications New Keyholder Handbook Sign up for IPEDS listserv (1,500+ keyholders) 35

Reporting IPEDS Data Accessing Survey Materials & Data Screens Student Financial Aid component Resources for Reporting Upcoming Changes to IPEDS Highlights of Changes and beyond 36

Origins of Changes for Technical Review Panel (TRP) Collecting Data on Distance Education (April 2008) Impacts Institutional Characteristics, Completions, & Fall Enrollment components Improvements to Completions (December 2009) Improvements to Human Resources (June 2010) NCES Impacts Institutional Characteristics & Student Financial Aid components 2010 Standard Occupational Classification (SOC) Impacts Human Resources component 37

What is the IPEDS TRP? Group of technical experts that meets ~3x/yr to: Implement legislation and regulations into IPEDS Address emerging areas of concern Balance reporting burden with necessary data for policy making Meetings conducted by RTI International TRP makes suggestions for NCES to consider Any changes proposed by NCES must be approved by OMB Website, hosted by RTI Available from “Newsroom” section of the IPEDS website Summaries of meetings and calls for comment Dates for upcoming meetings 38

Distance Ed: Institutional Charact. Add item to collect whether distance ed is offered and at what level Distance education: Education that uses one or more technologies to deliver instruction to students who are separated from the instructor and to support regular and substantive interaction between the students and the instructor synchronously or asynchronously. Note: in an item was added to the Institutional Characteristics component to collect whether the institution is an exclusively distance education institution. 39

Distance Ed: Completions Add item to collect which programs are available to be completed entirely by distance ed courses, by CIP code, and award level Distance education program: A program for which all the required coursework for program completion is able to be completed via distance education courses. 40

Distance Ed: Fall Enrollment Collect # of students enrolled in any distance ed courses and the # enrolled exclusively in distance ed courses (broken out by undergraduate and graduate students) For students enrolled exclusively in distance ed courses, a further breakout by student location (in same state as institution; in U.S. but not same state; in U.S. but state unknown; outside U.S.) Distance education course: A course in which the instructional content is delivered exclusively via distance education. Note: Requirements for coming to campus for orientation, testing, or academic support services do not exclude a course from being classified as distance education. 41

IC and SFA: One year of data IC in Fall Collected cost data for only Displayed cost data for , , Used PYR to revise , , , SFA in Winter Collect financial aid data for only Display financial aid data for , Use PYR to revise , , CATC 2013 (Average Net Price) Data will all come from PYR: , ,

SOC: Human Resources component Changes to occupational categories on IPEDS Human Resources component to align with 2010 Standard Occupational Classification System Institutions need to be ready to report in using the new categories Each job at institution needs to be categorized according to 2010 SOC 43

Proposed for & beyond… Changes resulting from TRPs Academic libraries (8/11) Veterans (11/11) Part-time and non-first-time student outcomes (2/12 &10/12) For-profit finance (8/12) All proposed changes must receive clearance from OMB All approved changes will be displayed as “preview screens” a year in advance ( changes will be available for preview in ) 44

QUESTIONS? 45 Contact Information: Jessica Shedd