An Update on Recent

Developments & Future DirectionsSHEEO/NCES Network

ConferenceMay 13-15, 2003

Phoenix, AZ

Postsecondary Studies Division

• Dennis Carroll - Associate Commissioner• Paula Knepper - Senior Technical Advisor

Program Directors:• James Griffith - Longitudinal and Sample

Surveys• Roslyn Korb - Postsecondary Cooperative

System, Analysis and Dissemination

Postsecondary Institutional Studies Program

• Susan Broyles - Program Director

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

• Janice Plotczyk – Team Leader, Data collection system updates, collection prep and processing; Minimum Data Set

More Staff

• Patricia Brown - Institutional Characteristics & Student Financial Aid

• Frank Morgan - Completions, Enrollment, and CIP

• Sabrina Ratchford - EAP, Fall Staff and Salaries

• Cathy Statham - Finance• Andrew Mary - Graduation Rates

Contractor Staff

RTI • Janice Kelly

– IPEDS Project Director• Jamie Isaac

– Help Desk Supervisor

IT Innovative Solutions, software developer –Mohamad Sakr

AIR Liaison–Terry Russell

Introduction ofState 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 SummarySpring 2003 Reporting Status

SummaryTitle IV, as of 5/7/03

EF F GRS SFAN/A 221 612 941 764No Data 56 151 84 155Data, not clean

103 134 103 39Clean 4 0 0 0Locked/Complete

6202 5689 5458 5628Total 6586 6586 6586 6586

Migration

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

Preliminary Response Rates

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

How did we do???

Server problem

•Spring collection was extended 4 days due to server time-outs– At times in the last 2 days, there

were 700+ concurrent IPEDS users– A small amount of traffic from

other NCES surveys– We would really prefer NOT to

implement staggered due dates, but…

System problems

•A few global edits did not run, so institutions were able to lock with errors– Finance – caught during collection– Fall Staff – discovered after migration

• A few edits did not work properly when the collection opened, but were fixed

• Special queries were done to identify cases affected

Survey/system design problems

•Completions – some institutions with no preloaded CIP codes had problems getting started with data entry

• IC – Student Charges Pt D was not edited enough, causing inconsistencies among item inter-relationships, e.g., room/board

Survey/system design problems

•EAP/SA/S – problems surfaced with almost all SQs for these 3 surveys

•Winter, Spring – problems arose with SQs that had been answered in the Fall collection and needed to be changed

Report from the Help Desk

Migration andData Availability

Peer Analysis System

Three levels of data release:

–Collection– Institution–Guest

Collection Level

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

• Accessed with your data collection UserID and Password

Data Available - Collection Level

• IPEDS 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 suppressed.

• Accessed using an institution’s 6-digit IPEDS UnitID as both the UserID and Password.

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 LevelSchedule 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

Schedule2003-04

Schedule IPEDS 2003-04July 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 2003-04July 30

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

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

Fall Collection

Components: Institutional Characteristics Completions

Schedule: September 10 Collection opens October 22 Collection closes for institutions November 5 Collection closes for

coordinators

Winter Collection

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

coordinators

Spring Collection

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

Followup Schedule

Email to KH (collection open) OpenLetter to CEO (FSA list) Close – 4wksLetter to CEO (no registered KH) Close – 4wksEmail to KH (no data) Close – 4wksPhone call to CEO (no registered KH) Close –

3wksPhone call to CEO/KH (no data) Close – 2wksEmail to KH (no data) Close – 2wksEmail to KH (not locked) Close – 2wksEmail to KH (no data) Close – 1wkEmail 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 updates.

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 surveys

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 correctly

Title IV Compliance

All Title IV institutions

are required

to respond to IPEDS

Statutory Mandate

• Section 490 of the Higher Education Amendments of 1992 (P.L. 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 respondent.

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 FSATotal = 224 institutions

•IC only 22•C only 138•Both 64

FSA List – Winter 2002-03

•Winter Noncompliance List to FSATotal = 105 institutions

•EAP only 55•SA only 25•Both 25

Consequences of Noncompliance

• An institution’s failure to submit data could jeopardize its participation in the federal student aid programs authorized by Title IV.

• Or, the Department may fine an institution any amount, up to $27,500, for each statutory or regulatory violation.

Past Performance• FSA has already sent warning

letters to over 100 institutions (nonrespondents to 2000/2001 IPEDS)

• Fine notices sent to 5 institutions – range from $13,000- $17,000

• One institution received a termination notice

What you’ll see in the future…

An increased emphasis on reporting compliance

Followup communications from IPEDS

Communications from the office of Federal Student Aid

Discussion ItemsSpecial encounters of the 3rd kind:

Parent/child reportingEAP/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 datesResidency of overseas HS

Changes For2003-04

IPEDS Architecture Registration and all three

data collections will be integrated into ONE system for ease of maintenance

Mostly transparent to users

Correction of Prior Year Data

Correction of 2002-03 survey data will be possible during 2003-04 collection.

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 introduce further customization of screens to lessen institutional burden.

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 files

Link to institution’s Mission Statement (or short text description of same)

Fall 2003 Collection Institutional Characteristics

New edits in Pt D, Student Charges New, shorter version of the survey

for private, <2-yr institutions Burden reduction

Spring 2004 Collection

Student Financial Aid No changes

Fall 2003 Collection Completions

New, easier-to-use CIP selection screen with enhanced program search utility

Optional reporting using CIP2000•The new SEVIS reporting system (US

Immigration and Naturalization Service) requires that institutions use CIP2000 now.

• IPEDS will make reporting using CIP2000 available next year, so that schools do not need to maintain two CIP versions…

Completions Respondents will specify which

CIP version they’re submitting Data will be stored in the data

collection system in the version in which they were submitted Data printed out or downloaded will

be returned as submitted 1990 CIP codes will be converted

to CIP2000 codes for data release (Peer Analysis System, etc)

1990CIP data

CollectionSystem

CIP2000 data

PASMigration

CIP2000 data

How CIP conversion will work

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

• Resources available:

• CIP:2000 Manual in .pdf format

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

http://nces.ed.gov/ipeds/whatsnew.asp

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 columns

– Less than 4-year institutions reported medical school data

– More graduate assistants than other staff (faculty/non-faculty) employed at some institutions

Employees by Assigned Position

Faculty status cells for the following four job categories will no longer be applicable:– Technical and paraprofessionals– Clerical and secretarial– Skilled crafts– Service/Maintenance

Medical school pages Will be applicable to 4-year and

above institutions only

Salaries (SA)

• SA exclusion question asked on IC (e.g., all part-time, military, etc.) will be restructured into a 4-part question

• Contract length/teaching period SQ will be restructured into a 2-part question:– Do you have FT instructional faculty?– If yes, specify contract lengths/

teaching periods

Salaries (SA)

• Housing, tuition benefit questions will be restructured into a 3-option format:– Do you offer housing/tuition

benefits?•No, no housing/tuition benefits•Yes (restricted), •Yes (not restricted)

Fall Staff (S)

Required in 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

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 AItem Description Current

Data Source

Proposed Data Source

1 First-time, first-year, degree/certif-seeking

Reported Reported

2 Other degree/certif-seeking

Calculated (3-1)

Reported

3 TOTAL degree/certif-seeking

Reported Calculated (1+2)

4 Non-degree/certif-seeking

Calculated (5-3)

Reported

5 TOTAL Reported Calculated (3+4)

Enrollment Survey 2 new items

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

Spring 2004 Collection Graduation Rates

4-yr institutions - report on a 1997 cohort

<4-yr institutions – report on a 2000 cohort

Graduation Rates Replace transfer-out mission SQ

with statement that informs respondents that if they do have such a mission, they are expected to report transfer-out data if they have it available

Delete collection of time-to-degree for bachelor’s completers from the other-than-bachelor’s subcohort (Section III)

Finance

What’s the Deal with the New GASB?

Why the New Form?

Financial Accounting Standards Board

Governmental Accounting Standards Board

Change in accounting standards

3-Year Phase-in

2 more years to go

Largest institutions first

Last institutions will phase in for Spring 2005 (fiscal year 2004)

Basic Differences

• New form has statement of net assets (SNA) information (i.e., assets, liabilities, net assets)

• New form covers all funds, not just current (now includes plant, endowment, and loan funds)

• New form does not ask for endowment fund balances

Basic Differences (cont’d)

• Discounts and allowances (scholarships used to pay tuition)

• Breakdown of expenses by natural classification (salaries and wages, benefits, depreciation, other)

What happened?

• New GASB respondents: 1,279 in Spring 2003

Finance problems, Spring 2003

• Some global edits did not run (technical problem), so we found cases where:– Totals weren’t entered– Discounts and allowances amounts were

too high for scholarships reported– New FASB form – allocation of operation

and maintenance of plant expenses was confusing

• Schools within systems that cannot present SNA data are now child reporters

Upcoming changes

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

natural classifications

Upcoming Changes• Public and private, not-for-

profit institutions will be asked to report endowment assets (optional Spring 2004, mandatory Spring 2005)– Market value at beginning and

end of year

Technical Review Panels

Technical Review Panels - Last Year

TRP #1 - Clustering – Parent/child reporting

TRP #2 - “Let’s Make IPEDS Work for

Community Colleges”

TRP #3 - IPEDS Jeopardy

This Year

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

Format

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

• Each TRP meeting will have about 20 attendees

• 1½ day workshops

TRP #1 - ClusteringHeld July 11 & 12, 2002• Looked at how institutions are

responding• Addressed issues posed by

parent/child reporting– How to deal with combined

reporting – should we be consistent?

– Impact on COOL and PAS

TRP #1 - Clustering• Consensus was to eliminate as

much combined reporting as possible– Combined reporting among

institutions that have different Program Participation Agreements is NOT allowed

– Eventually NCES hopes to eliminate all combined reporting except for Finance

• Read the report at http://nces.ed.gov/ipeds/trp.asp

TRP #2 - Community College Issues

Held October 28 & 29, 2002• Non-credit enrollment• Continuing education • Work-force development• Measuring “success” or “goal

achievement”• How IPEDS should collect some

data differently

TRP #3 - IPEDS Jeopardy

Held December 3 & 4, 2002• What is Distance Education?• How do we measure activity?• What is a first-professional

program?• How do we implement r/e on GRS?• COOL – what else do we include?

TRP #4 – Graduation RatesHeld April 23 & 24, 2003• Are we collecting the data that we

want?• Are we collecting too much data?• Do we need comparable data

across institutions?• What is the impact of data

suppression on release?• What should be put on IPEDS

COOL?

TRP #4 – Graduation RatesRecommendations:• Replace R/E/G collection for long

programs with one number• Look into allowing voluntary

reporting of full-year cohorts by term-based institutions

• IPEDS COOL – – 150% graduation/completion rate– 4-yr, 5-yr, 6-yr rates for bachelor’s

completers

TRP #4 – Graduation RatesRecommendations:• Ideas for data release:

– Tweak the current suppression algorithm

– Add aggregate records to suppressed data file

– Add rates to suppressed data file– Remove unitids from unsuppressed

file– Put out 2-yr average file, with years

not specified

TRP #5 – Item ChangesTarget Summer 2003• Will pull together

recommendations from TRP#2 – Community Colleges and TRP#3 – Jeopardy

• Will include ½ day session on Medical Schools

TRP #6 – Derived VariablesTarget Fall 2003• What derived variables would

aid in the use of IPEDS data through the web-based data access tools?

Race/Ethnicity

Race/Ethnicity• NCES will advise the

postsecondary education community as soon as resolution is reached – “What’s New”– “This Week in IPEDS”

• Keep posted at http://nces.ed.gov/ipeds/