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IPEDS Users Guide 2010-11

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IPEDS Users Guide 2010-11 Powered By Docstoc
					Integrated Postsecondary Education Data System
                    (IPEDS)




   Users Guide for 2010-2011 Web Collection




                   Prepared by

California Community Colleges Chancellor's Office
               December 2010
                                             IPEDS Data Collection
  What is in this guide?
  This guide contains information about the IPEDS data collection. It is divided into the following sections.
Section 1.        The Big Picture
                         About IPEDS
                         Roles and Responsibilities and Getting Help
                         Descriptions of IPEDS surveys and Key Dates
                         Highlights of changes for 2010-2011

Section 2.        Requirements for using IPEDS
                         Registration, userids and passwords
                         Locking tree

Section 3.        General Administration
                  This section includes instructions for:
                         Registration in IPEDS
                         Performing Edit Checks
                         Tools
                         Reports
                         Locking your data
                         Help

Section 4.        College/District Data Entry Instructions
                  Each college of district is responsible for entering data for the following surveys:
                  Institutional Characteristic
                  Faculty Benefits
                  Finance

Section 5.        Chancellor’s Office Uploads
                  Information that will be uploaded by the Chancellor‟s Office in bulk for the
                  following surveys:
                  Completions
                  12-Month Enrollment
                  Human Resource Survey
                  Fall Enrollment
                  Student Financial Aid
                  Graduation Rate Survey
                  Graduation Rate 200 Survey




                                                                                                                Page | 1
Section 1. Big Picture

About IPEDS
National Center for Education Statistics (NCES) has established the Integrated Postsecondary Education Data
System (IPEDS) as its core postsecondary education data collection program (prior to IPEDS some of the same
information was collected by the Higher Education General Information Survey-HEGIS). It is a single,
comprehensive system that encompasses all identified institutions whose primary purpose is to provide
postsecondary education.

IPEDS consists of institution-level data that can be used to describe trends in postsecondary education at the
institution, state and/or national levels. For example, researchers can use IPEDS to analyze information on 1)
enrollments of students, undergraduate, first-time freshmen, graduate and first-professional students by
race/ethnicity and gender; 2) institutional revenue and expenditure patterns by source of income and type of
expense; 3) salaries of full-time instructional faculty by academic rank and tenure status; 4) completions (awards)
by type of program, level of award, race/ethnicity, and gender: 5) characteristics of postsecondary institutions,
including tuition, room and board charges, calendar systems, etc.; 6) status of postsecondary vocational education
programs; and 7) other issues of interest.




Mandatory Reporting for Institutions with Program Participation
Agreements
Compliance Notice: Mandatory Reporting Requirements for Institutions with Program Participation
Agreements.
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”. Thus, reporting to IPEDS is mandatory for
institutions that participate in or are applicants for participation in any federal financial assistance program
authorized by Title IV of the Higher Education Act (HEA) of 1965, as mandated by 20 USC 1094(a)(17). Each
year, the Office of Federal Student Aid (FSA) issues fine notices to institutions for not completing their IPEDS
surveys. According to FSA, an institution‟s failure to complete and submit all surveys is a serious violation of its
obligations under the HEA, and appropriate action will be taken.




                                                                                                             Page | 2
Roles and Responsibilities
Data are submitted to IPEDS for California Community Colleges by both the Chancellor‟s Office and by
college/district staff.

Who does what?

                      Chancellor's Office:         College / District:
Fall Collection      Completions                 Institutional Characteristics
                     12-Month Enrollment

Winter               Human Resources             Part F, Benefits portion of Human
Collection                                         Resource
                                                  Finance (optional)

Spring               Fall Enrollment             Finance
Collection           Student Financial Aid        (all parts)
                     Graduation Rate Survey
                     Graduation Rate 200
                      Survey



Who to contact for help
For more          IPEDS help desk:                    email: ipedshelp@rti.org
information:                                          877-225-2568

                  CCCCO IPEDS Coordinator:           Debbie Gutierrez 916.327.5903
                                                     Jacob Schluter 916.327.5893
                                                     email:cccipeds@cccco.edu

                  IPEDS website:                      http://www.nces.ed.gov/ipeds/




                                                                                                       Page | 3
Description of IPEDS Surveys

FALL              (IC) This survey contains institutional names and addresses; telephone
Institutional     numbers; room and board charges; tuition and required fees; control or
Characteristics   affiliation; calendar system; levels of awards offered; types of programs; and
                  accreditation for all postsecondary education institutions in the United States
                  and outlying territories. Beginning in 2000, the IC survey collects the
                  Institutional Pricing data from institutions with first-time, full-time,
                  degree/certificate-seeking undergraduate students. This information is
                  displayed on the IPEDS College Navigator college search website. IC surveys
                  prior to 2000 collected instructional activity and unduplicated headcount data,
                  which are now collected on the Fall enrollment survey. The collection of the
                  mission statement becomes mandatory in Fall 2004.

                  Timeframe: Academic Year 2010-2011

Completions       ( C ) This survey collects degree completions by level (associate's, bachelor's,
                  master's, doctor's, and first-professional) and other formal awards by length of
                  program, by race/ethnicity and gender of recipient, and by 6-digit CIP code.
                  Started in 2001, completers of double majors by degree level, by
                  race/ethnicity and gender of recipient, and by 6-digit CIP code will also be
                  requested.

                  Timeframe: Academic Year 2009-2010

12_Month          This Survey collects unduplicated student counts and instructional activity for
Enrollments       an entire 12-month period which is needed to compute a standardized, full-
                  time equivalent (FTE) enrollment statistic for the entire academic year. FTE
                  is useful for gauging the size of the educational enterprise at the institution.

                  Timeframe: Academic Year 2009-2010




                                                                                                     Page | 4
WINTER       This survey can be completed either in the Winter or Spring collections. Due
Enrollment   to Community Colleges District data submission timeline, we complete this
             survey in the Spring Collection. See Spring section for details.

Finance      Finance survey can be completed either in the Winter or Spring collection
             period.

             This survey collects each institution's current fund revenues by source (e.g.,
             tuition and fees, government, gifts); current fund expenditures by function
             (e.g., instruction, research); assets and indebtedness; and endowment
             investments. Data are collected annually. Beginning in 1997, Finance data are
             collected in different formats based on the institution's accounting standards
             (FASB or GASB). Data are collected annually.

             Timeframe: Fiscal Year 2009-2010

WINTER       Employees by Assigned Position (EAP) section (Part A, B, C). EAP is
Human        applicable to all institutions and administrative offices. The primary purpose
Resources    of EAP is to collect the number of staff by employment status (full time and
             part time), faculty status, and primary function/occupational activity.

             Salaries section (Part D, C, E, F). Salaries is applicable to degree-granting
             institutions unless one or more of the following are true:

                   All instructional staff are employed on a part time basis.
                   All instructional staff are military personnel.
                   All instructional staff contribute their services (e.g., are members of a
                    religious order).
                   All instructional staff teach pre-clinical or clinical medicine

             The primary purpose of Salaries is to collect the number of full-time
             instructional staff by contract length/teaching period (less-than-9-month,
             9/10-month, and 11/12-month), gender, and academic rank. Salary outlays
             and fringe benefits are also collected for full-time instructional staff on 9/10-
             and 11/12-month contracts/teaching periods.

             Fall Staff (Part G, H, I, J, K, L) is applicable to degree-granting institutions
             and administrative offices that have 15 or more full-time employees. The
             primary purpose of Fall Staff (long version) is to collect the number of staff
             by employment status (full time and part time), gender, race/ethnicity, faculty
             status, contract length/teaching period, academic rank, salary class intervals,
             primary function/occupational activity, and newly hired full-time permanent
             employees.

             Timeframe: Fall 2010




                                                                                                 Page | 5
SPRING          This component collects Fall data on full- and part-time enrollments by level
Enrollment      (undergraduate, first-professional, and graduate), and by race/ethnicity and
                gender of student. Age and state of residence distributions are also collected
                Starting in 2001, unduplicated headcount for the prior academic year by level
                of student, and by race/ethnicity and gender of student will also be requested,
                as will total number of students in the entering class. Data for calculating fall
                to fall retention rates for full-time and part-time students are also collected.

                Timeframe: Fall 2010 & Fall 2009

Student         (SFA) This survey collects the number and percent of full-time, first-time,
Financial Aid   degree/certificate-seeking undergraduate students receiving student financial
                aid, by type of aid. These are displayed on the IPEDS College
                Navigator college search website. Data are collected annually.


                Timeframe: Academic Year 2009-2010, 2008-2009, 2007-2008



Graduation      (GRS) This survey collects the number of students entering the institution as
Rate Survey     full-time, first-time, degree or certificate-seeking in a particular year (cohort),
                number completing within 150% of normal time to program completion;
                number transferred to other institutions; number of students receiving
                athletically-related student aid in the cohort and number completing within
                150% of normal time. This survey was developed to help institutions comply
                with requirements of Student Right-to-Know. Data are collected annually.

                Timeframe: Fall 2007 thru Spring 2010

Graduation      (GRS) This survey collects the number of students entering the institution as
Rate 200        full-time, first-time, degree or certificate-seeking in a particular year (cohort),
                number completing within 100% and 200% of normal time to program
                completion. The primary purpose of the IPEDS GR200 component is to
                collect more extensive data on graduation rates as required by HEOA.

                Timeframe: Fall 2006 thru Spring 2010




                                                                                                      Page | 6
Key IPEDS Dates
When are the    Fall 2010
collection         September 8, 2010 through October 20, 2010 for keyholders
periods?            September 8, 2010 through November 3, 2010 for coordinators

                Winter 2010 – 2011
                   December 8, 2010 through January 26, 2011 for keyholders
                    December 8, 2010 through February 9, 2011 coordinators

                Spring 2011
                   December 8, 2010 through April 13, 2011 for keyholders
                    December 8, 2010 through April 27, 2011 for coordinators


Chancellor’s    The final upload of data by the Chancellor‟s Office will take place on the
Office upload   Monday prior to the close of the collection period for keyholders.
cutoff




                                                                                             Page | 7
Highlights of changes for 2010-2011
Fall         Fall Enrollment
Enrollment
Part A              In Part A, Fall Enrollment by Race/Ethnicity and Gender, for public 2-year
                and less than 2-year nondegree-granting institutions only, the column for non-
                certificate-seeking students will be reinstated. This is necessary in order to
                distinguish between certificate-seeking students and the large numbers of dual
                enrolled students (non-certificate-seeking students) reported by these sectors.

             Reminders:

                     Use of the new CIP 2010 will be mandatory for all IPEDS reporting in 2010-
             11 as follows:

                        o   Completions, awarded between July 1, 2009 and June 30, 2010
                        o   2010 Fall Enrollment for Selected Fields of Study (4-yr institutions
                            only)
                        o   2010 Price of Attendance by Program (for program reporters only)

                Additional information can be found at the CIP user site.

                   Reporting using the new race and ethnicity categories will be mandatory in
                2010-11 for the following components:
                       o Fall Enrollment
                       o Human Resources (the Fall Staff section collecting race and ethnicity
                            is optional in 2010-11)

                Old and mixed categories may be used for one additional year of reporting for
                Completions, 12-month Enrollment, and Graduation Rates.

                Additional information can be found at the race/ethnicity information center and
                here, see (4) Change race/ethnicity

                   Use of the new post baccalaureate degree categories will be mandatory in
                2010-11. This means that the First-professional Degree and Certificate categories
                will disappear completely from IPEDS reporting. This affects the following
                components, for 4-year institutions only:
                         o Institutional Characteristics
                         o Completions
                         o 12-month Enrollment
                         o Fall Enrollment

                Additional information can be found here, see (2) Eliminate first-professional
                degree category.

                    Use of the aligned Finance forms for GASB and FASB reporters will be
                mandatory in 2010-11 for reporting on the 2010 fiscal year. Additional
                information can be found here, see (3) Revise IPEDS Finance.


                                                                                                    Page | 8
Section 2. Requirements for using IPEDS

Requirements      In order to use IPEDS, your institution must have a designated keyholder, and
for using         at least one user ID and password.
IPEDS


Registration      All institutions will be required to register for 2010-11 data collection cycle.

August 4, 2010    IDs and passwords for the upcoming collection cycle will be distributed to
                  all institutions. Those with designated keyholders and coordinators will
                  receive information via email. All institutions for which there is no
                  designated keyholder will receive a letter directed to the CEO containing
                  registration information
August 4, 2010
                  Registration Opens
August 25, 2010
                  NCES will review the registration status of each institution. If an institution
                  has not registered as of this date, a letter will be sent to the CEO requesting
                  appointment of a new keyholder.




Additional        Passwords for additional users can be obtained through IPEDS by logging in
users             first, then clicking the “Tools” menu selection.




                                                                                                     Page | 9
Locking Tree (also called Coordination Tree)

As part of the web-based collection, districts and colleges have options as to how they wish to input and lock
data. The configuration of access is called the locking tree.


Access            Each user is assigned an access capability from the following options:
Capability for
users

                           If you have……                             Then you can…
                  Lock Capability                         View, modify and lock IPEDS data
                                                          submittals
                  View Capability                         View IPEDS data but cannot lock or
                                                          modify data.
                  Update Capability                       Enter and view IPEDS data but
                                                          cannot lock.


Access            For districts with more than one college, one user may have Coordinator
Capability for    status. A coordinator may have any of the above access capabilities to the
Coordinators      schools he/she coordinates. Coordinators also have an additional 2 weeks to
                  review data after the close of the collection period.

State level       The IPEDS Coordinator at the Chancellor‟s Office has upload and view
coordination      access to all IPEDS data for CCC‟s. The Statewide IPEDS Coordinator for all
                  California institutions at CPEC has view access only.



How to            You may see your access capability by selecting Reports from the main
determine         IPEDS menu and then selecting View Access Profile.
access
capability        To make changes to the locking tree, you must contact the IPEDS help
                  desk.




                                                                                                         Page | 10
Section 3. - General Administration
IPEDS includes several utility functions to assist in entering, reviewing and locking data.

Performing          System edits - How to edit your data -
Edit Checks
                    Once all of your data for a particular survey are entered, the Surveys (summary
                    screen) will show an active Perform Edits link. To run Perform Edits, click the
                    active link under Options. The system will display any remaining errors and indicate
                    whether they are „fatal‟ (must be corrected) or if they need confirmation. Click on
                    View Screen to see the error flag; click on the flag to read the error message. Make
                    corrections, enter explanations, or click confirm as needed. Once all errors are
                    resolved, the Accepted column will display “yes” for each message and the Lock
                    button will be activated under Options. Please note that changing your data may
                    require you to review other pages within the same survey. For example, on the
                    Finance survey, some data are carried forward to other parts. Changing data
                    may affect multiple parts of the survey.

                    Additional information is located under the HELP menu option (Important
                    Information)



Tools               Under the “Tools” menu selection, users can add Additional Users and Passwords,
                    use File Export, File Import/Upload, see the Import a Spreadsheet, update
                    Registration form, Lock Surveys and other handy items.


Locking the         When you have completed entering all of the required data for each survey in the
data                data collection and all edits have been resolved, the institution's keyholder is required
                    to Lock each survey individually. To lock the data, click the Lock link under survey
                    Options. The system will prompt you for confirmation of your action. Once you have
                    locked your survey data, you will receive an email confirming that the data are
                    locked and you will no longer be able to update your data. You will still be able to
                    view and print (or download) any survey data that are locked. Should you discover
                    an error in your data, contact the survey Help Desk at 1-877-225-2568. The HELP
                    Desk will unlock your data allowing you to correct the error unless a coordinator has
                    subsequently locked your data. Once you have corrected the error you will need to
                    "re-lock" the data.



Help                Under the „Help‟ selection, users can find Important information; find Instructions
                    on how to fill out each Report, Procedures for Responding to the 2009-2010 IPEDS
                    Surveys, a section that has FAQS, a section that has Tutorials and a Glossary.
                    IPEDS Help Desk: 1-877-225-2568




                                                                                                                Page | 11
Section 4. College/District Data Entry Instructions
 Each college/district is responsible for entering data for the following surveys:

Fall Collection   Institutional Characteristics Survey
                  Institutions are responsible for answering all questions and for entering all
                  data on the IC survey.
                  It is extremely important to answer the IC survey questions appropriately.
                  These questions determine which other survey screens are made available to
                  the user in the web-based system.

                  At the website below, the Institution Characteristics Survey (Institutional
                  Characteristics – Academic Year Tuition Report) is provided so that IPEDS
                  data providers can get an early look at the data collection items for the Fall
                  2009 Web-Based Data Collection. Screen formats for data entry of these data
                  items may differ from what is shown in these files.
                  The fall data collection survey forms are portable data files that can be
                  downloaded and viewed using Adobe Acrobat.
                  https://surveys.nces.ed.gov/ipeds/

Winter            Human Resource Survey Part F of Salaries (Fringe Benefits)
Collection        Institutions are responsible for entering benefits information on all staff. Be
                  aware that edit checks will run for reasonableness of the relationship between
                  the headcount and cost of benefits and the number of staff reported in the staff
                  survey. Review the uploaded data for Parts E, G thru L of this survey prior to
                  entering benefits data.

                  Note: Once the institution has entered benefits information, the Chancellor‟s
                  Office cannot re-upload any data into the Faculty Salary survey without
                  overwriting that data. The best way to avoid this scenario is to enter benefits
                  data only after you have confirmed that the salary data uploaded by the
                  Chancellor‟s Office are correct. Once benefits data are entered, lock the
                  Human Resource survey.


                  At the website below, IPEDS data providers can get an early look at the data
                  collection items for the Winter 2009-10 Web-Based Data Collection. Screen
                  formats for data entry of these data items may differ from what is shown in
                  these files.

                  The fall data collection survey forms are portable data files that can be
                  downloaded and viewed using Adobe Acrobat.

                  https://surveys.nces.ed.gov/ipeds/




                                                                                                     Page | 12
Winter/Spring   Finance Survey- Mandatory for all institutions (Institutions enter their
Collection      own data).
                For Spring 2010 reporting of FY2009 finance data, public institutions will
                have (2) options:
                    GASB reporting standards; and
                    FASB reporting standards.

                Please be sure to complete the proper form according to the accounting
                standards used to create your audited financial statement.


                At the website below, the Finance Surveys is provided so that IPEDS data
                providers can get an early look at the data collection items for the Spring
                2008 Web-Based Data Collection. Screen formats for data entry of these data
                items may differ from what is shown in these files.

                The fall data collection survey forms are portable data files that can be
                downloaded and viewed using Adobe Acrobat.

                https://surveys.nces.ed.gov/ipeds/




                                                                                              Page | 13
Section 5. - Chancellor's Office Uploads
MIS Data will be uploaded by the Chancellor‟s Office in bulk for the following surveys:


Surveys          For all of the IPEDS surveys, the California Community Colleges Chancellor's
                 Office submits as much of the data as possible based on the MIS data submitted to
                 this office.

                 For the Fall data collection period, this will include:
                  Completions Survey - from Student Program Award Data File (SP) due on
                    September 1 for the prior academic year.
                  12-month Enrollment Survey – from prior academic year MIS term-end data.

                 For the Winter data collection period, this will include:
                  Human Resource Survey – Employee Demographic Data File (EB) and
                    Employee Assignment Data File (EJ) due November 1 for the Fall term.

                 For the Spring data collection period, this will include:
                  Enrollment - from the Student Basic Data File (SB) and the Student
                     Enrollment Data File (SX) due at the end of each term.
                  Student Financial Aid - from the Student Financial Aid Data File (SF) due on
                     October 1 for the prior year
                  Graduation Rate Survey – from cohort files created by the Chancellor‟s Office
                     from a variety of data sources
                  Graduation Rate 200 Survey– from cohort files created by the Chancellor‟s
                     Office from a variety of data sources

                 The specifications and methodology for how the upload files are created are on the
                 following pages.



When and how     The Chancellor's Office uploads are based upon MIS submission. In order to
will these       have your data included in IPEDS, your MIS submission must be current.
uploads be
done?             st
                 1 bulk upload will be within the first two weeks of the collection period.
                 One additional upload (possibly more) will take place later in the data collection
                 period for later MIS submissions.

                 Email will be sent out regarding the dates of the upload at the beginning of each
                 collection period.

                 The final upload will take place the Monday prior to the close of the collection period
                 for keyholders. Very late MIS submissions will result in colleges/districts performing
                 the IPEDS data entry directly.



                                                                                                      Continued on next page




                                                                                                                 Page | 14
Section 5. - Chancellor's Office Uploads, Continued

Resubmission    After the Chancellor's Office does the upload, schools will have the
of data         opportunity through IPEDS to review what has been submitted. Occasionally,
                this review reveals errors in the data that has been submitted to the
                Chancellor's Office and will require colleges to resubmit the MIS data. Data
                should not be corrected directly into IPEDS without resubmitting to the
                Chancellor‟s Office unless there is a compelling reason to do so (i.e. limited
                time frame).

                Resubmissions will be included in the next upload done by the Chancellor's
                Office. Notifications will be sent out after the performance of each upload.




               Upload Screen Specifications
                On the following pages are the specifications the Chancellor‟s Office used when producing
               your data to upload to IPEDS:

               Fall Collection Period
                    Completions Survey
                    12-month Enrollment Survey

               Winter Collection Period
                    Human Resources Survey

               Spring Collection Period
                    Enrollment Survey
                    Student Financial Aid
                    Graduation Rate Survey
                    Graduation Rate 200




                                                                                                     Page | 15
                                                  Completions Survey Specifications
                                                                                               2


                            3                5                              4
      Institution:                                                                       User ID:

  1




This screen contains counts of awards by:



      1.   CIP Code is mapped from SP01 (Top Code) using the protocol outlined at:
           Crosswalk of TOP Codes to 2010 CIP codes (updated 08/04/10)

      2.   Student received awards in Academic Year 2009-2010:
             SP02 = A, S, L, T, F or SP02 = P, O, R in Vocation Top Code.
             (Active programs with 0 completions are included.)

      3.   SP02 – Any award using the following scheme:
           01 - Award of less than one academic year (less than 900 contact or clock hours)
                SP02 = E, O, L, G, H, I, J, K, and P
           02 -Award of at least one but less than two academic years (at least 900 but less
                than 1800 contact or clock hours) SP02 = T, Q
           03 - Associate’s degree – SP02 = A or S
           04 - Award of at least two but less than four academic years (at least 1800 contact
                 or clock hours) SP02 =F and R (one academic year equals 30 semester credit hours
                 or its equivalent, or 900 contact or clock hours.)

      4.   STD10 and SB06 - If SB06 = 5, than race is non-resident alien, otherwise, race = STD10

      5.   SB04 = M is MEN or F is WOMEN (if SB04 = X, then award is not counted)




                                                                                                    Page | 16
                                     Completions Survey Specifications


Institution:                                                  User ID:




This is a summary report of all previously entered data.




                                                                         Page | 17
12-Month Enrollment 2009-10




                              Page | 18
12-Month Enrollment 2009-10




                              Page | 19
                                                       12-Month Enrollment 2009-10



                                1




                                                                                               2

3




     1.   Enrollment from Summer 2009 to Spring 2010
          STD7 = A, B, C, F
     2.   All CCC students are undergraduates
     3.   SB04 = M is MEN, F is WOMEN
              (note: SB04 = X records are not included in IPEDS reporting)

Race/ethnicity is classified as:


MIS Data field              Field value            IPEDS
Student Citizenship         5                      Nonresident alien
Student IPEDS Ethnicity     B                      Black or African American
                            N                      American Indian or Alaska Native
                            A                      Asian
                            P                      Native Hawaiian or other Pacific Islander
                            H                      Hispanic/Latino
                            W                      White, non-Hispanic
                            O or Begins with X     Unknown
                            T                      Two or more races




                                                                                                   Page | 20
                                           12-Month Enrollment 2009-10




1


2




    1. Enrollment from Summer 2009 to Spring 2010
         If SXD = ‘T’, ‘D’, ‘C’, ‘P’, ‘S’ and SXD4 > 0 and SXD4 < 5000 and SX03 > 0 and SX03 < 50,
         then Sum SX03;
         If SXD = ‘T’, ‘D’, ‘C’, ‘P’, ‘S’ and SXD4 > 0 and SXD4 < 5000 and SX03 = 0 or SX03 > 49.99,
         then Sum SX03;
    2. Zero




                                                                                                       Page | 21
                                   Human Resources Survey Specifications




To be included in this survey, employees must have:
       EJ02 = A, C or Y and
       EJ08 not Equal to 888.88
       EB03 not Equal to X




                                                                           Page | 22
                             Part A - Employees by Assigned Position Specifications
                                            Number of Full-time Staff

                                                                             1



                                                                        3




2




    1. EJ02 = A, C, Y and EJ08 not equal to 888.88 and
         Full-time = Sum of EJ08 is greater than 68%

    2. Primary function/occupational activity = EB07
          (All faculty are counted under Primary Instruction)

    3. Faculty Status = EB08
         Tenured: EB08 = R
         On Tenure Track: EB08 = C
         Not on Tenure Track: EB08 = T
         Non-Faculty: EB08 = A or P




                                                                                      Page | 23
                         Part B - Employees by Assigned Position Specifications
                                        Number of Part-time Staff




                                                                         1



                                                                  3




2




    1.   EJ02 = A, C, Y and EJ08 not equal to 888.88 and
           Part-time = Sum of EJ08 is less than or equal to 68%

    2.   Primary function/occupational activity = EB07

    3.   Faculty Status = EB08
           Tenured: EB08 = R
           On Tenure Track: EB08 = C
           Not on Tenure Track: EB08 = T
           Non-Faculty: EB08 = A or P




                                                                                  Page | 24
                        Part C - Employees by Assigned Position Specifications
                                        Total Number of Staff




This is generated from Part A and B.




                                                                                 Page | 25
                Part D - Staff by Contract Length/Teaching Period Specifications
                              Number of Full-time Instructional Staff




        1                                                       2

                    3




                    4




1. Full-time Instructional Staff:
     EB08 = R, C or
     EB08 = T with Sum of EJ08 > 68%

2. EB11 (1 = Less than 9 Months)
        (2 = 9/10 Months)
        (3 = 11/12 Months)

3. EB03 (Gender = M or F)

4. All Faculties’ are instructors.




                                                                                   Page | 26
                       Part E - 9/10 Month Contracts/Teaching Period Specifications
                                   Salaries of Full-time Instructional Staff
                       1




                                                      2




1. EB11 = 2

2. Salary Outlays = EB12




                                                                                      Page | 27
                       Part E - 11/12 Month Contracts/Teaching Period Specifications
                                    Salaries of Full-time Instructional Staff
                              1




                                                     2




1. EB11 = 3

2. Salary Outlays = EB12




                                                                                       Page | 28
                         Part F - 9/10 Month Contracts Teaching Period Specifications
                                  Fringe Benefits of Full-time Instructional Staff




   1




1. Fringe Benefits = entered by districts/colleges




                                                                                        Page | 29
                        Part F - 11/12 Month Contracts Teaching Period Specifications
                                 Fringe Benefits of Full-time Instructional Staff




       1




1. Fringe Benefits = entered by districts/colleges




                                                                                        Page | 30
                                   Part G - Fall Staff with Tenure Specifications




                                                                                 1   2



                                                                         3

         4




1.   Full – time = Sum of EJ08 > 68%

2.   Tenure = EB08 = R and EB02 = 2

3.   All Faculty are Instructors

4.   Gender = EB03 = M, F
     Ethnicity = If EB05 = 5, then race is non-resident alien; otherwise EBD01




                                                                                         Page | 31
                             Part G - Fall Staff on Tenure Track Specifications




                                                                           1




1. On Tenure Track = EB08 = C and EB07 = 2




                                                                                  Page | 32
                 Part G - Fall Staff not on Tenure Track/No Tenure System Specifications




                               1




1. Not on Tenure Track = EB08 = T and sum of EJ08 > 68 % and EB07 = 2




                                                                                           Page | 33
                          Part G - Fall Staff without Faculty Status Specifications




                                          1




1. Without Faculty Status = EB08 = A, P and EB07 = 2, 8 and sum of EJ08 > 68%.




                                                                                      Page | 34
                                     Part G - Fall Staff Totals Specifications




This is generated from the previous 3 screens.




                                                                                 Page | 35
                            Part H - Staff by Contract Length/Teaching Period Specifications




1
                                                                                    2




                                                                            3




    1.   Full-time = Sum of EJ08 > 68%

    2.   Instruction, Research, and/or Public Service = (EB07 = 2 and EB08 = R, C T) or
         (sum EJ08 >68% and EB07 = 8)

    3.   Contract Length = EB11 = 1, 2, 3




                                                                                               Page | 36
                               Part H - 9/10-Month Contract/Teaching Period Specifications
              1                                 Number of Full-Time Staff




                  2




3




4




    1.   Full-time, Instruction, Research, and/or Public Service = (EB07=2), EB08 =R, C, or T
                (if Sum of EJ08 > 68%) or EB07 = 8 and sum of EJ08 > 68% 9-Month = (EB11=2)

    2.   Salary Range = EB12

    3.   Race = if EB05 =5 then race is non-resident alien otherwise EBD01

    4. Gender = (EB03 = M, F)


                                                                                                Page | 37
                          Part H - 11/12-Month Contract/Teaching Period Specifications




1




    1. 11/12 Month = (EB11=3)




                                                                                         Page | 38
                               Part I - Executive/Administrative/Managerial Specifications


1


                          2




    1.   Full-time = Sum of EJ08 > 68%

    2.   Executive/Administrative/Managerial = (EB07 =1 and EB08 = A, P, C, R)




                                                                                             Page | 39
                              Part I - Other Professionals (Support/Services) Specifications

1



                          2




    1.   Full-time = Sum of EJ08 > 68%

    2.   Other Professional (Support/Service) = EB07 = 3 and EB08 = P




                                                                                               Page | 40
                                 Part I -Technical and Paraprofessionals Specifications

1


                         2




    1.   Full-time = Sum of EJ08 > 68%

    2.   Technical and Paraprofessional = (EB07 = 5 and EB08 = P)




                                                                                          Page | 41
                                       Part I - Clerical and Secretarial Specifications



1


                                         2




    1. Full-time = Sum of EJ08 > 68%

    2. Clerical and Secretarial = (EB07 = 4 and EB08 = P)




                                                                                          Page | 42
                                              Part I - Skilled Crafts Specifications



1
                               2




    1.   Full-time = Sum of EJ08 > 68%

    2.   Skilled Crafts = (EB07 = 6 and EB08 = P)




                                                                                       Page | 43
                                         Part I – Service/Maintenance Specifications



1

                                         2




    1.   Full-time = Sum of EJ08 > 68%

    2.   Service/ Maintenance = (EB07 = 7 and EB08 = P)




                                                                                       Page | 44
                                    Fall Staff Part I – Totals Specifications




Generated from previous screens of Part I.




                                                                                Page | 45
                                 Part J -Professionals by Position Specifications




                1




1. Part-time = Similar to Full-time, except sum of EJ08 is less than or equal to 68% and
               EB08 = T, A, P)




                                                                                           Page | 46
                            Part J - Non-Professionals by Position Specifications




              1




1. Part-time = Similar to Full-time, except sum of EJ08 is less than or equal to 68% and
               EB08 = T, A, P)




                                                                                           Page | 47
                                 Part J - Graduate Assistants Specifications




Generated from previous screens of Part J.




                                                                               Page | 48
                                      Fall Staff Survey Specification
                                     Part K - Total Number of Employees




Generated from previous screens of Part I and J




                                                                          Page | 49
                             Part L - New Hires by Faculty Status Specifications
     1                           Number of Full-Time Permanent New Hires




                                                                            2




1. Full-time, New Hire, Instruction, Research, and/or Public Service, EB08 = R, C, or T, A, P
             (if Sum of EJ08 > 68%) EB07 = 2 and EB09 = N

2. Faculty Status = EB08
   Tenured = EB08 = R
   On Tenure Track = EB08 = C
   Not on Tenure Track = EB08 = T
   Without Status = EB08 = A, P and EB07 = 2

                                                                                                Page | 50
                                   Part L - New Hires by Position Specifications
                                    Number of Full-Time Permanent New Hires




              1




                               2              3             4        5       6     7




1.   Full-time = Sum of EJ08 > 68% and EB09 = N
2.   EB08 = A, P & EB07 =1
3.   EB08 = P & EB07 = 3
4.   EB08 = P & EB07 = 5
5.   EB08 = P & EB07 = 4
6.   EB08 = P & EB07 = 6
7.   EB09 = P & EB07 = 7


                                                                                       Page | 51
                                                   8.
                                  Part L - New Hires Totals Specifications
                                 Number of Full-Time Permanent New Hires




Generated from previous screens of Part L.




                                   Human Resources Survey Evaluation




                                                                             Page | 52
         Enrollment Survey Specifications
Part B - Fall Enrollment for 2-year Degree Granting




                                                      Page | 53
                                                Enrollment Survey Specifications
                                                Full-time Undergraduate Students
                                      Part A – Fall Enrollment by Race/Ethnicity and Gender
                                                                                             1




                                                2


                                      4


                   5
                                            3




 1. Fall enrollment meets criteria for CO MIS submission
    STD7 = A thru E and SB04 = M, F

 2. Full-time: total units attempted is 12 or greater.
    Calculation for total units attempted:
    1. sum of SX03 where the SX03 > 0.00 and < 50.00, Plus
    2. sum SXD3 where SX03 = 0.00, 88.88, 99.99. and SX05 > 0.0

 3. First-time – first time in post-secondary institution (derived from MIS System Wide Data and data match with NCS, UC and CSU)
    Transfer-in: first time at your institution, but transferred from another post-secondary institution. Derived from your college’s data.

 4. Degree-seeking : SXD2 = D, T and SX03 > 0.00 and
                                         SX05 > 0.0 and SB11 not = 10000
 5. SB04 = M is MEN, F is WOMEN       Note: SB04 = X records are not included in IPEDS reporting

Race/ethnicity is classified as:
MIS Data field          Field value             IPEDS
Student Citizenship     5                       Nonresident alien
Student IPEDS Ethnicity B                       Black or African-American
                        N                       American Indian or Alaska Native
                        A                       Asian
                        P                       Native Hawaiian or Other Pacific Islander
                        T                       Two or more races
                        H                       Hispanic
                        W                       White
                         X                      Unknown

                                                                                                                                   Page | 54
                                Enrollment Survey Specifications
                                Part-time Undergraduate Students
                      Part A – Fall Enrollment by Race/Ethnicity and Gender




                                                                              1




All definitions are the same as the previous page with the exception of:
1. Part-time: total units attempted are less than 12.




                                                                                  Page | 55
                              Enrollment Survey Specifications
                                    Fall Enrollment Totals
                          Part A – Fall Enrollment by Race/Ethnicity




Generated from previous screens of Part A.




                                                                       Page | 56
                               Enrollment Survey Specifications
                               Full-time Undergraduate Students
     1                    Part B – Fall Enrollment by Age and Gender




                                                   2




                                           3




1. Fall enrollment meets criteria for CO MIS submission
   STD7 = A thru E

2. Total units attempted = 12 or greater

3. STD1 = Age at term




                                                                       Page | 57
                                         Enrollment Survey Specifications
                                         Part-time Undergraduate Students
                                    Part B – Fall Enrollment by Age and Gender
                1




                                                                2




                                                  3




1. Fall Enrollment Meets criteria for CO MIS submission
   STD7 = A thru E

2. Total units attempted is less than 12

3. STD1 = Age at term




                                                                                 Page | 58
Enrollment Survey Specifications




                                   Page | 59
                                      Enrollment Survey Specifications
                           Part C – Residence of First-time Undergraduate Students


1




                 2                          3                              4




    1. Fall Enrollment meets criteria for CO MIS submission
       STD7 = A thru E

    2. SB09 = 50000 – California Resident
       SB09 beginning with 8 – Foreign country resident
       SB09 beginning with 6 – Other states’ resident
       SB09 beginning with X – Unknown state resident

    3. First time – Derived from MIS System Wide Data as in Column 1 of Part A

    4. SB11 = 32009, 32010



                                                                                     Page | 60
                                         Enrollment Survey Specifications
                                           Part D – Total Entering Class



1




2




    1. Fall enrollment meets criteria for CO MIS submission
       STD7 = A thru D

    2. Entering class: Derived from MIS System Wide Data.
       It is a combination of Columns 1 and 2 in Part A and Part B.




                                                                            Page | 61
                                      Enrollment Survey Specifications
                                          Part E – Retention Rates




    1




3




2



4




1. First time = Derived from MIS System-Wide Data See Part A for detail.

2. Successfully completed = received award type of L, P, O T, A, S, F, R in 2009-10.

3. Full time = Total units attempted is greater than or equal to 12.

4. Part time = Total units attempted is less than 12.




                                                                                       Page | 62
                                     Enrollment Survey Specifications
                                     Part F – Student-to-Faculty Ratio




1. See worksheet on the next page.




                                                                         Page | 63
Enrollment Survey Specifications
Part F – Student-to-Faculty Ratio




                                    Page | 64
                                          Enrollment Survey Specifications
                                          Part F – Student-to-Faculty Ratio
                                      1




                                                        2




Credit Instructional staff:
  First position of EJ01 = C and EJ02 = A,C,Y and
  EB08 = A, P, T or (EB08 = R, C and EJ01 not CF).

1. Full-time: EB08 = R,C or (EB08 = A, P, T and Sum of EJ08 > 68%).

2.   Part-time: EB08 = A, P, T and Sum of EJ08 less than or equal to 68%.




                                                                              Page | 65
                                 Student Financial Aid Survey Specifications
                                              Student Counts




                                                       1

                                                      2



                                                       3


                                                       4


                                                       5



                                                       6



1. STD7 = A thru E.

2. See Part A of fall enrollment survey for definition of first-time full-time degree-seeking.

3. See Part A of fall enrollment survey for definition of first-time full-time degree-seeking AND
    SF21 begin with B,F,G,L,S or equal to WF

4. See Part A of fall enrollment survey for definition of first-time full-time degree-seeking AND
    SF21 begin with B,F,G,L,S and Not equal to GV, LN

5. See Part A of fall enrollment survey for definition of first-time full-time degree-seeking AND
    SF21 begin with B,F,G,S and SB09 = 50000

6. See Part A of fall enrollment survey for definition of first-time full-time degree-seeking AND
    SF21 = GP, GS, GW, GA, LD, LG, LH, LS, LL, WF AND SB09 = 50000


                                                                                                    Page | 66
                                 Student Financial Aid Survey Specifications
                                              Student Counts




                             1


                             2
                             3




1. SF21 begin with B,F,G,S
2. SF21 = GP
3. SF21 = LD,LG,LH,LS,LL




                                                                               Page | 67
                             Student Financial Aid Survey Specifications
                                          Student Counts




                                        1

                                        2

                                        3




1. SB09 = 50000
2. SB09 = 50000
3. SB09 not equal to 50000




                                                                           Page | 68
Student Financial Aid Survey Specifications
             Student Counts




                                              Page | 69
                                    Student Financial Aid Survey Specifications
                                                 Student Counts




                       1
                                                        2                               3




1.   First-time full-time degree-seeking students who received:

     01. All Grants/Scholarships: SF21 begin with B, F, G, S

     02. Federal grants: SF21 = GP, GS, GW or GA
         02a. SF21 = GP
         02b. SF21 = GS, GW or GA

     03. State/local grants: SF = B*, F*, GB, GG, GC, GE, GF, GV, SV, SX

     04. Institutional grants (scholarships/fellowships): SF21 = GU, SU*

     05. Loans to students: SF21 = L* but not LP
         05a. Federal loans: SF21 = LD, LG, LH, LS, LL
         05b. Other loans: SF21 = LE, LI, LN

2.   Unduplicated count of first-time full-time degree-seeking students in each category.


                                                                                            Page | 70
        3. Sum of SF22 for each of the above categories.
                                              Student Financial Aid Survey Specifications
                                                                Group 3




1




2




3




    1. In-State first-time, full-time, degree-seeking (see definition in Part A of enrollment survey)
      whose SB09 = 50000 and SF21 begin with B, F, G, S.

    2. Count of students with
       02a. SF03 = C
       02b. SF03 = H
       02c. SF03 = O

    3. Sum of SF22 where SF21 begin with B, F, G, S.


                                                                                                        Page | 71
                                     Student Financial Aid Survey Specifications
                                                       Group 4
                                                      1




2




    1.   Definition for Group 4:
         first-time full-time degree-seeking AND
         SF21 = GP, GS, GW, GA, LD, LG, LH, LS, LL, WF AND SB09 = 50000.

    2.   Count Of students in Group 4 where
          02a. SF03 = C
          02b. SF03 = H
          02c. SF03 = O




                                                                                   Page | 72
                                  Student Financial Aid Survey Specifications
                                              Group 4 (continue)




              3           4




3.   Count of Students in Group 4 in each of the income category, SF17.

4.   Sum of SF22 for students in Group 4 with SF21 begin with B, F, G, S in each of the income category SF17.




                                                                                                                Page | 73
Student Financial Aid Survey Specifications
     Net Price Calculation for Group 3




                                              Page | 74
Student Financial Aid Survey Specifications
     Net Price Calculation for Group 4




                                              Page | 75
       Graduation Rates Survey Specifications
Student Financial Aid provided to your Fall 2007 Cohort




                                                          Page | 76
                                         Graduation Rates Survey Specifications
                                                    Cohort Revision


                                                1




                                                               3                  4
                              2




1. First-time, full-time, degree-seeking definition:
     1.1. Fall enrollment meets criteria
          STD7 = A thru E and SB04= M, F

     1.2. Full-time: total units attempted is 12 or greater
          Calculation for total units attempted:
           2.1a. sum of SX03 where SX03 > 0.00 and < 50.00, Plus
           2.1b. sum of SXD3 where SX03 = 0.00, 88.88, 99.99. and SX04 > 0.0

     1.3. First-time: First time in post-secondary institution: derived from MIS System Wide Data
          and data match with NCS, UC and CSU.

     1.4. Degree-seeking: SXD2 = D,T and SX03 > 0.00 and SX04 > 0.0 and SB11 not =10000.

                                                                                                    Page | 77
2. New category of Race/Ethnicity

MIS Data field         Field value        IPEDS
Student Citizenship    5                  Nonresident alien
Student IPEDS
Ethnicity              B                  Black, or African American
                       N                  American Indian or Alaska Native
                       A                  Asian
                       H                  Hispanic
                       P                  Native Hawaiian or Other Pacific Islander
                       T                  Two or more races
                       W                  White
                       X                  Unknown


3. < 2-year program Completers in 150% time (3 years):
   Students received SP02 = L,T,E,P,O.

4. 2-year or longer program completers in 150% time (3 years)
   Students received SP02 =A, S, F or
   Sum of SX03 in all CCC system where SXD2 = T is greater or equal to 60.




                                                                                      Page | 78
                                          Graduation Rates Survey Specifications
                                                  Transfers / Exclusions




                                                              1                2




1. Transfer-out students: students who are both completers and transfers are counted ONLY as completers.
   Students transferred to another post-secondary institution (including another California Community College) in 3 years time.

2. No exclusions.

                                                                                                                              Page | 79
                                      Graduation Rates Survey Specifications
                                             Completers within 100%




Similar to 150%, except the time frame is 2 years.




                                                                               Page | 80
                              Graduation Rate Supplemental Survey Specifications
                                               200% of the Time




Similar to the regular Graduation Rate survey except it is only for completers and the time frame is 100% and 200%.




                                                                                                                 Page | 81

				
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