An Update on Recent Developments

1
IPEDS Workshop

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

2
Postsecondary Studies Division

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

3
Postsecondary Institutional Studies Program

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

4
More Staff

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

5
Contractor Staff

• RTI
• Janice Kelly
• IPEDS Project Director
• Jamie Isaac
• Help Desk Supervisor

6

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

7
Introduction ofState Coordinators
8
Recap of 2002-03 IPEDS Data Collection
9
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

10
Reporting Status Summary
11
Migration

• Migrated to date
• EF 76
• F 65
• GRS 62
• SFA 62

12
Preliminary Response Rates

• Early estimates, prior to cleaning up
  parents/children, partials
• EF 97.5
• F 95.2
• GRS 96.7
• SFA 96.7

13
How did we do???
14
Server problem

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

15
System problems

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

16
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

17
Survey/system design problems

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

18
Report from the Help Desk
19
Migration andData Availability
20
Peer Analysis System

• Three levels of data release
• Collection
• Institution
• Guest

21
Collection Level

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

22
Data Available - Collection Level

• IPEDS 2002-03
• Winter 2002-03
• Fall Staff
• Employees by Assigned Position
• Spring 2002-03
• Enrollment
• Finance
• Student Financial Aid

23
Institution Level

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

24
Data Available - Institution Level

• IPEDS 2002-03
• Fall 2002
• Institutional Characteristics
• Completions

25
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)

26
More Data - Institution Level

• IPEDS 1999
• Finance 1997 and 1998
• Graduation Rates 1997 through 2000

27
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.

28
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)

29
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

30
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

31
Schedule2003-04
32
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

33
Schedule IPEDS 2003-04

• July 30
• ALL IPEDS 2003-04 survey forms, instructions, and
  import specifications will be posted when the
  system opens for registration.

34
Schedule IPEDS 2003-04

• August 27
• Status of registration determined
• By September 3
• Letter to CEOs if keyholder has not registered
• name of 2002-03 keyholder
• request to followup or appoint a new one
• certificate with UserID and password
• instructions for changing password

35
Fall Collection

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

36
Winter Collection

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

37
Spring Collection

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

38
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

39
Tips for Coordinators
40
Coordination Tree Updates

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

41
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.

42
Coordination Tree Updates

• You will soon receive an email asking for
  updates.
• Please email ipedshelp_at_rti.org with any updates
  that you wish to be made.

43
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.

44
File Upload

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

45
File Upload

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

46
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.

47
File Upload

• 2003-04 schedule
• Import specifications for all three data
  collections will be available by July 30, 2003

48
File Upload

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

49
Title IV Compliance
50
All Title IV institutions are
required to respond to IPEDS
51
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.

52
Which means

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

53
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.

54
FSA List Fall 2002

• Fall Noncompliance List to FSA
• Total 224 institutions
• IC only 22
• C only 138
• Both 64

55
FSA List Winter 2002-03

• Winter Noncompliance List to FSA
• Total 105 institutions
• EAP only 55
• SA only 25
• Both 25

56
Consequences of Noncompliance

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

57
Past Performance

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

58
What youll see in the future

• An increased emphasis on reporting compliance
• Followup communications from IPEDS
• Communications from the office of Federal Student
  Aid

59
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

60
Changes For2003-04
61
IPEDS Architecture

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

62
Correction of Prior Year Data

• Correction of 2002-03 survey data will be
  possible during 2003-04 collection.
• Only data collected in 2002-03 will be available
  for correction

63
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

64
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)

65
Screening Questions

• Next year well 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

66
In general

• We will continue to introduce further
  customization of screens to lessen institutional
  burden.

67
In general

• Data items that were optional in 2002-03 will be
  mandatory in 2003-04.

68
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

69
Fall 2003 Collection

• Institutional Characteristics
• New items
• E-mail address of CEO
• To facilitate communications will not be output
  on files
• Link to institutions Mission Statement (or short
  text description of same)

70
Fall 2003 Collection

• Institutional Characteristics
• New edits in Pt D, Student Charges
• New, shorter version of the survey for private,
  lt2-yr institutions
• Burden reduction

71
Spring 2004 Collection

• Student Financial Aid
• No changes

72
Fall 2003 Collection

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

73
Completions

• Respondents will specify which CIP version
  theyre 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)

74
How CIP conversion will work
1990CIP data
CIP2000 data
Collection System
Migration
PAS
CIP2000 data
75
CIP2000 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

76
Resources

• Resources available
• CIP2000 Manual in .pdf format
• Electronic version with indices, search
  capabilities, crosswalks, downloadable Access and
  Excel files
• http//nces.ed.gov/ipeds/whatsnew.asp

77
Winter 2003-04 Collection

• Employees by Assigned Position (EAP)
• Salaries (SA)
• Fall Staff (S)

78
What happened in 2002-03

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

79
Employees by Assigned Position

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

80
Salaries (SA)

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

81
Salaries (SA)

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

82
Fall Staff (S)

• Required in 2003-04
• Contract length/teaching period SQ will be
  restructured into a 2-part question
• Do you have FT faculty?
• If yes, specify contract lengths/ teaching
  periods

83
Winter 2003-04 Collection

• Enrollment (also available in Spring 2004)
• Age required
• Residence optional

84
Enrollment Survey

• Proposal Collect detail (not totals) on FT, PT
  undergraduate pages in Part A

85
Enrollment Survey

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

86
Spring 2004 Collection

• Graduation Rates
• 4-yr institutions - report on a 1997 cohort
• lt4-yr institutions report on a 2000 cohort

87
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
  bachelors completers from the other-than-bachelor
  s subcohort (Section III)

88
Finance

• Whats the Deal with the New GASB?

89
Why the New Form?

• Financial Accounting Standards Board
• Governmental Accounting Standards Board
• Change in accounting standards

90
3-Year Phase-in

• 2 more years to go
• Largest institutions first
• Last institutions will phase in for Spring 2005
  (fiscal year 2004)

91
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

92
Basic Differences (contd)

• Discounts and allowances (scholarships used to
  pay tuition)
• Breakdown of expenses by natural classification
  (salaries and wages, benefits, depreciation,
  other)

93
What happened?

• New GASB respondents 1,279 in Spring 2003

94
Finance problems, Spring 2003

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

95
Upcoming changes

• New FASB expense reporting form no longer
  optional
• Matrix format of functional and natural
  classifications

96
Upcoming Changes

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

97
Technical Review Panels
98
Technical Review Panels - Last Year

• TRP 1 - Clustering Parent/child reporting
• TRP 2 - Lets Make IPEDS Work for Community
  Colleges
• TRP 3 - IPEDS Jeopardy

99
This Year

• TRP 4 Graduation Rates
• TRP 5 Item changes for
• 2004-05
• TRP 6 Derived Variables

100
Format

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

101
TRP 1 - Clustering

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

102
TRP 1 - Clustering

• Consensus was to eliminate as much combined
  reporting as possible
• Combined reporting among institutions that have
  different Program Participation Agreements is NOT
  allowed
• Eventually NCES hopes to eliminate all combined
  reporting except for Finance
• Read the report at http//nces.ed.gov/ipeds/trp.as
  p

103
TRP 2 - Community College Issues

• Held October 28 29, 2002
• Non-credit enrollment
• Continuing education
• Work-force development
• Measuring success or goal achievement
• How IPEDS should collect some data differently

104
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?

105
TRP 4 Graduation Rates

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

106
TRP 4 Graduation Rates

• Recommendations
• Replace R/E/G collection for long programs with
  one number
• Look into allowing voluntary reporting of
  full-year cohorts by term-based institutions
• IPEDS COOL
• 150 graduation/completion rate
• 4-yr, 5-yr, 6-yr rates for bachelors completers

107
TRP 4 Graduation Rates

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

108
TRP 5 Item Changes

• Target Summer 2003
• Will pull together recommendations from TRP2
  Community Colleges and TRP3 Jeopardy
• Will include ½ day session on Medical Schools

109
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?

110
Race/Ethnicity
111
Race/Ethnicity

• NCES will advise the postsecondary education
  community as soon as resolution is reached
• Whats New
• This Week in IPEDS
• Keep posted at http//nces.ed.gov/ipeds/