Session #45

Integrated Postsecondary

Education Data System (IPEDS)

Jan Plotczyk,NCES

AgendaAgenda• IPEDS data collection

– 2007-08 collection schedule– 2007-08 changes– 2008-09 and beyond– Keyholder responsibilities– Reporting compliance– IPEDS training

• IPEDS data use tools– New College Navigator!!! – New website– Data Feedback Report & Executive Peer Tool– Peer Analysis System

Acronyms UsedAcronyms Used• KH = Keyholder• SRK = Student Right-to-Know• OMB = Office of Management & Budget • TRP = Technical Review Panel• HEA = Higher Education Act• PPA = Program Participation Agreement• FSA = Office of Federal Student Aid• AIR = Association for Institutional

Research

IPEDS Survey ComponentsIPEDS Survey Components• Institutional Characteristics (IC)• Completions (C)• 12-Month Enrollment (E12)• Human Resources (HR)• Fall Enrollment (EF)• Graduation Rates (GRS)• Student Financial Aid (SFA)• Finance (F)

IPEDS Data ToolsIPEDS Data Tools• COOL – College Opportunities

Online Locator• ExPT – Executive Peer Tool• DFR – Data Feedback Report• PAS – Peer Analysis System• DCT – Dataset Cutting Tool• DAS – Data Analysis System

IPEDS IPEDS Data CollectionData Collection

Collection scheduleCollection schedule2007-082007-08

RegistrationRegistration

Registration opened August 1 4

UserIDs to KHs August 1 4

Survey materials posted August 1 4

Status of registration taken August 29

Letters to CEO (if KH not registered)

August 31

X

X

X

Fall CollectionFall Collection

SurveysInstitutional CharacteristicsCompletions12-month Enrollment

Collection open September 5

Keyholder close October 17

Coordinator close

October 31

Winter CollectionWinter Collection

SurveysHuman Resources (required)Fall Enrollment (available)Finance (available)

Collection open

December 5

Keyholder close

January 23

Coordinator close

February 6

Spring CollectionSpring Collection

Surveys

Fall Enrollment FinanceStudent Financial AidGraduation Rates

Collection open March 5

Keyholder close April 16

Coordinator close April 30

Followup scheduleFollowup schedule

Email to KH (collection open) OpenLetter to CEO (no registered KH) Close – 4wksEmail to KH (no data) Close – 4wksPhone to CEO (no registered KH) Close – 3wksPhone to CEO/KH (no data) Close – 2wksEmail to KH (no data, not locked) Close – 2wksEmail to KH (no data, not locked) Close – 1wk

Changes for 2007-08

Changes for 2007-08Changes for 2007-08

• See following screens for information about which changes are mandatory for 2007-08

• No race/ethnicity changes for 2007-08

Institutional CharacteristicsInstitutional Characteristics• Institutional identification:

– Collect website addresses for admissions and financial aid offices, instead of phone numbers

– Add question: Does your institution have an online application? If yes, provide URL. Link will be added to COOL website

EnrollmentEnrollment• 12-month Unduplicated Count and

Instructional Activity (old Parts E & F) – Remove from Enrollment survey

collected in winter & spring– Create new component (E12) to

collect these data in the fall– No changes to data collected, only

to collection in which they appear– Mandatory in 2007-08

EnrollmentEnrollment• Part G, Retention Rates

– Rather than collect only the rates for full-time and part-time students, collect the numerator and denominator and have the system calculate the rates

– (now Part E)– Mandatory in 2007-08

Graduation RatesGraduation Rates• Sections V and VI, athletically related

student aid– Eliminate these sections from IPEDS

GRS– Institutions will no longer be

required to report these data to IPEDS, but will still be required to disclose these data, per SRK

– Add item to report URL used for disclosure

2008-09 and beyond

Race/ethnicity!!!

• Final guidance on Maintaining, Collecting, and Reporting Racial and Ethnic Data to the U.S. Department of Education

• Published in Federal Register 10/19/07• For implementing 1997 OMB standards• http://a257.g.akamaitech.net/

7/257/2422/01jan20071800/edocket.access.gpo.gov/2007/pdf/E7-20613.pdf

Race/ethnicityRace/ethnicity

Institutions notified

• This Week in IPEDS, wk of 10/22• Newsflash• Posted on website

– http://nces.ed.gov/IPEDS/news_room/– Newsroom, Announcements & Alerts

• WEBINAR: http://www.airweb.org/?

page=843

Race/ethnicity – some historyRace/ethnicity – some history• Proposed Dept of ED guidance

posted in Federal Register 8/7/06• Public comment period ended

9/21/06• Final guidance includes

discussion of comments received

Final Guidance• Calls for implementation no by

Fall 2010, in order to report data for the 2010-11 academic year

• Covers 2 separate issues:–Collection of R/E data by institutions

–Reporting of aggregate data to US Dept of ED

Collection by institutions• Two-question format REQUIRED:

1. Is respondent Hispanic/Latino?2. Respondent selects one or more

races:– American Indian or Alaska Native– Asian– Black or African American– Native Hawaiian or Other Pacific

Islander– White

Additionally…• Standards call for self-identification

of race/ethnicity – If missing, ensure that respondent

is refusing rather than overlooking• Dept of ED encourages institutions

to allow current students and staff to re-identify their race and ethnicity

Reporting aggregate data – 9 categories

1. Nonresident aliens2. Race/ethnicity unknown

3. Hispanics of any race

For non-Hispanics only:4. American Indian or Alaska Native5. Asian6. Black or African American7. Native Hawaiian or Other Pacific Islander8. White9. 2 or more races

R/E Technical Review Panel• IPEDS R/E TRP held last fall to

discuss implementation issues, such as:– If students are no longer at the

institution, how to report? (C, GRS)– If data are collected in 2 formats

for several years, how to release?

Proposed implementation• 2008-09 and 2009-10

– Optional years• 2010-11

– Mandatory year for EF, HR– 3rd optional year for C, E12, GRS

• 2011-12– Mandatory for all components

5+7+2 Format• Will be used in data collection system in

optional years• 5 = current categories • 7 = new categories• 2 = Nonresident alien, R/E unknown

• Institutions have option to report – All individuals using current categories– All individuals using new categories– Mixed reporting

Proposed timelineHR, EF C, E12, GRS

2008-09, 2009-10

Current (5+2)New (7+2)Mixed (5+7+2)

Current (5+2)New (7+2)Mixed (5+7+2)

2010-11 New (7+2) Current (5+2)New (7+2)Mixed (5+7+2)

2011-12 New (7+2) New (7+2)

Data Release• College Navigator

–Show only selected R/E categories for comparability

• PAS–Navigator categories–Raw data + flag

Data Release• DFR and ExPT

–New categories when available–Navigator categories during mixed years

• DAS and First Look pubs–Navigator categories

Questions for institutions• Categories needed for collection• Aggregation for reporting to

IPEDS• Data storage, file maintenance,

updating• Re-surveying• Mapping or bridging

HEA Reauthorization

HEA Reauthorization

• Senate passed its version in July (S1642)• House Republicans introduced a bill 10/4/07

(HR3746), but House has also passed bill to extend current HEA through 4/30/08

• Possible (but unlikely) that reauthorization will happen this year

• When it happens, likely to have impact on IPEDS

S1642• Bans federal unit record system

– But calls for state pilot programs for unit record systems in up to 5 states

• Calls for development of – Higher Education Price Index– U-CAN

• Template for voluntary sharing of accountability info by institutions in consumer-friendly way

– Net Price Calculator

S1642• Calls for enhancements to COOL

website– “so that it better meets the needs of students,

families, and consumers for accurate and appropriate information on institutions of higher education”

HR3476

• Prohibits federal unit record system• Includes affordability reports for

institutions whose tuition increases more than twice CPI over three year interval (version of College Affordability Index formerly introduced)

HR3476

• Calls for redesign of COOL• New data/additions to COOL:

– Instructional expenditures per FTE– Faculty-to-student ratios– Transfer rates for 2-year institutions– Net tuition price of the institution for the 3

most recent academic years; change in net tuition, sticker price, and CPI

HR3476

• New data/additions to COOL -- continued:– Link to the institution’s website with

information of interest to students including mission, accreditation, student services (including services for students with disabilities), transfer of credit policies and, if appropriate, placement rates and other measures of success in preparing students for entry into or advancement in the workforce

XML Upload

Still working with PESC…• On XML upload formats for

IPEDS reporting• If ready during 2007-08 data

collection we’ll release them then

• Else, should have them for 2008-09 data collection

Keyholder responsibilities

Keyholder Responsibilities• Register, and keep contact

information current–Receive all email messages from ED

Keyholder Responsibilities• Coordinate all aspects of data

submission at the institution level– Make sure all data are entered

(step 1)– Make sure all surveys are edited

and clean (step 2)– Lock the data for all surveys

before the collection close date (step 3)

Contact the Help Desk if…• You have ANY questions• You haven’t received your

UserID and password• You think your list of applicable

surveys is not correct• You think a survey status is not

correct

Contact the Help Desk if…• You have problems entering

data• You have problems resolving

edit failures• You have problems locking your

data• You have questions concerning

ANY follow-up email you receive

Reporting Compliance

Mandatory reporting of IPEDS• Reporting IPEDS is mandatory

for all institutions with PPA with US Dept of ED for Title IV federal student financial aid

Mandatory reporting of IPEDS• Since 2002-03, Office of Federal

Student Aid has been enforcing this with fines, warnings

• Penalties for noncompliance include– Fine of up to $27,500 per violation– Institution’s eligibility to

participate in Title IV programs can be suspended

FSA Noncompliance Actions: Total Fines Assessed

$1,241,000

$370,000

$175,500$76,250

$67,500$0

$200,000

$400,000

$600,000

$800,000

$1,000,000

$1,200,000

$1,400,000

2002-03

2003-04

2004-05

2005-06

2006-07

Fines

7839 39

11 60

50

100

150

200

250

300

350

400

450

2002-03

2003-04

2004-05

2005-06

2006-07

Total# Warned# Fined

FSA Noncompliance Actions: Institutions Fined, Warned

2006-07 Nonresponse:# of Institutions

• IC = 2• C = 1• HR = 1

• EF = 6• GRS = 7• SFA = 8• F = 8

Total institutions = 11

Followup• Unfortunately, it takes a lot of work

to make these low numbers happen• We are doing a lot of followup,

during and after collections• This fall we sent letter to CEO and

KH of institutions that have had their one and only second chance

However,• We also sent email/letter

thanking CEO of institutions that locked ALL 2007 fall surveys by 3 wks before close

• Letter referred to KH by name so CEO would know who was responsible for this good thing

Important to Remember:

•There are NO reporting extensions in IPEDS!!!

IPEDS Training

IPEDS Training• AIR & IPEDS are continuing to develop

new training materials– Webinars– Tutorials– Online course – Basic IPEDS

IPEDS Training Materials• Cover both data submission and use

– Beginning, intermediate, and advanced• Available FREE on AIR website: http://airweb.org/

Webinars• On-demand• >11,000 downloads Jan – May 2007 !!!• IPEDS Data Collection Training Center

– New Keyholders– All survey components

• IPEDS Data Use Tools– Overview of College Navigator - soon– Overview of ExPT– Introduction to Peer Analysis System

(soon)– NEW!!! New features of new PAS

Online course• FREE & open to everyone• Overview of IPEDS: A Self-Paced

Interactive Course–Opened for registration July 16–600 registrations THAT DAY–900 registrations as of 9/21–70 have graduated - certificate

• http://www.airweb.org/?page=838

What’s next?• Video enhanced webinars• Podcasts – 10-15 min• More online courses

–Advanced IPEDS–New Keyholders

IPEDS IPEDS Data Use ToolsData Use Tools

Tools Help Desk!!!• For assistance with any IPEDS

data use tool• 1-866-558-0658• ipedstools@rti.org

College NavigatorCollege Navigator

COOL’s successor….COOL’s successor….• College Navigator • Located at

http://collegenavigator.ed.gov

College NavigatorCollege Navigator• Offers a wide range of information

previously found on COOL, such as– Programs offered, degrees awarded– Retention and graduation rates– Price of attendance– Aid available– Campus safety – Accreditation

But alsoBut also• Offers users valuable new

information about colleges and universities

• Does so in a way that is vastly more user-friendly

New Features - SearchNew Features - Search• Search toolbar on every page

–Modify or change search from any page

• Guided search feature• Search by name and AKA

New Features - SearchNew Features - Search• Expanded search options

– Programs offered, awards granted– Tuition and fees (in-state, out-of-state)– % admitted and test scores– School size and type– Campus setting, housing– Location, distance from home– Institutional mission (HBCU, TCU, single-sex)– Extended learning opportunities for adults– Intercollegiate athletics programs

New Features – Compare & New Features – Compare & FavoritesFavorites

• Make comparisons of up to 4 institutions in a single view

• Maintain a list of up to 15 favorite institutions from different searches

New Features - Save & New Features - Save & ExportExport

• Save sessions and receive an email with a link back to session

• Export search results to easily-used formats, such as Excel

Plans for the futurePlans for the future• Continuing improvements in

content and function• Spanish version in the coming

months• Please send ideas, suggestions to

elise.miller@ed.gov

New IPEDS WebsiteNew IPEDS Website

Redesign of IPEDS WebsiteRedesign of IPEDS Website• http://nces.ed.gov/ipeds/• Released in early May 2007

Redesign of IPEDS WebsiteRedesign of IPEDS Website• Develop user-friendly website for

IPEDS– Reorganize content intuitively– Simplify site structure so users can

find info– Update content– Enhance site appeal– Create design that enhances

usability

New IPEDS Website• Opening page organized with three

entry points based on user type:– Students/parents

• COOL– Data users

•PAS, DCT, ExPT, DAS– Data providers

•Data collection system + materials

IPEDS Lifecycle

New features• Tool finder/Tool matrix• Newsroom

– This Week in IPEDS– Announcements and Alerts– TRP info

• Newsflash – specific IPEDS announcements

• Fact sheets• Calendar of events

Data Feedback Report & Data Feedback Report & Executive Peer ToolExecutive Peer Tool

DFR & ExPTDFR & ExPT

• 2007 report emailed to KHs in mid-October and mailed to CEOs in late October

• 2007, 2006, 2005 reports available through ExPT at http://nces.ed.gov/ipedspas/

DFR & ExPT 2007DFR & ExPT 2007

• Enhanced ExPT –Add new figures (ExPT only)–Upload comparison group files–Replicate full version of DFR in .pdf

New figures for ExPTNew figures for ExPT• Enrollment – detail by level• Transfers-in (2008)• Admissions

– Yield rate, SAT/ACT• Personnel services by function (salaries,

benefits) as % of total operating expenses• Core revenues and expenses figures by

both percentage distribution by source and by per FTE enrollment

• Endowment per FTE

Peer Analysis SystemPeer Analysis System

New FeaturesNew Features• Multiple year selection for

variables• Variable search feature• New navigation• PowerUser upload• Built-in trend reports• Grad rates templates

PAS – Forms Facsimile SFA

PAS – Report Template SFA

PAS – Report Template SFA

Downloaded version

Wrap Up Q&A

Contact InformationWe appreciate your feedback and

comments. We can be reached at:

Jan Plotczykjanice.plotczyk@ed.gov

202-502-7459

IPEDS Help Desk IPEDS Tools Help Deskipedshelp@rti.org ipedstools@rti.org1-877-225-2568 1-866-558-0658