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									An Update on Recent
   Developments &
  Future Directions
   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
• Roslyn Korb - Postsecondary Cooperative
                System, Analysis and
       Postsecondary Institutional
                 Studies Program
• Susan Broyles - Program Director

• Samuel Barbett – Team Leader, File
 development, data quality and
• 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

• Cathy Statham - Finance
• Andrew Mary - Graduation Rates
                 Contractor Staff

• 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 2002-03
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
                      EF      F     GRS SFA
N/A                    221    612      941 764
No Data                 56    151       84 155
Data, not clean        103    134      103  39
Clean                     4      0       0   0
Locked/Complete      6202 5689 5458 5628
Total                6586 6586 6586 6586

Migrated to
EF = ~76%
F =   ~65%
GRS = ~62%
SFA = ~62%
      Preliminary Response Rates

Early estimates, prior to
cleaning up parents/children,
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,
                        System problems

• A few global edits did not run, so
  institutions were able to lock with
  – Finance – caught during collection
  – Fall Staff – discovered after migration
• A few edits did not work properly
  when the collection opened, but were
• 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
• 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
• Accessed with your data collection
  UserID and Password
 Data Available - Collection Level

• IPEDS 2002-03
 – Winter 2002-03
   • Fall Staff
   • Employees by Assigned Position
 – Spring 2002-03
   • 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
• Accessed using an institution’s 6-digit
  IPEDS UnitID as both the UserID and
Data Available - Institution Level
• IPEDS 2002-03
 – Fall 2002
   • Institutional Characteristics
   • Completions
Data Available - Institution Level
• IPEDS 2001-02
  – Fall 2001
    • Institutional Characteristics
    • Completions
  – Winter 2001-02
    • 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 2000-01
  – Fall 2000
  – Spring 2001 (GRS is not included)
           Coming Soon to Guest Level
Schedule for adding archived data:

•   IPEDS 1987,1988      May-June, 2003
•   HEGIS 1983           June, 2003
•   HEGIS 1972           July, 2003
•   HEGIS 1982           Sept, 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 IPEDS 2003-04
July 23
   IDs and passwords mailed
    to CEOs if no current (2002-03)
    keyholder (Title IV)
   IDs and passwords emailed
    to current keyholders
July 30
   Registration opens
   All keyholders must register (once) for the
    2003-04 collection cycle
    • keyholder contact information will be preloaded
          Schedule IPEDS 2003-04
July 30
   ALL IPEDS 2003-04 survey forms,
    instructions, and import specifications will
    be posted when the system opens for
           Schedule IPEDS 2003-04
August 27
   Status of registration

By September 3
   Letter to CEOs if keyholder has not
    •   name of 2002-03 keyholder
    •   request to followup or appoint a new one
    •   certificate with UserID and password
    •   instructions for changing password
                               Fall Collection
 Institutional
 Completions

 September 10 Collection opens
 October 22        Collection closes for institutions
 November 5        Collection closes for
                          Winter Collection

 Employees by Assigned Position
 Salaries
 Fall Staff (required for 2003)
 Enrollment (also available in Spring 2004)
 December 3      Collection opens
 January 28      Collection closes for institutions
 February 11     Collection closes for coordinators
                          Spring Collection
 Enrollment
 Student Financial Aid
 Finance
 Graduation Rates
 March 10 Collection opens
 April 21     Collection closes for institutions
 May 5        Collection closes for coordinators
                        Followup Schedule

Email to KH (collection open)          Open
Letter to CEO (FSA list)               Close – 4wks
Letter to CEO (no registered KH)       Close – 4wks
Email to KH (no data)                  Close – 4wks
Phone call to CEO (no registered KH)   Close – 3wks
Phone call to CEO/KH (no data)         Close – 2wks
Email to KH (no data)                  Close – 2wks
Email to KH (not locked)               Close – 2wks
Email to KH (no data)                  Close – 1wk
Email 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 email asking for
 Please email ipedshelp@rti.org 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 emailed 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
                          File Upload
 The record layouts are available in
  the data collection system, as well as
  on the IPEDS web site
   http://nces.ed.gov/ipeds/web2000/importsp.asp

 The layouts may change based on
  revisions to the survey forms.
                               File Upload

 2003-04 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
Title IV Compliance
 All Title IV
are required
  to respond
   to IPEDS
              Statutory Mandate

• Section 490 of the Higher Education
  Amendments of 1992 (P.L. 102-325)
  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
             Nonrespondent Lists

• During the 2003-04 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 2002-03

• 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
                  Past Performance
• FSA has already sent warning
  letters to over 100 institutions
  (nonrespondents to 2000/2001
• 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

   Followup communications from IPEDS
   Communications from the office of
    Federal Student Aid
                   Discussion Items
  Special encounters of the 3rd 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
 Mostly transparent
  to users
  Correction of Prior Year Data
 Correction of 2002-03 survey data
  will be possible during 2003-04
 Only data collected in 2002-03 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
  of screens to
                 In general…

 Data items
  that were
  optional in
  2002-03 will
  be mandatory
  in 2003-04.
              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.
 http://nces.ed.gov/ipeds/webbase.asp
                       Fall 2003 Collection
 Institutional Characteristics
   New items:
     E-mail address of CEO
        To facilitate communications; will not be output on
     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
     • IPEDS will make reporting using CIP2000
       available next year, so that schools do not
       need to maintain two CIP versions…
 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)
               How CIP conversion will work

1990CIP data

                CIP2000 data



                                 CIP2000 data
CIP:2000 Implementation Schedule
• NEW - 2003-04
  – OPTIONAL for Completions, Fall 2003
   (awards conferred between July 1, 2002 and
    June 30, 2003)

• 2004-05
  – OPTIONAL for Completions, Fall 2004
  – MANDATORY for Enrollment, Winter 2004-05
    (data on selected CIPs for OCR)

• 2005-06
  – MANDATORY For Completions, Fall 2005
• Resources available:

• CIP:2000 Manual in .pdf format

• Electronic version with indices,
  search capabilities, crosswalks,
  downloadable Access and Excel files

    Winter 2003-04 Collection

 Employees by Assigned Position (EAP)
 Salaries (SA)
 Fall Staff (S)
   What happened in 2002-03

• EAP:
  – Unexpected types of employees
    reported under the faculty status
  – 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
  –   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
• Contract length/teaching period SQ
  will be restructured into a 2-part
  – 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
  – Do you offer housing/tuition benefits?
    • No, no housing/tuition benefits
    • Yes (restricted),
    • Yes (not restricted)
                         Fall Staff (S)
 Required in 2003-04
 Contract length/teaching period SQ
  will be restructured into a 2-part
  – Do you have FT faculty?
  – If yes, specify contract lengths/
    teaching periods
       Winter 2003-04 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 Proposed
                                   Source       Data Source
  1      First-time, first-year,   Reported     Reported
  2      Other degree/certif-      Calculated   Reported
         seeking                   (3-1)
  3      TOTAL degree/certif-      Reported     Calculated
         seeking                                (1+2)
  4      Non-degree/certif-        Calculated   Reported
         seeking                   (5-3)
  5      TOTAL                     Reported     Calculated
                       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
              Spring 2004 Collection
 Graduation Rates

   4-yr institutions - report on a 1997

   <4-yr institutions – report on a 2000
                   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)

What’s the Deal with the
      New GASB?
             Why the New Form?

 Financial Accounting Standards
 Governmental Accounting
  Standards Board
 Change in accounting standards
                         3-Year Phase-in

 2 more years to go

 Largest institutions

 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
                  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
Technical Review Panels
Technical Review Panels - Last Year

TRP #1 - Clustering – Parent/child
TRP #2 - “Let’s Make IPEDS
             Work for Community
   TRP #3 - IPEDS Jeopardy
                           This Year

TRP #4 – Graduation Rates
•   TRP #5 – Item changes for
•   TRP #6 – Derived Variables

Overall TRP has about 40 members
  – States            - Contractors
  – Institutions      - Feds
  – Associations

• Each TRP meeting will have about 20
• 1½ day workshops
               TRP #1 - Clustering
Held July 11 & 12, 2002
• Looked at how institutions are
• 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
  – 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
  • 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
• Are we collecting too much data?
• Do we need comparable data across
• What is the impact of data
  suppression on release?
• What should be put on IPEDS COOL?
    TRP #4 – Graduation Rates
• Replace R/E/G collection for long
  programs with one number
• Look into allowing voluntary reporting
  of full-year cohorts by term-based
  – 150% graduation/completion rate
  – 4-yr, 5-yr, 6-yr rates for bachelor’s
    TRP #4 – Graduation Rates
• 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
        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
   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?
• NCES will advise the postsecondary
  education community as soon as
  resolution is reached
  – “What’s New”
  – “This Week in IPEDS”

• Keep posted at

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