# Presentation: 027773

## Session #45

**Integrated Postsecondary Education Data System (IPEDS)**
- Jan Plotczyk,
- NCES

## Agenda

- 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 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 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 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 Data Collection

## Collection schedule2007-08

## Registration

| 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 Collection

| Surveys | Institutional Characteristics
Completions
12-month Enrollment |
| --- | --- |
| Collection open | September 5 |
| Keyholder close | October 17 |
| Coordinator close | October 31 |

## Winter Collection

| Surveys | Human Resources (required)
Fall Enrollment (available)
Finance (available) |
| --- | --- |
| Collection open | December 5 |
| Keyholder close | January 23 |
| Coordinator close | February 6 |

## Spring Collection

| Surveys | Fall Enrollment 
Finance
Student Financial Aid
Graduation Rates |
| --- | --- |
| Collection open | March 5 |
| Keyholder close | April 16 |
| Coordinator close | April 30 |

## Followup schedule

- Email to KH (collection open)        	Open
- Letter to CEO (no registered KH)	Close – 4wks
- Email to KH (no data)			Close – 4wks
- Phone to CEO (no registered KH)	Close – 3wks
- Phone to CEO/KH (no data)		Close – 2wks
- Email to KH (no data, not locked)	Close – 2wks
- Email to KH (no data, not locked)	Close – 1wk

## Changes for 2007-08

## Changes for 2007-08

- See following screens for information about which changes are mandatory for 2007-08
- No race/ethnicity changes for 2007-08

## Institutional 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

## Enrollment

- 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

## Enrollment

- 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 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!!!

## Race/ethnicity

- 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/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 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***:
- Is respondent Hispanic/Latino?
- 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 

- Nonresident aliens
- Race/ethnicity unknown
- Hispanics of any race
- For non-Hispanics only:
- American Indian or Alaska Native
- Asian
- Black or African American
- Native Hawaiian or Other Pacific Islander
- White
- 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 timeline

|  | HR, 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

**FSA Noncompliance Actions: ****Total Fines Assessed**

## FSA Noncompliance Actions: 

**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

## Slide 62

## 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 Data Use Tools

## Tools Help Desk!!!

- For assistance with any IPEDS data use tool
- 1-866-558-0658
- ipedstools@rti.org

## College Navigator

## COOL’s successor....

- College Navigator
- Located at http://collegenavigator.ed.gov

## College 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 also

- Offers users valuable new information about colleges and universities
- Does so in a way that is vastly more user-friendly

## New Features - Search

- Search toolbar on every page
- Modify or change search from any page
- Guided search feature
- Search by name and AKA

## New 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 & Favorites

- 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 & Export

- 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 future

- Continuing improvements in content and function
- Spanish version in the coming months
- Please send ideas, suggestions to elise.miller@ed.gov

## Slide 76

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## Slide 78

## Slide 79

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## Slide 81

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## Slide 84

## Slide 85

## New IPEDS Website

## Redesign of IPEDS Website

- http://nces.ed.gov/ipeds/
- Released in early May 2007

## Redesign 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

## Slide 90

## Slide 91

## Slide 92

## Slide 93

## 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

## Slide 96

## Data Feedback Report & Executive Peer Tool

## DFR & 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 2007

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

## New 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

## Slide 101

## Slide 102

## Peer Analysis System

## New Features

- Multiple year selection for variables
- Variable search feature
- New navigation
- PowerUser upload
- Built-in trend reports
- Grad rates templates

## PAS – Forms Facsimile SFA

## Slide 106

## PAS – Report Template  SFA

## Slide 108

## PAS – Report Template SFA

- Downloaded version

## Slide 110

## Wrap Up Q&A

## Contact Information

- We appreciate your feedback and comments. We can be reached at:
- Jan Plotczyk
- janice.plotczyk@ed.gov
- 202-502-7459
- IPEDS Help Desk		IPEDS Tools Help Desk
- ipedshelp@rti.org		ipedstools@rti.org
- 1-877-225-2568		1-866-558-0658