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Session #45 Integrated Postsecondary Education Data System (IPEDS) Jan Plotczyk, NCES
Session #45
Integrated Postsecondary
Education Data System (IPEDS)
Jan Plotczyk,NCES
AgendaAgenda• IPEDS data collection
– 2007-08 collection schedule– 2007-08 changes– 2008-09 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 UsedAcronyms 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 ComponentsIPEDS 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 ToolsIPEDS 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 IPEDS Data CollectionData Collection
Collection scheduleCollection schedule2007-082007-08
RegistrationRegistration
Registration opened August 1 4
UserIDs to KHs August 1 4
Survey materials posted August 1 4
Status of registration taken August 29
Letters to CEO (if KH not registered)
August 31
X
X
X
Fall CollectionFall Collection
SurveysInstitutional CharacteristicsCompletions12-month Enrollment
Collection open September 5
Keyholder close October 17
Coordinator close
October 31
Winter CollectionWinter Collection
SurveysHuman Resources (required)Fall Enrollment (available)Finance (available)
Collection open
December 5
Keyholder close
January 23
Coordinator close
February 6
Spring CollectionSpring Collection
Surveys
Fall Enrollment FinanceStudent Financial AidGraduation Rates
Collection open March 5
Keyholder close April 16
Coordinator close April 30
Followup scheduleFollowup schedule
Email to KH (collection open) OpenLetter to CEO (no registered KH) Close – 4wksEmail to KH (no data) Close – 4wksPhone to CEO (no registered KH) Close – 3wksPhone to CEO/KH (no data) Close – 2wksEmail to KH (no data, not locked) Close – 2wksEmail to KH (no data, not locked) Close – 1wk
Changes for 2007-08
Changes for 2007-08Changes for 2007-08
• See following screens for information about which changes are mandatory for 2007-08
• No race/ethnicity changes for 2007-08
Institutional CharacteristicsInstitutional 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
EnrollmentEnrollment• 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 2007-08
EnrollmentEnrollment• 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 2007-08
Graduation RatesGraduation 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
2008-09 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• http://a257.g.akamaitech.net/
7/257/2422/01jan20071800/edocket.access.gpo.gov/2007/pdf/E7-20613.pdf
Race/ethnicityRace/ethnicity
Institutions notified
• This Week in IPEDS, wk of 10/22• Newsflash• Posted on website
– http://nces.ed.gov/IPEDS/news_room/– Newsroom, Announcements & Alerts
• WEBINAR: http://www.airweb.org/?
page=843
Race/ethnicity – some historyRace/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 2010-11 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 aliens2. Race/ethnicity unknown
3. Hispanics of any race
For non-Hispanics only:4. American Indian or Alaska Native5. Asian6. Black or African American7. Native Hawaiian or Other Pacific Islander8. White9. 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• 2008-09 and 2009-10
– Optional years• 2010-11
– Mandatory year for EF, HR– 3rd optional year for C, E12, GRS
• 2011-12– 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 timelineHR, EF C, E12, GRS
2008-09, 2009-10
Current (5+2)New (7+2)Mixed (5+7+2)
Current (5+2)New (7+2)Mixed (5+7+2)
2010-11 New (7+2) Current (5+2)New (7+2)Mixed (5+7+2)
2011-12 New (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
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 2007-08 data
collection we’ll release them then
• Else, should have them for 2008-09 data collection
Keyholder responsibilities
Keyholder Responsibilities• Register, and keep contact
information current–Receive all email 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 email 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 2002-03, 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
$1,241,000
$370,000
$175,500$76,250
$67,500$0
$200,000
$400,000
$600,000
$800,000
$1,000,000
$1,200,000
$1,400,000
2002-03
2003-04
2004-05
2005-06
2006-07
Fines
7839 39
11 60
50
100
150
200
250
300
350
400
450
2002-03
2003-04
2004-05
2005-06
2006-07
Total# Warned# Fined
FSA Noncompliance Actions: Institutions Fined, Warned
2006-07 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 email/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
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: http://airweb.org/
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
• http://www.airweb.org/?page=838
What’s next?• Video enhanced webinars• Podcasts – 10-15 min• More online courses
–Advanced IPEDS–New Keyholders
IPEDS IPEDS Data Use ToolsData Use Tools
College NavigatorCollege Navigator
COOL’s successor….COOL’s successor….• College Navigator • Located at
http://collegenavigator.ed.gov
College NavigatorCollege 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 alsoBut also• Offers users valuable new
information about colleges and universities
• Does so in a way that is vastly more user-friendly
New Features - SearchNew Features - Search• Search toolbar on every page
–Modify or change search from any page
• Guided search feature• Search by name and AKA
New Features - SearchNew 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 & New Features – Compare & FavoritesFavorites
• 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 & New Features - Save & ExportExport
• Save sessions and receive an email with a link back to session
• Export search results to easily-used formats, such as Excel
Plans for the futurePlans for the future• Continuing improvements in
content and function• Spanish version in the coming
months• Please send ideas, suggestions to
New IPEDS WebsiteNew IPEDS Website
Redesign of IPEDS WebsiteRedesign of IPEDS Website• http://nces.ed.gov/ipeds/• Released in early May 2007
Redesign of IPEDS WebsiteRedesign 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 & Data Feedback Report & Executive Peer ToolExecutive Peer Tool
DFR & ExPTDFR & ExPT
• 2007 report emailed to KHs in mid-October and mailed to CEOs in late October
• 2007, 2006, 2005 reports available through ExPT at http://nces.ed.gov/ipedspas/
DFR & ExPT 2007DFR & ExPT 2007
• Enhanced ExPT –Add new figures (ExPT only)–Upload comparison group files–Replicate full version of DFR in .pdf
New figures for ExPTNew 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 SystemPeer Analysis System
New FeaturesNew 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
PAS – Report Template SFA
Downloaded version
Wrap Up Q&A
Contact InformationWe appreciate your feedback and
comments. We can be reached at:
202-502-7459
IPEDS Help Desk IPEDS Tools Help [email protected] [email protected] 1-866-558-0658
