An Update on Recent Developments & Future Directions SHEEO/NCES Network Conference May 13-15, 2003 Phoenix, AZ

Postsecondary Studies Division Dennis Carroll - Associate Commissioner Paula Knepper - Senior Technical Advisor Program Directors: James Griffith - Longitudinal and Sample Surveys Roslyn Korb - Postsecondary Cooperative System, Analysis and Dissemination

Postsecondary Institutional Studies Program Susan Broyles - Program Director Samuel Barbett – Team Leader, File development, data quality and dissemination Janice Plotczyk – Team Leader, Data collection system updates, collection prep and processing; Minimum Data Set

More Staff Patricia Brown - Institutional Characteristics & Student Financial Aid Frank Morgan - Completions, Enrollment, and CIP Sabrina Ratchford - EAP, Fall Staff and Salaries Cathy Statham - Finance Andrew Mary - Graduation Rates

Contractor Staff RTI Janice Kelly – IPEDS Project Director Jamie Isaac – Help Desk Supervisor

IT Innovative Solutions, software developer –Mohamad Sakr AIR Liaison –Terry Russell

Introduction of State Coordinators

Recap of IPEDS Data Collection

Most Recent Collection  Spring 2003  Opened March 5  Closed for institutions April 20  Closed for coordinators May 4  Components  Enrollment  Student Financial Aid  Graduation Rates  Finance

Reporting Status Summary Spring 2003 Reporting Status Summary Title IV, as of 5/7/03 EFFGRSSFA N/A No Data Data, not clean Clean4000 Locked/Complete Total6586

Migration Migrated to date: EF = ~76% F = ~65% GRS = ~62% SFA = ~62%

Preliminary Response Rates Early estimates, prior to cleaning up parents/children, partials: EF = ~97.5% F = ~95.2% GRS = ~96.7% SFA = ~96.7%

How did we do???

Server problem Spring collection was extended 4 days due to server time-outs –At times in the last 2 days, there were 700+ concurrent IPEDS users –A small amount of traffic from other NCES surveys –We would really prefer NOT to implement staggered due dates, but…

System problems A few global edits did not run, so institutions were able to lock with errors –Finance – caught during collection –Fall Staff – discovered after migration A few edits did not work properly when the collection opened, but were fixed Special queries were done to identify cases affected

Survey/system design problems Completions – some institutions with no preloaded CIP codes had problems getting started with data entry IC – Student Charges Pt D was not edited enough, causing inconsistencies among item inter- relationships, e.g., room/board

Survey/system design problems EAP/SA/S – problems surfaced with almost all SQs for these 3 surveys Winter, Spring – problems arose with SQs that had been answered in the Fall collection and needed to be changed

Report from the Help Desk

Migration and Data Availability

Peer Analysis System Three levels of data release: –Collection –Institution –Guest

Collection Level Collection level includes data that have been edited by the collection software and partial data (incomplete responses). These data have not been run through quality control procedures, but are suppressed. Accessed with your data collection UserID and Password

Data Available - Collection Level IPEDS –Winter Fall Staff Employees by Assigned Position – Spring Enrollment Finance Student Financial Aid

Institution Level Institution level data are edited, they have been run through NCES quality control procedures, and they are ready for imputation (both total institutional non-response and partial nonresponse). These are also suppressed. Accessed using an institution’s 6-digit IPEDS UnitID as both the UserID and Password.

Data Available - Institution Level IPEDS –Fall 2002 Institutional Characteristics Completions

Data Available - Institution Level IPEDS –Fall 2001 Institutional Characteristics Completions –Winter Employees by Assigned Position Fall Staff (totals only) Salaries (suppressed version) –Spring 2002 Enrollment Finance Student Financial Aid (suppressed version) Graduation Rates (rates only)

More Data - Institution Level IPEDS 1999 Finance 1997 and 1998 Graduation Rates 1997 through 2000

Guest Level Guest level data include data that have been edited, quality controlled, imputed for nonresponse and suppressed. An ED Tab report using the data has been adjudicated and released on the NCES web site.

Data Available - Guest Level IPEDS 1984, 1985, 1986, 1987 –Institutional Characteristics –Fall Enrollment –Completions –Salaries (not collected in 1986) –Finance IPEDS 1990 through 1996 –All surveys IPEDS 1997 and 1998 –Finance and GRS are not included IPEDS –Fall 2000 –Spring 2001 (GRS is not included)

Coming Soon to Guest Level Schedule for adding archived data: IPEDS 1987,1988May-June, 2003 HEGIS 1983June, 2003 HEGIS 1972July, 2003 HEGIS 1982Sept, 2003

Electronic Code Book IPEDS 1998 –Released October 2001 Fall 2000 –Released March 2002 –Includes IC and C Spring 2001 –Expected release date May 2003 –Will include Enrollment, Finance, SFA

Schedule

Schedule IPEDS July 23  IDs and passwords mailed to CEOs if no current ( ) keyholder (Title IV)  IDs and passwords ed to current keyholders July 30  Registration opens  All keyholders must register (once) for the collection cycle keyholder contact information will be preloaded

Schedule IPEDS July 30  ALL IPEDS survey forms, instructions, and import specifications will be posted when the system opens for registration.

Schedule IPEDS August 27  Status of registration determined By September 3  Letter to CEOs if keyholder has not registered name of keyholder request to followup or appoint a new one certificate with UserID and password instructions for changing password

Fall Collection Components:  Institutional Characteristics  Completions Schedule:  September 10 Collection opens  October 22 Collection closes for institutions  November 5 Collection closes for coordinators

Winter Collection Components:  Employees by Assigned Position  Salaries  Fall Staff (required for 2003)  Enrollment (also available in Spring 2004) Schedule:  December 3 Collection opens  January 28 Collection closes for institutions  February 11 Collection closes for coordinators

Spring Collection Components:  Enrollment  Student Financial Aid  Finance  Graduation Rates Schedule:  March 10 Collection opens  April 21 Collection closes for institutions  May 5 Collection closes for coordinators

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

Tips for Coordinators

Coordination Tree Updates  The Coordination Tree is the term we use to describe  who has  what kind of access to  which institutions.

Coordination Tree Updates  Coordinators should review their institution group and access to institutional data.  State coordinators have access to State List of Institutions not Coordinated by Your Office, under the Reports menu.  Updates can be made at any time during the collection periods, but this is a good time to make changes that will be reflected in your coordination plan for all 3 collections next year.

Coordination Tree Updates  You will soon receive an asking for updates.  Please with any updates that you wish to be made.

Keyholder Changes  Keyholder changes can be made by the Help Desk or NCES until June 1 so that UserIDs and passwords can be ed to newly appointed keyholders in July.

File Upload  Uploading a data file is an alternative method of reporting besides manually inputting your data into the data collection system

File Upload  There are predetermined layouts for each survey  fixed-length text file  comma-delimited file  Both types are offered for all surveys

File Upload  The record layouts are available in the data collection system, as well as on the IPEDS web site   The layouts may change based on revisions to the survey forms.

File Upload  schedule  Import specifications for all three data collections will be available by July 30, 2003

File Upload Help us test File Upload  send us your files and we will test them for you  helps make sure that you are using the right format, as well ensure that our programs are working correctly

Title IV Compliance

All Title IV institutions are required to respond to IPEDS

Statutory Mandate Section 490 of the Higher Education Amendments of 1992 (P.L ) requires that “… institutions will complete surveys conducted as part of the Integrated Postsecondary Education Data System (IPEDS)...in a timely manner and to the satisfaction of the Secretary.”

Which means… Institutions are required to complete all of the IPEDS surveys in order to satisfy the requirements of the HEA. Full and complete responses will be required - an institution must “lock” a survey to be considered a respondent.

Nonrespondent Lists During the collection year, NCES must compile a list of non- respondents to each of the surveys. Nonrespondent lists are verified and forwarded to the office of Federal Student Aid, within 45 days of closeout, for appropriate action.

FSA List – Fall 2002 Fall Noncompliance List to FSA  Total = 224 institutions IC only 22 C only 138 Both 64

FSA List – Winter Winter Noncompliance List to FSA  Total = 105 institutions EAP only 55 SA only 25 Both 25

Consequences of Noncompliance An institution’s failure to submit data could jeopardize its participation in the federal student aid programs authorized by Title IV. Or, the Department may fine an institution any amount, up to $27,500, for each statutory or regulatory violation.

Past Performance FSA has already sent warning letters to over 100 institutions (nonrespondents to 2000/2001 IPEDS) Fine notices sent to 5 institutions – range from $13,000- $17,000 One institution received a termination notice

What you’ll see in the future…  An increased emphasis on reporting compliance  Followup communications from IPEDS  Communications from the office of Federal Student Aid

Discussion Items Special encounters of the 3 rd kind: Parent/child reporting EAP/SA/S – who are the faculty? IC/EF/C – will levels/enrollment match? EF/GRS/SFA – who are FTFT students? What time is it? Census dates Residency of overseas HS

Changes For

IPEDS Architecture  Registration and all three data collections will be integrated into ONE system for ease of maintenance  Mostly transparent to users

Correction of Prior Year Data  Correction of survey data will be possible during collection.  Only data collected in will be available for correction

Correction of Prior Year Data  Call Help Desk to get survey unlocked one level  Data will need to be edited, locked, and remigrated  Corrected/revised data will be available through PAS

Customizing Screens  Screening questions (SQs) are used to determine survey applicability or to generate customized data screens  SQs may be asked during the same collection (eg, special CIPs on EF, sports on GRS)  SQs from a previous collection may also be used (eg, IC cohort question for GRS, IC SQ for Salaries applicability)

Screening Questions  Next year we’ll provide information with each question as to how it will be used  PLEASE read these questions carefully, because incorrect answers cause problems  KHs will need to call the Help Desk to get SQ responses from previous collections changed so that correct surveys and screens can be generated by the system

In general…  We will continue to introduce further customization of screens to lessen institutional burden.

In general…  Data items that were optional in will be mandatory in

Changes in Reporting  Changes in reporting requirements will be posted in advance on the IPEDS website.  All survey items, instructions, import specs will be posted by the time the registration system opens on July 30. 

Fall 2003 Collection  Institutional Characteristics  New items:  address of CEO  To facilitate communications; will not be output on files  Link to institution’s Mission Statement (or short text description of same)

Fall 2003 Collection  Institutional Characteristics  New edits in Pt D, Student Charges  New, shorter version of the survey for private, <2-yr institutions  Burden reduction

Spring 2004 Collection  Student Financial Aid  No changes

Fall 2003 Collection  Completions  New, easier-to-use CIP selection screen with enhanced program search utility  Optional reporting using CIP2000 The new SEVIS reporting system (US Immigration and Naturalization Service) requires that institutions use CIP2000 now. IPEDS will make reporting using CIP2000 available next year, so that schools do not need to maintain two CIP versions…

Completions  Respondents will specify which CIP version they’re submitting  Data will be stored in the data collection system in the version in which they were submitted  Data printed out or downloaded will be returned as submitted  1990 CIP codes will be converted to CIP2000 codes for data release (Peer Analysis System, etc)

1990CIP data Collection System CIP2000 data PAS Migration CIP2000 data How CIP conversion will work

CIP:2000 Implementation Schedule NEW –OPTIONAL for Completions, Fall 2003 (awards conferred between July 1, 2002 and June 30, 2003) –OPTIONAL for Completions, Fall 2004 –MANDATORY for Enrollment, Winter (data on selected CIPs for OCR) –MANDATORY For Completions, Fall 2005

Resources Resources available: CIP:2000 Manual in.pdf format Electronic version with indices, search capabilities, crosswalks, downloadable Access and Excel files

Winter Collection  Employees by Assigned Position (EAP)  Salaries (SA)  Fall Staff (S)

What happened in EAP: –Unexpected types of employees reported under the faculty status columns –Less than 4-year institutions reported medical school data –More graduate assistants than other staff (faculty/non-faculty) employed at some institutions

Employees by Assigned Position  Faculty status cells for the following four job categories will no longer be applicable: –Technical and paraprofessionals –Clerical and secretarial –Skilled crafts –Service/Maintenance  Medical school pages  Will be applicable to 4-year and above institutions only

Salaries (SA) SA exclusion question asked on IC (e.g., all part-time, military, etc.) will be restructured into a 4-part question Contract length/teaching period SQ will be restructured into a 2-part question: –Do you have FT instructional faculty? –If yes, specify contract lengths/ teaching periods

Salaries (SA) Housing, tuition benefit questions will be restructured into a 3-option format: –Do you offer housing/tuition benefits? No, no housing/tuition benefits Yes (restricted), Yes (not restricted)

Fall Staff (S)  Required in  Contract length/teaching period SQ will be restructured into a 2-part question : –Do you have FT faculty? –If yes, specify contract lengths/ teaching periods

Winter Collection  Enrollment (also available in Spring 2004)  Age – required  Residence – optional

Enrollment Survey  Proposal: Collect detail (not totals) on FT, PT undergraduate pages in Part A Item Description Current Data Source Proposed Data Source 1 First-time, first-year, degree/certif-seeking Reported 2 Other degree/certif- seeking Calculated (3-1) Reported 3 TOTAL degree/certif- seeking ReportedCalculated (1+2) 4 Non-degree/certif- seeking Calculated (5-3) Reported 5TOTAL ReportedCalculated (3+4)

Enrollment Survey  2 new items  Fall-to-fall retention for prior year full-time and part-time entering cohort (first-time, degree/certificate-seeking undergraduate students)

Spring 2004 Collection  Graduation Rates  4-yr institutions - report on a 1997 cohort  <4-yr institutions – report on a 2000 cohort

Graduation Rates  Replace transfer-out mission SQ with statement that informs respondents that if they do have such a mission, they are expected to report transfer- out data if they have it available  Delete collection of time-to-degree for bachelor’s completers from the other- than-bachelor’s subcohort (Section III)

Finance What’s the Deal with the New GASB?

Why the New Form?  Financial Accounting Standards Board  Governmental Accounting Standards Board  Change in accounting standards

3-Year Phase-in  2 more years to go  Largest institutions first  Last institutions will phase in for Spring 2005 (fiscal year 2004)

Basic Differences New form has statement of net assets (SNA) information (i.e., assets, liabilities, net assets) New form covers all funds, not just current (now includes plant, endowment, and loan funds) New form does not ask for endowment fund balances

Basic Differences (cont’d) Discounts and allowances (scholarships used to pay tuition) Breakdown of expenses by natural classification (salaries and wages, benefits, depreciation, other)

What happened? New GASB respondents: 1,279 in Spring 2003

Finance problems, Spring 2003 Some global edits did not run (technical problem), so we found cases where: –Totals weren’t entered –Discounts and allowances amounts were too high for scholarships reported –New FASB form – allocation of operation and maintenance of plant expenses was confusing Schools within systems that cannot present SNA data are now child reporters

Upcoming changes New FASB expense reporting form no longer optional –Matrix format of functional and natural classifications

Upcoming Changes Public and private, not-for-profit institutions will be asked to report endowment assets (optional Spring 2004, mandatory Spring 2005) –Market value at beginning and end of year

Technical Review Panels

Technical Review Panels - Last Year TRP #1 -Clustering – Parent/child reporting TRP #2 - “Let’s Make IPEDS Work for Community Colleges” TRP #3 - IPEDS Jeopardy

This Year TRP #4 – Graduation Rates TRP #5 – Item changes for TRP #6 – Derived Variables

Format Overall TRP has about 40 members –States - Contractors –Institutions- Feds –Associations Each TRP meeting will have about 20 attendees 1½ day workshops

TRP #1 -Clustering Held July 11 & 12, 2002 Looked at how institutions are responding Addressed issues posed by parent/child reporting –How to deal with combined reporting – should we be consistent? –Impact on COOL and PAS

TRP #1 -Clustering Consensus was to eliminate as much combined reporting as possible –Combined reporting among institutions that have different Program Participation Agreements is NOT allowed –Eventually NCES hopes to eliminate all combined reporting except for Finance Read the report at

TRP #2 - Community College Issues Held October 28 & 29, 2002 Non-credit enrollment Continuing education Work-force development Measuring “success” or “goal achievement” How IPEDS should collect some data differently

TRP #3 - IPEDS Jeopardy Held December 3 & 4, 2002 What is Distance Education? How do we measure activity? What is a first-professional program? How do we implement r/e on GRS? COOL – what else do we include?

TRP #4 – Graduation Rates Held April 23 & 24, 2003 Are we collecting the data that we want? Are we collecting too much data? Do we need comparable data across institutions? What is the impact of data suppression on release? What should be put on IPEDS COOL?

TRP #4 – Graduation Rates Recommendations: Replace R/E/G collection for long programs with one number Look into allowing voluntary reporting of full-year cohorts by term-based institutions IPEDS COOL – –150% graduation/completion rate –4-yr, 5-yr, 6-yr rates for bachelor’s completers

TRP #4 – Graduation Rates Recommendations: Ideas for data release: –Tweak the current suppression algorithm –Add aggregate records to suppressed data file –Add rates to suppressed data file –Remove unitids from unsuppressed file –Put out 2-yr average file, with years not specified

TRP #5 – Item Changes Target Summer 2003 Will pull together recommendations from TRP#2 – Community Colleges and TRP#3 – Jeopardy Will include ½ day session on Medical Schools

TRP #6 – Derived Variables Target Fall 2003 What derived variables would aid in the use of IPEDS data through the web-based data access tools?

Race/Ethnicity

NCES will advise the postsecondary education community as soon as resolution is reached –“What’s New” –“This Week in IPEDS” Keep posted at