Fall Enrollment

Integrated Postsecondary Education Data System (IPEDS)

This IPEDS Fall Enrollment data collection instrument was used during 

the 2012-13 data collection and will be used again during the 2013-14, 

2014-15, and 2015-16 data collections.
2012-13 Survey Materials > Form date: 1/16/2013

Fall Enrollment for 4-year degree granting

Part B Selection 

Completion of Part B (Enrollment of Students by Age) is optional this year.

Do you wish to complete Part B this year?

If you select 'Yes', you will see Part B and be expected to complete the screens.

If you select 'No', you will skip Part B.

   Yes, I will complete Part B                                                                      

No, I will not complete Part B                                                            
Fall Enrollment - CIPCODE Selection 

Indicate which of the following fields of study are offered by your institution. Students are to be reported by

their major field of study for the categories listed below. Fields for which enrollment was reported for Fall 2012

have already been checked; please make sure all listed fields that are offered by your institution are checked.

    Undergraduate and graduate fields

        13.0000 -- Education

    14.0000 -- Engineering

    26.0000 -- Biological and Biomedical Sciences

    27.0000 -- Mathematics

    40.0000 -- Physical Sciences

    52.0000 -- Business, Management, Marketing, and Related Support Services

    Graduate-only fields

    22.0101 -- Law (LL.B., J.D.)

    51.0401 -- Dentistry (D.D.S., D.M.D.)

    51.1201 -- Medicine (M.D.)

None of the above

You may use the space below to provide context for the data you've reported above.
Part A - Fall Enrollment for Full-Time Undergraduate Students 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

Full-time Undergraduate Students

Race/Ethnicity Reporting Reminder:

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Enrolled for

credit

Degree/certificate-seeking

First-time Transfer-in Continuing Total degree/certificateseeking

Non-degree/

non-certificate-seeking

Total,

full-time

undergraduate

students

Men

Nonresident

alien

     

Hispanic/Latino      

American Indian

or Alaska Native

     

Asian      

Black or African

American

     

Native Hawaiian

or Other Pacific

Islander

     

White      

Two or more

races

     

Race and

ethnicity

unknown

     

Total men                  

Total men prior

year

 

Women

Nonresident

alien

     

Hispanic/Latino      

American Indian

or Alaska Native

     

Asian      

Black or African

American

     

Native Hawaiian

or Other Pacific

Islander

     

White      

Two or more

races

     

Race and

ethnicity

unknown

     

Total women                  

Total women

prior year

 

Grand total

(men+women)

                 

Grand total

(men+women)

prior year

 
Part A - Fall Enrollment for Part-time Undergraduate Students 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

Part-time Undergraduate Students

Race/Ethnicity Reporting Reminder:

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Enrolled for

credit

Degree/certificate-seeking

First-time Transfer-in Continuing Total degree/certificateseeking

Non-degree/

non-certificate-seeking

Total,

part-time

undergraduate

students

Men

Nonresident

alien

     

Hispanic/Latino      

American Indian

or Alaska Native

     

Asian      

Black or African

American

     

Native Hawaiian

or Other Pacific

Islander

     

White      

Two or more

races

     

Race and

ethnicity

unknown

     

Total men                  

Total men prior

year

 

Women

Nonresident

alien

     

Hispanic/Latino      

American Indian

or Alaska Native

     

Asian      

Black or African

American

     

Native Hawaiian

or Other Pacific

Islander

     

White      

Two or more

races

     

Race and

ethnicity

unknown

     

Total women                  

Total women

prior year

 

Grand total

(men+women)

                 

Grand total

(men+women)

prior year

 
Part A - Fall Enrollment for Graduate Students 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15,

2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

Graduate Students

Race/Ethnicity Reporting Reminder:

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Graduate Student Reporting Reminder:

•Report all postbaccalaureate degree and certificate students as graduate students, including any doctor's-professional

practice students (formerly first-professional)

Enrolled for credit Total full-time Total part-time Total graduate students

Men

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific Islander   

White   

Two or more races   

Race and ethnicity unknown   

Total men         

Total men prior year 

Women

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific Islander   

White   

Two or more races   

Race and ethnicity unknown   

Total women         

Total women prior year 

Grand total (men+women)         

Grand total (men+women) prior year 
Part A - Fall Enrollment Summary 

Fall Enrollment Summary

Students enrolled for credit Total full-time

students

Total part-time

students

Grand total,

all students

Men

Nonresident alien         

Hispanic/Latino         

American Indian or Alaska Native         

Asian         

Black or African American         

Native Hawaiian or Other Pacific Islander         

White         

Two or more races         

Race and ethnicity unknown         

Total men         

Women

Nonresident alien         

Hispanic/Latino         

American Indian or Alaska Native         

Asian         

Black or African American         

Native Hawaiian or Other Pacific Islander         

White         

Two or more races         

Race and ethnicity unknown         

Total women         

Grand Total (men+women)         
Sample pages for 13.0000 Education (undergraduate and graduate) and 21.0101 Law (firstprofessional) follow. Please duplicate these pages as needed for any fields of study listed

above that are offered by your institution.

Part A - Fall Enrollment by race/ethnicity and gender 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

CIPCODE: 13.0000 -- Education

Full-time undergraduate students

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Students enrolled for credit Degree/certificate-seeking

First-time Transfer-in Continuing Total

Non-degree/

non-certificate-seeking

Total,

full-time

undergraduate

students

Men

Nonresident alien      

Hispanic/Latino      

American Indian or Alaska

Native

     

Asian      

Black or African American      

Native Hawaiian or Other

Pacific Islander

     

White      

Two or more races      

Race and ethnicity unknown      

Total men                  

Women

Nonresident alien      

Hispanic/Latino      

American Indian or Alaska

Native

     

Asian      

Black or African American      

Native Hawaiian or Other

Pacific Islander

     

White      

Two or more races      

Race and ethnicity unknown      

Total women                  

Grand total (men+women)                  

Grand total (men+women) 2010

-11

 
Part A - Fall Enrollment by race/ethnicity and gender 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

CIPCODE: 13.0000 -- Education

Part-time undergraduate students

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Students enrolled for credit Degree/certificate-seeking

First-time Transfer-in Continuing Total

Non-degree/

non-certificate-seeking

Total,

part-time

undergraduate

students

Men

Nonresident alien      

Hispanic/Latino      

American Indian or Alaska

Native

     

Asian      

Black or African American      

Native Hawaiian or Other

Pacific Islander

     

White      

Two or more races      

Race/ethnicity unknown      

Total men                  

Women

Nonresident alien      

Hispanic/Latino      

American Indian or Alaska

Native

     

Asian      

Black or African American      

Native Hawaiian or Other

Pacific Islander

     

White      

Two or more races      

Race/ethnicity unknown      

Total women                  

Grand total (men+women)                  

Grand total (men+women) 2010

-11

 
Part A - Fall Enrollment by race/ethnicity and gender 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

CIPCODE: 13.0000 -- Education

Graduate students

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Students enrolled for credit Total full-time Total part-time Total graduate students

Men

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific Islander   

White   

Two or more races   

Race and ethnicity unknown   

Total men         

Women

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific Islander   

White   

Two or more races   

Race and ethnicity unknown   

Total women         

Grand total (men+women)         

Grand total (men+women) 2010-11 
Part A - Fall Enrollment by race/ethnicity and gender 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15,

2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

CIPCODE: 22.0101 -- Law (LL.B., J.D.)

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Students enrolled for credit Total full-time Total part-time Total

Men

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific Islander   

White   

Two or more races   

Race and ethnicity unknown   

Total men         

Women

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific Islander   

White   

Two or more races   

Race and ethnicity unknown   

Total women         

Grand total (men+women)         

Grand total (men+women) 2010-11 
Part A - Fall Enrollment by Distance Education Status 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

Undergraduate Students

Degree/Certificate

Seeking

Non-Degree/Certificate

Seeking

Graduate

Students

Enrolled exclusively in distance education courses

Enrolled in some but not all distance education

courses

Not enrolled in any distance education courses

Total (all distance education statuses)         

Total (from prior part A screens)

NOTE: The total of all distance education statuses

(above) must equal this total carried forward from the

prior part A screens

        

You may use the space below to provide context for the data you've reported above.
Part A - Fall Enrollment by Distance Education Status 

Undergraduate Students

Of those students exclusively enrolled in distance

education courses, report the number that are:

Degree/Certificate

Seeking

Non-Degree/Certificate

Seeking

Graduate

Students

Located in   

Located in the U.S. but not in   

Located in the U.S. but state/jurisdiction unknown

Located outside the U.S.

Location unknown/unreported         

Total students exclusively enrolled in distance

education (from section above)

        
Part B - Fall Enrollment by Age and Gender for Full-time Undergraduate Students 

NOTE: These data are optional this year.

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

Age Full-time Undergraduate Students

Men Women

Under 18

18-19

20-21

22-24

25-29

30-34

35-39

40-49

50-64

65 and over

Age unknown/unreported      

Total full-time undergraduate students (from part A)      
Part B - Fall Enrollment by Age and Gender for Part-time Undergraduate Students 

NOTE: These data are optional this year.

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

Age Part-time Undergraduate Students

Men Women

Under 18

18-19

20-21

22-24

25-29

30-34

35-39

40-49

50-64

65 and over

Age unknown/unreported      

Total part-time undergraduate students (from part A)      
Part B - Fall Enrollment by Age and Gender for Full-time Graduate Students 

NOTE: These data are optional this year.

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

Age Full-time Graduate Students

Men Women

Under 18

18-19

20-21

22-24

25-29

30-34

35-39

40-49

50-64

65 and over

Age unknown/unreported      

Total full-time graduate students (from part A)      
Part B - Fall Enrollment by Age and Gender for Part-time Graduate Students 

NOTE: These data are optional this year.

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

Age Part-time Graduate Students

Men Women

Under 18

18-19

20-21

22-24

25-29

30-34

35-39

40-49

50-64

65 and over

Age unknown/unreported      

Total part-time graduate students (from part A)      
Part C - Screening Question 

Did any of your first-time degree/certificate-seeking undergraduate students (reported in Part A) enroll within 12

months of graduating high school or receiving their GED?

   Yes, we have first-time students who enrolled within 12 months of their high school graduation.

No, we do not have any first-time students who enrolled within 12 months of their high school graduation.

You may use the space below to provide context for the data you've reported above.
Part C - Residence of First-time Undergraduates 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

State of residence when student

was first admitted

FIPS Code  Total first-time

degree/certificate-seeking

undergraduates

(1)

Of students in column 1, those

who enrolled within 12 months

of high school graduation

or receiving their GED

(2)

Alabama 01

Alaska 02

Arizona 04

Arkansas 05

California 06

Colorado 08

Connecticut 09

Delaware 10

District of Columbia 11

Florida 12

Georgia 13

Hawaii 15

Idaho 16

Illinois 17

Indiana 18

Iowa 19

Kansas 20

Kentucky 21

Louisiana 22

Maine 23
Part C - Residence of First-time Undergraduates 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

State of residence when student

was first admitted

FIPS Code Total first-time

degree/certificate-seeking

undergraduates

(1)

Of students in column 1, those

who enrolled within 12 months

of high school graduation

or receiving their GED

(2)

Maryland 24

Massachusetts 25

Michigan 26

Minnesota 27

Mississippi 28

Missouri 29

Montana 30

Nebraska 31

Nevada 32

New Hampshire 33

New Jersey 34

New Mexico 35

New York 36

North Carolina 37

North Dakota 38

Ohio 39

Oklahoma 40

Oregon 41

Pennsylvania 42

Rhode Island 44
Part C - Residence of First-time Undergraduates 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

State of residence when student

was first admitted

FIPS

Code

Total first-time

degree/certificate-seeking

undergraduates

(1)

Of students in column 1, those

who enrolled within 12 months of

high school graduation

or receiving their GED

(2)

South Carolina 45

South Dakota 46

Tennessee 47

Texas 48

Utah 49

Vermont 50

Virginia 51

Washington 53

West Virginia 54

Wisconsin 55

Wyoming 56

State Unknown 57

American Samoa 60

Federated States of Micronesia 64

Guam 66

Marshall Islands 68

Northern Marianas 69

Palau 70

Puerto Rico 72

Virgin Islands 78

Foreign Countries 90

Residence unknown/unreported 98   

Total first-time degree/certificate-seeking

undergraduates (from Part A)

     

You may use the space below to provide context for the data you've reported above.
This part is only required from academic reporters.

Part D - Total Undergraduate Entering Class 

Total Undergraduate Entering Class, Fall 2012

D1Total full-time, first-time degree/certificate-seeking undergraduates from Part A (GR cohort)   

D2Total first-time degree/certificate-seeking undergraduates (full-time + part-time) from Part A   

D3Total transfer-in degree/certificate-seeking undergraduates (full-time + part-time) from Part A   

D4Total non-degree/certificate-seeking undergraduates (full-time + part-time) from Part A   

D5Of the total non-degree/certificate-seeking undergraduates displayed on line D4, the number that are

new to the institution in Fall 2012

D6Total entering students at the undergraduate level

Note: This is calculated as first-time students (line D2) + students transferring to the institution (line D3)

+ non-degree/certificate-seeking undergraduates entering in Fall 2012 (line D5).

  

D7Percentage of undergraduate entering class represented by your GR cohort (line D1/line D6)   
 Image description. These context notes will be posted on the College Navigator. End of image description.

Part E - First-time Bachelor's Cohort Retention Rates (Full-time) 

Retention Rates

Full-time, First-time Bachelor's Cohort from Fall 2011

Academic reporters determine the cohort and retention as of the institution's official fall reporting date or as of

October 15. Program reporters determine the cohort with enrollment any time between August 1 and October

31, 2011 and retention based on August 1, 2012.

The retention rate is calculated by the system after clicking "Save" on the screen. Exclusions are subtracted

from the original cohort and the resulting adjusted cohort is used for calculating the retention rate.

Retention Data Reporting Reminders:

• Include only full-time, first-time bachelor's students in this cohort.

• Determine the full-time cohort using Fall 2011 status (e.g. if a student was full-time in Fall 2011,

report them in the full-time cohort regardless of their Fall 2012 status).

• If there are no students to report in the cohort, enter zero. Do not leave the field blank.

• Report in the exclusions box (line E2) the number of students from the cohort who left the

institution for any of the following reasons: died or were totally and permanently disabled; to

serve in the armed forces (including those called to active duty); to serve with a foreign aid

service of the Federal Government (e.g. Peace Corps); or to serve on official church missions.

Prior year

data (Fall

2010

cohort)

FULL-TIME, FIRST-TIME BACHELOR'S COHORT RETENTION:

E1      Full-time, first-time Fall 2011 bachelor's cohort 

E2      Exclusions from the Fall 2011 cohort 

E3      Adjusted Fall 2011 cohort  (line E1- line E2)    

E4      Students from Fall 2011 cohort still enrolled as of Fall 2012 

E5      Full-time, first-time Fall 2011 bachelor's cohort retention rate   (line E4 /

line E3)

  % %

 You may use the space below to provide context for the data you've reported above.

These context notes will be posted on the College Navigator website, and should be written to be understood

by students and parents.
 Image description. These context notes will be posted on the College Navigator. End of image description.

Part E - First-time Bachelor's Cohort Retention Rates (Part-time) 

Retention Rates

Part-time, First-time Bachelor's Cohort from Fall 2011

Academic reporters determine the cohort and retention as of the institution's official fall reporting date or as of

October 15. Program reporters determine the cohort with enrollment any time between August 1 and October

31, 2011 and retention based on August 1, 2012.

The retention rate is calculated by the system after clicking "Save" on the screen. Exclusions are subtracted

from the original cohort and the resulting adjusted cohort is used for calculating the retention rate.

Retention Data Reporting Reminders:

• Include only part-time, first-time bachelor's-seeking students in this cohort.

• Determine part-time using Fall 2011 attendance status (e.g. if a student was part-time in Fall

2011, report them in the part-time cohort regardless of their Fall 2012 status).

• If there are no students to report in the cohort, enter zero. Do not leave the field blank.

• Report in the exclusions box (line E7) the number of students from the cohort who left the

institution for any of the following reasons: died or were totally and permanently disabled; to

serve in the armed forces (including those called to active duty); to serve with a foreign aid

service of the Federal Government (e.g. Peace Corps); or to serve on official church missions.

Prior year

data (Fall

2010

cohort)

PART-TIME, FIRST-TIME BACHELOR'S COHORT RETENTION:

E6       Part-time, first-time Fall 2011 bachelor's cohort 

E7       Exclusions from the Fall 2011 cohort 

E8       Adjusted Fall 2011 cohort  (line E6 - line E7)    

E9       Students from Fall 2011 cohort still enrolled as of Fall 2012 

E10      Part-time, first-time Fall 2011 bachelor's cohort retention rate (line E9 / line

E8)

  % %

 You may use the space below to provide context for the data you've reported above.

These context notes will be posted on the College Navigator website, and should be written to be understood

by students and parents.
 Image description. These context notes will be posted on the College Navigator. End of image description.

Part F - Student-to-Faculty Ratio 

Please provide your institution's student-to-faculty ratio (i.e., student-to-instructional staff) for undergraduate

programs for Fall 2012. The student-to-faculty ratio and any accompanying context that is provided will be

displayed on College Navigator.

Note: Logic in this item is similar to item I-2 from the Common Data Set data collection.

Click here to use a worksheet to help you determine the student-to-faculty ratio

Student-to-faculty ratio to 1

Student-to-faculty ratio prior year to 1

 You may use the space below to provide context for the data you've reported above.

These context notes will be posted on the College Navigator website, and should be written to be understood

by students and parents.
Part F - Four-Year Institutions with Graduate Programs Student-to-Faculty Ratio Worksheet 

This worksheet is designed to help you determine your institution's student-to-faculty ratio.

Data entered on this worksheet will NOT be collected or saved. Therefore, please PRINT this screen if you

would like to refer to the ratio calculation for your institution at a later time.

The term "stand-alone graduate or professional program" used below is defined as a graduate or professional

practice program such as medicine, law, veterinary, dentistry, social work, or public health, in which faculty

teach virtually only graduate-level students (often referred to as "independent" programs).

Note: The logic used for this calculation is similar to item I-2 from the Common Data Set data collection.

Students, Fall 2012

FULL-TIME STUDENTS:

F1 Total full-time students from Part A   

Full-time Student Exclusion (Line F2):

F2 Of the full-time students reported in Line F1, the number enrolled in stand-alone

graduate or professional programs

F3 Total adjusted full-time student count

(Line F1 - F2)

  

PART-TIME STUDENTS:

F4 Total part-time students from Part A   

Part-time Student Exclusion (Line F5):

F5 Of the part-time students reported in Line F4, the number enrolled in stand-alone

graduate or professional programs

F6 Total adjusted part-time student count

(Line F4 - F5)

  

F7 Full-time equivalent of adjusted part-time student count

(Line F6 * 1/3)

  

F8 Total adjusted full-time equivalent students

(Line F3 + F7)

  

Instructional Staff, Fall 2012

FULL-TIME INSTRUCTIONAL STAFF:

F9 Number of full-time instructional staff (non-medical) as reported on the HR survey

component

Full-time Instructional Staff Exclusions (Line F10A and 10B):

(Note: an individual instructor meeting both exclusion criteria should only be reported in ONE exclusion line item.)

F10A Of the full-time instructional staff reported in Line F9, the number teaching

exclusively in stand-alone graduate or professional programs

F10B Of the full-time instructional staff reported in Line F9, the number teaching

exclusively non-credit courses

F11 Total adjusted full-time instructional staff

(Line F9 - (F10A + F10B))

  

PART-TIME INSTRUCTIONAL STAFF:

F12 Number of part-time instructional staff (non-medical) as reported on the HR

survey component

Part-time Instructional Staff Exclusions (Line F13A and 13B):

(Note: an individual instructor meeting both exclusion criteria should only be reported in ONE exclusion line item.)

F13A Of the part-time instructional staff reported in Line F12, the number teaching

exclusively in stand-alone graduate or professional programs

F13B Of the part-time instructional staff reported in Line F12, the number teaching

exclusively non-credit courses

Part-time Instructional Staff Addition (Line F14):

F14 Number of administrators, or other staff not reported to IPEDS as instructors, that

are teaching a credit course(s) in the Fall

F15 Total adjusted part-time instructional staff

(Line F12 - (F13A + F13B) + F14)

  

F16 Full-time equivalent of adjusted part-time instructional staff

(Line F15 * 1/3)

  

F17 Total full-time equivalent of adjusted instructional staff
(Line F11 + F16)   

                

F18 Student-to-faculty ratio

(Line F8/F17)

   to 1
Prepared by 

This survey component was prepared by:

Keyholder SFA Contact HR Contact Finance Contact Other

Name:

Email:

How long did it take to prepare this survey component? hours minutes

The name of the preparer is being collected so that we can follow up with the appropriate person in the event that there

are questions concerning the data. The Keyholder will be copied on all email correspondence to other preparers.

The time it took to prepare this component is being collected so that we can continue to improve our estimate of the

reporting burden associated with IPEDS. Please include in your estimate the time it took for you to review instructions,

query and search data sources, complete and review the component, and submit the data through the Data Collection

System.

Thank you for your assistance.
2012-13 Survey Materials > Instructions date: 1/16/2013

Fall Enrollment Full Instructions

Purpose of the Survey

Changes in Reporting

General Instructions

Reporting Period Covered

Context Boxes

Coverage

Who To Include

Who To Exclude

Where to Get Help for Reporting

IPEDS Help Desk

AIR Website

IPEDS Website Resources

Where the Reported Data Will Appear

Institution Level

Aggregate Level

Reporting Directions

Screening Questions

Reporting Individuals by Racial/Ethnic Categories

Part A: Fall Enrollment by Level, Attendance Status, Race/Ethnicity, and Gender

Part B: Fall Enrollment by Age

Part C: Residence of First-Time Degree/Certificate-Seeking Undergraduates

Part D: Total Undergraduate Entering Class

Part E: Retention Rates for First-Time Bachelor's Seeking Students

Part F: Student-to-Faculty Ratio

Purpose of Survey

The purpose of the Fall Enrollment component of IPEDS is to collect enrollment data on all

students enrolled for credit in courses/programs that could lead to awards ranging from

postsecondary certificates of less than 1 year to doctoral degrees. Fall enrollment data are

collected by level of student, attendance status, race/ethnicity, and gender. In addition, the Fall

Enrollment component collects data on the institution's undergraduate entering class, first-time

student retention rates, and the student-to-faculty ratio. Every other year data on enrollment by

nine selected fields of study are collected, as is residency of first-time degree/certificate-seeking

undergraduate students. In opposite years, enrollment by student age is collected.

Changes in Reporting

Institutions must report enrollment by distance education status for all students. Institutions must first report

whether students are enrolled in no distance education courses, some distance education courses, or

exclusively distance education courses. For those students who are enrolled exclusively in distance education

courses, institutions must also report the location of the student.

General Instructions

Reporting Period Covered
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For institutions operating on a traditional academic year calendar (semester, trimester, quarter, or 4-1-4), fall

enrollment should be reported as of the institution's official fall reporting date or October 15.

For institutions operating on an "other academic calendar," a calendar that differs by program, or enrolls

students on a continuous basis (referred to as program reporters), fall enrollment is reported for students

enrolled any time during the period August 1 and October 31.

Context Boxes

Context boxes are provided to allow institutions to provide more information regarding survey component

items. Note that some context boxes are posted on the College Navigator Website, which is the college search

tool offered by NCES. NCES will review entries in these context boxes for applicability and appropriateness

before posting them on the College Navigator Website; institutions should check grammar and spelling of

their entries.

Coverage

Who to Include

Include all students enrolled for credit (courses or programs that can be

applied towards the requirements for a postsecondary degree, diploma,

certificate, or other formal award), regardless of whether or not they are

seeking a degree or certificate. This includes:

• Students enrolled for credit in off-campus centers

• High school students taking regular college courses for credit

• Students taking remedial courses if the student is degree-seeking for the purpose of student financial

aid determination

• Students from overseas enrolled in U.S. courses for credit (e.g., online students)

• Graduate students enrolled for thesis credits, even when zero credits are awarded, as these students

are still enrolled and seeking their degree

Who to Exclude

Exclude students who are not enrolled for credit. For example, exclude:

• Students enrolled exclusively in courses that cannot be applied towards a formal award

• Students enrolled exclusively in Continuing Education Units (CEUs)

• Students exclusively auditing classes

• Residents or interns in doctor's - professional practice programs, since they have already received

their doctor's degree

In addition, the following students should be excluded:

• Any student studying abroad (e.g., at a foreign university) if their enrollment at the 'home' institution

serves as an administrative record

• Students in any branch campus located in a foreign country

Where to Get Help

IPEDS Data Collection Help Desk

Phone: 1-877-225-2568

Email: ipedshelp@rti.org

AIR Website

You can also consult the AIR website that contains several tutorials on IPEDS data collection, a self-paced

overview of IPEDS tools and other valuable resources.

IPEDS Resources Page

In addition, the IPEDS Resources Page contains frequently asked questions, a link to the glossary, data tip

sheets, an archive of survey instruments, information on the new race/ethnicity categories and other relevant

information.

Where the Data Will Appear
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Data collected through IPEDS will be accessible at the institution- and aggregate-levels.

At the institution-level, data will appear in the:

• College Navigator Website

• IPEDS Data Center

• IPEDS Data Feedback Reports

At the aggregate-level, data will appear in:

• IPEDS First Looks

• IPEDS Table Library

• IPEDS Data Feedback Reports

• The Digest of Education Statistics

• The Condition of Education

Reporting Directions

Screening Questions

Before entering any data, a screening question will need to be answered.

Part B Selection.

Part B (Enrollment by Age) is optional this year. Indicate whether or not you will complete Part B of the Fall

Enrollment survey component this year.

CIPCODE Selection.

Reporting enrollment by selected fields of study is mandatory this year. In Part A, enrollment in the selected

fields will need to be reported in addition to the total enrollment data reported.

Select the fields of study that are offered by your institution. Field names and corresponding CIP codes for

the programs known to exist at your institution will already be checked. Please update this list, if necessary,

by adding or removing checks in the associated boxes. Undergraduate and graduate fields:

• 13.0000 -- Education

• 14.0000 -- Engineering

• 26.0000 -- Biological and Biomedical Sciences

• 27.0000 -- Mathematics

• 40.0000 -- Physical Sciences

• 52.0000 -- Business, Management, Marketing, and Related Support Services

Graduate-only fields:

• 22.0101 -- Law (LL.B., J.D.)

• 51.0401 -- Dentistry (D.D.S., D.M.D.)

• 51.1201 -- Medicine (M.D.)

Once you have updated this CIPCODE Selection screen and saved the results, screens similar to the Part A

Summary screens will be generated at the appropriate levels and fields of study.

Reporting Persons by Racial/Ethnic Category

Reporting Persons by Racial/Ethnic Category (1997 OMB)

This information is being collected in compliance with Title VI of the Civil Rights Act of 1964 and

Title IX of the Education Amendments of 1972 and Sec. 421(a)(1) of the Carl D. Perkins Vocational

Education Act. These instructions correspond with the Final Guidance on Maintaining, Collecting,

and Reporting Racial and Ethnic Data to the U.S. Department of Education, published in the

Federal Register on October 19, 2007.

Method of collection - Institutions must collect race and ethnicity information using a 2-question

format. The first question is whether the respondent is Hispanic/Latino. The second question is

whether the respondent is from one or more races from the following list: American Indian or

Alaska Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, and

White. Institutions should allow students and staff to self-identify their race and ethnicity. For

further details on the guidance for collecting data, please see the full Federal Register notice.

Method of reporting aggregate data - Institutions must report aggregate data to the U.S. Department of

Education using the NINE categories below. Racial/ethnic designations are requested only for United States

citizens, resident aliens, and other eligible non-citizens.

• Hispanic or Latino, regardless of race

For Non-Hispanic/Latino individuals:

• American Indian or Alaska Native

• Asian

• Black or African American

• Native Hawaiian or Other Pacific Islander

• White

• Two or more races
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In addition, the following categories may be used:

• Nonresident alien

• Race and ethnicity unknown

Racial/ethnic descriptions - Racial/ethnic designations as used in this survey do not denote scientific

definitions of anthropological origins. The categories are:

• Hispanic or Latino- A person of Cuban, Mexican, Puerto Rican, South or Central American, or other

Spanish culture or origin, regardless of race.

• American Indian or Alaska Native- A person having origins in any of the original peoples of North and

South America (including Central America) who maintains cultural identification through tribal

affiliation or community attachment.

• Asian- A person having origins in any of the original peoples of the Far East, Southeast Asia, or the

Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia,

Pakistan, the Philippine Islands, Thailand, and Vietnam.

• Black or African American- A person having origins in any of the black racial groups of Africa.

• Native Hawaiian or Other Pacific Islander- A person having origins in any of the original peoples of

Hawaii, Guam, Samoa, or other Pacific Islands.

• White - A person having origins in any of the original peoples of Europe, the Middle East, or North

Africa.

Other descriptive categories

• Nonresident alien - A person who is not a citizen or national of the United States and who is in this

country on a visa or temporary basis and does not have the right to remain indefinitely. NOTE -

Nonresident aliens are to be reported separately, in the boxes provided, rather than included in any of

the seven racial/ethnic categories. Resident aliens and other eligible (for financial aid purposes) noncitizens who are not citizens or nationals of the United States and who have been admitted as legal

immigrants for the purpose of obtaining permanent resident alien status (and who hold either an alien

registration card (Form I-551 or I-151), a Temporary Resident Card (Form I-688), or an ArrivalDeparture Record (Form I-94) with a notation that conveys legal immigrant status such as Section

207 Refugee, Section 208 Asylee, Conditional Entrant Parolee or Cuban-Haitian) are to be reported in

the appropriate racial/ethnic categories along with United States citizens.

• Race and ethnicity unknown - This category is used only if the person did not select EITHER a

racial or ethnic designation.

Part A: Full-Time Undergraduate Students by Race/Ethnicity and Gender

On this screen, include all students enrolled for credit, full-time at the undergraduate level. The

undergraduate level includes students enrolled in undergraduate level courses, in 4 or 5-year bachelor's

degree programs, associate's degree programs, or any certificate programs below the baccalaureate level.

Students who have already earned a bachelor's degree but are taking undergraduate courses for credit should

be included as undergraduates.

Full-time, first-time degree/certificate-seeking students

In column 1, report undergraduate students who have no prior postsecondary experience and

have enrolled full-time with the intent to earn a degree, certificate or other formal award. The

following are also considered first-time:

• Students enrolled in the fall term who attended college for the first time in the prior summer session

• Students who entered with advanced standing (any college credits earned before graduation from

high school)

In order to be considered degree or certificate-seeking, the student must be enrolled in courses for credit and

be recognized by the institution as seeking a degree or other formal award. Dual enrolled high school

students are not considered degree/certificate-seeking. Note: All students eligible to receive federal student

financial aid are to be considered degree/certificate-seeking.

Program Reporters: Include first-time students who entered your institution between August 1, 2012 and

October 31, 2012.

Academic Reporters: Student counts reported in column 1 define the initial cohort for reporting graduation

rates on the IPEDS Graduation Rates (GR) component to meet Student Right-to-Know reporting

requirements. Students reported in this group will become your GR cohort in the reporting year appropriate

for your institution. The number of students reported in column 1 will also appear in Part D to be used in

determining the percentage of the entering class represented by the current GR cohort.

Full-time, transfer-in degree/certificate-seeking undergraduate students

In column 2, report the total number of full-time degree/certificate-seeking undergraduate students entering

the reporting institution for the first time but known to have previously attended a postsecondary institution

at the undergraduate level. These students may or may not have transferred credit(s).

Full-time, continuing degree/certificate-seeking undergraduate students

In column 3, report the total number of continuing (i.e., not first-time and not transfer-in) full-time

degree/certificate-seeking undergraduate students. These are students who are not new to the institution in

the fall, but instead are continuing their studies at the institution. 

Full-time, non-degree/certificate-seeking full-time undergraduates

In column 5, report the total number of full-time non-degree/certificate-seeking undergraduates. These

students are enrolled for credit but not with the intention of earning a formal award. Note: High school

students enrolled in creditable courses prior to high school graduation are considered non-degree/certificateseeking students.
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Once you save the data by clicking the 'Verify and Save' button, the 'Total full-time degree/certificate-seeking

undergraduates' (column 4) and 'Total, full-time undergraduate students' (column 6) will be calculated by the

system and display on the survey screen.

Part A: Enrollment by Selected Fields of Study

Report students in the selected fields using the same definitions and instructions provided for the

Part A Enrollment by Race/Ethnicity screens. 

Students at your institution that have not declared a major field of study or their major field of

study is not one of the selected fields should be reported on the Part A Enrollment by

Race/Ethnicity. The enrollment reporting by the selected fields of study is most likely only a

subset of the total students enrolled in your institution. 

Part A: Part-time Undergraduate Students

Report part-time students using the same definitions and instructions provided for full-time undergraduate

students.

Part A: Graduate Students by Race/Ethnicity and Gender

Report all students enrolled for credit at the graduate level as either full-time (column 1) or part-time

(column 2). Include graduate students enrolled for thesis credits, even when zero credits are awarded, as

these students are still enrolled and seeking their degree.

Graduate Student Reporting Reminder: Institutions are required to report using the new

postbaccalaureate classifications. Report all postbaccalaureate degree and certificate students as graduate

students, including doctor's-professional practice students (formerly first-professional).

Part A: Enrollment by Distance Education Status

On this screen, report all students reported on previous Part A screens.

Enrolled exclusively in distance education courses:

Students who are enrolled only in courses that are considered distance

education courses.

Enrolled in some but not all distance education courses:

Students who are enrolled in at least one course that is considered a

distance education course, but are not enrolled exclusively in distance

education courses.

Not enrolled in any distance education courses:

Students who are not enrolled in any distance education courses.

Note: Requirements for coming to campus for orientation, testing, or

academic support services do not exclude a course from being classified

as distance education.

The totals for degree/certificate-seeking undergraduate (first-time +

transfer-in + continuing), non-degree/certificate-seeking undergraduate

and graduate students will be carried forward from the previous Part A

screens. The total students reported by distance education status must

equal the total students carried forward from prior Part A screens. If the

totals are not the same, a fatal error will occur.
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If there are students reported as enrolled exclusively in distance

education courses, further data on the location of these distance

education students will need to be reported. Report, by student level and

undergraduate degree-seeking status, the number of exclusively distance

education students that are located in the same state/jursidiction as the

institution, in a different state/jurisdiction than the institution, in the U.S.

but the state/jurisdiction is unknown, and residing outside the U.S.

The total students exclusively enrolled in distance education courses will

be carried forward from earlier on the screen. If the total students

reported by location does not equal the total enrolled exclusively in

distance education from above, the “Location unknown/unreported” is

calculated.

Part B: Fall Enrollment by Age and Gender

Part B is optional this year. This part is required in odd-numbered years.

This distribution of students should include all students reported in Part A.

Enrollment by Age

Use institutional records to calculate student age.

Academic reporters: report student age as of the institution's official fall reporting date or as of October 15,

2012.

Program reporters: report student age as of August 1, 2012.

The totals by gender for each attendance status (full- or part-time) and student level (undergraduate or

graduate) will be carried forward from the corresponding Part A screens. When the Part B and Part A totals do

not agree, the "Age unknown/unreported" is calculated.

Note: If the Part B student count total is larger than the total carried forward from Part A (resulting in a

negative value), a fatal error results. In this case, reexamine both the age data and comparable portion of

Part A to identify the error and make appropriate corrections.

Part C: Residence of First-time Degree/Certificate-Seeking Undergraduate Students

Part C is required this year. This part is required in even-numbered years only.

This distribution of students should include all first-time degree/certificate-seeking undergraduate

students (both full- and part-time) reported in Part A.

Recent High School Graduates Screening Question

Part C begins with a screening question to determine whether or not your institution has first-time

degree/certificate-seeking undergraduate students who enrolled within 12 months of graduating high school

or receiving their GED. If the answer is 'Yes', then 2 columns will be reported in Part C, one for all first-time

degree/certificate-seeking undergraduates and one for those first-time degree/certificate-seeking

undergraduates enrolled within 12 months of graduating high school or receiving their GED. If the answer is

'No', then only one column for all first-time degree/certificate-seeking undergraduates will display in Part C.

State of residence

Use the state identified by the student as his/her permanent address at the time of application to the

institution. This may be the legal residence of a parent or guardian, or the state in which a student has a

driver's license or is registered to vote. It is not necessarily the state in which the student's high school is

located.

Residence of first-time degree/certificate-seeking undergraduate students

In column (1), report all first-time degree/certificate-seeking undergraduate students, both full-time and

part-time, by state of residence. The total line for column (1) will be carried forward from the total first-time

degree/certificate-seeking undergraduate students reported in Part A. If the sum of the students reported by

state of residence in column (1), lines 1-90, does not agree with the total first-time degree/certificate-seeking

undergraduates from Part A, the "Residence unknown/unreported" (line 98) will be calculated.

Note: When the sum of students by state of residence is larger than the total carried forward from Part A

(resulting in a negative value calculated for the "Residence unknown/unreported" line), a fatal error results.

In this case, reexamine both the residence data and comparable section of Part A to identify the error and

make appropriate corrections.

If your institution responded 'Yes' to the screening question, the subset of students from column (1) who

enrolled within 12 months of graduating high school or receiving their GED are to be reported again by their

state of residence in column (2).

Part D: Total Undergraduate Entering Class
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Program reporters and non-degree-granting institutions do not complete Part D.

Total entering class data are included to address concerns some institutions have raised about the cohort that

is defined by the IPEDS Graduation Rates (GR) component. The GR cohort includes only full-time, first-time

degree/certificate-seeking undergraduate students. For institutions with substantial part-time, transfer-in, and

non-degree/certificate-seeking enrollment, this may result in graduation rates that are not representative of

their typical entering class. 

The total undergraduate entering class is comprised of all first-time undergraduates (full-time and part-time),

all transfer-in undergraduates (full-time and part-time) and the subset of non-degree/certificate-seeking

undergraduates who are new to the institution in the Fall. To reach the total entering class total, Part D

follows a line-by-line step process.

Lines D1 - D4 are carried forward from Part A reporting. 

In Line D5, report the subset of non-degree/certificate-seeking undergraduate students displayed on line

D4, who are new to the institution in Fall 2012. 

Line D6 will calculate the total undergraduate entering students. This is calculated as all first-time students

(line D2) + all transfer-in students (line D3) + non-degree/certificate-seeking undergraduate students new to

the institution in Fall 2012 (line D5).

After clicking 'Save', Line D7 will display the percentage of the undergraduate entering class that is

represented by the current GR cohort (the GR cohort is carried forward from Part A and displayed in Line D1).

The percentage is calculated as line D1/D6. 

Part E: Retention Rates for First-Time Bachelor's Degree Seeking Student Cohort

Retention rates examine the percentage of first-time bachelor's degree (or equivalent) seeking

students enrolled in the fall of the prior year that are still enrolled in the fall of the current year.

On each retention screen (full-time cohort and part-time cohort screens) institutions must report:

• First-time bachelor's degree (or equivalent) seeking Fall 2011 cohort.

Academic reporters: determine the cohort using the institution's official fall reporting date or as of

October 15, 2011.

Program reporters: determine the cohort based on students who were enrolled in the institution at

any time between August 1 and October 31, 2011.

Note: The retention cohorts are the subset of first-time degree/certificate-seeking students reported

in Part A of the prior year Fall Enrollment survey that are bachelor's degree (or equivalent) seeking.

Attendance status (full- or part-time) should be based on the student's Fall 2011 status. 

• Exclusions from the cohorts (see below for allowable exclusions)

• Total number of students retained from the Fall 2011 cohort.

Total students retained = students from the Fall 2011 cohort who are still enrolled as of

Fall 2012

Academic reporters: Report students retained as of the institution's official fall reporting date or as

of October 15, 2012.

Program reporters: Report students retained as of August 1, 2012.

Exclusions:

Institutions may report cohort exclusions. Allowable exclusions are students who left the institution for any of

the following reasons:

• Died or were totally and permanently disabled

• To serve in the armed forces (including those called to active duty)

• To serve with a foreign aid service of the Federal Government (e.g., Peace Corps)

• To serve on official church missions

The system will compute an adjusted cohort by subtracting the student exclusions from the

original cohort prior to calculating the retention rate.

Retention rates will be computed by the system after clicking 'Save.' The retention rate is calculated as:

(Students from the Fall 2011 cohort still enrolled as of Fall 2012/Adjusted Fall 2011 cohort)*100

Part F: Student-to-Faculty Ratio

Graduate only institutions do not complete Part F.

Report the student-to-faculty ratio for undergraduate programs at your institution. A worksheet is available

to help determine your institution's ratio. Click on the link from the Part F screen to access the worksheet.

Worksheet for Less Than Four-Year Institutions and Four-Year Institutions without

Graduate or Professional Programs
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The worksheet is designed to help institutions determine their student-to-faculty ratio. It is NOT

mandatory that you use this worksheet to calculate your student-to-faculty ratio. Data entered on

the worksheet will NOT be collected or saved. Make sure to print the screen in order to refer to

the ratio calculation for your institution at a later time.

Please note: The logic used in this calculation is similar to that of item I-2 from the Common Data Set data

collection.

FULL- AND PART-TIME STUDENT DATA:

All student data on the worksheet is either carried forward from Part A or a calculated field.

Lines F1 and F2. Total full-time and total part-time students.

The total number of full- and part-time students are carried forward from Part A.

Line F3. A full-time equivalent (FTE) of the part-time student count.

The FTE will be calculated as line F2 (total part-time student count) * 1/3.

Line F4. Total FTE students.

This is calculated as the sum of lines F1 (total full-time students) and F3 (FTE of part-time students). Line F4

is used in the ratio calculation.

FULL-AND PART-TIME INSTRUCTIONAL STAFF DATA:

Lines F5 and F8 should be reported based on data your institution is reporting in the IPEDS Human Resources

(HR) survey component. Please work together with the appropriate staff at your institution to ensure that the

data used on this worksheet and reported in the HR component are the same. 

In line F5, report the total number of full-time instructional staff as reported on the HR component.

In line F8, report the total number of part-time instructional staff as reported on the HR component.

Instructional Staff Exclusion for Non-Credit Instructors:

In line F6, report the number of full-time instructional staff reported in line F5 that are teaching exclusively

non-credit courses.

In line F9, report the number of part-time instructional staff reported in line F8 that are teaching exclusively

non-credit courses.

For institutions that have a large amount of non-credit activity, the above exclusions will better align the

student data with the instructional staff data being used in the ratio.

Part-Time Instructional Staff Addition:

In line F10, report the number of administrators or other staff NOT reported to IPEDS as instructors (and

therefore not included in the instructional staff count reported in line F8) that are teaching a credit course in

the Fall.

For institutions that have administrators and other professionals on staff that are not reported to IPEDS as

instructors (because it is not their "primary function") but they teach credit courses, the above allowable

addition will produce a more accurate ratio. 

With the above instructional staff exclusions and part-time instructional staff addition information above, the

system will compute the following on the worksheet:

Line F7. Total adjusted full-time instructional staff.

The adjusted full-time instructional staff is the total full-time instructional staff, excluding those teaching

exclusively non-credit classes. The system will calculate line F7 as line F5 (total full-time instructional staff as

reported on the HR component) minus line F6 (total full-time instructional staff teaching exclusively noncredit courses). 

Line F11. Total adjusted part-time instructional staff.

The adjusted part-time instructional staff is the total part-time instructional staff, excluding those teaching

exclusively non-credit classes, and adding those administrators and other staff teaching credit courses. The

system will calculate line F11 as line F8 (total part-time instructional staff as reported on the HR component)

minus line F9 (total part-time instructional staff teaching exclusively non-credit courses) + line F10

(administrators and other staff teaching credit courses). 

Line F12. Total FTE of adjusted part-time instructional staff.

The FTE will be calculated as line F11 (total adjusted part-time instructional staff) * 1/3.

Line F13. Total FTE of adjusted instructional staff.

This is calculated as the sum of lines F7 (total adjusted full-time instructional staff) and F12 (FTE of total

adjusted part-time instructional staff). Line F13 is used in the ratio calculation.

Line F14. Student-to-faculty ratio.

The ratio will be calculated by the system as line F4 (total adjusted FTE students) divided by line F13 (total

adjusted FTE instructional staff). The ratio will be displayed on the worksheet as xxx to 1.

The calculated ratio can then be entered onto the Part F (Student-to-Faculty Ratio)

screen. 
Worksheet for Institutions with Graduate or Professional Programs

The worksheet is designed to help institutions determine their student-to-faculty ratio for

undergraduate programs. It is NOT mandatory that you use this worksheet to calculate your

student-to-faculty ratio. Data entered on the worksheet will NOT be collected or saved in the

system. Make sure to print the screen in order to refer to the ratio calculation for your institution

at a later time.

Please note: The logic used in this calculation is similar to that of item I-2 from the Common Data Set data

collection.

The term "stand-alone graduate or professional programs" used on the worksheet is defined as

graduate or professional programs such as medicine, law, veterinary, dentistry, social work, or public health,

in which faculty teach virtually only graduate-level students (also referred to as "independent" programs).

Student and instructional staff counts will be adjusted for stand-alone graduate or professional programs to

allow the ratio to come closer to an undergraduate program student-to-faculty ratio without overburdening

institutions with reporting detail on the level of instruction taught by each instructor.

FULL- AND PART-TIME STUDENT DATA:

The total number of full-time and part-time students (lines F1 and F4) are carried forward from Part A.

Institutions with stand-alone graduate or professional programs (see definition above) report the following

Fall 2012 student exclusions:

• In line F2, report the total number of full-time students enrolled in stand-alone graduate or

professional programs.

• In line F5, report the total number of part-time students enrolled in stand-alone graduate or

professional programs.

With the above student exclusions, the system will then compute the following on the worksheet:

• Lines F3 and F6. Total adjusted full-time and total adjusted part-time student counts. 

These are the total full-time and part-time students reported in Part A, excluding those enrolled in

stand-alone graduate or professional programs. The system will calculate line F3 as line F1 (total fulltime students) minus line F2 (total full-time students enrolled in stand-alone graduate or professional

programs) and calculate line F6 as line F4 (total part-time students) minus line F5 (total part-time

students enrolled in stand-alone graduate or professional programs). 

• Line F7. A full-time equivalent (FTE) of the adjusted part-time student count.

The FTE will be calculated as line F6 (total adjusted part-time student count) * 1/3.

• Line F8. Total adjusted FTE students.

This is calculated as the sum of lines F3 (total adjusted full-time students) and F7 (FTE of total

adjusted part-time students). Line F8 is used in the ratio calculation.

FULL-AND PART-TIME INSTRUCTIONAL STAFF DATA:

Lines F9 and F12 should be reported based on data your institution is reporting in the IPEDS Human

Resources (HR) survey component. Please work together with the appropriate staff at your institution to

ensure that the data used on this worksheet and reported in the HR component are the same. 

• Line F9. The total number of full-time instructional staff (non-medical) as reported on the HR

component.

• Line F12. The total number of part-time instructional staff (non-medical) as reported on the HR

component. NOTE: Graduate assistants are not included.

Instructional Staff Exclusions for Stand-Alone Programs:

Institutions with stand-alone graduate or professional programs (see definition above) report the

following Fall 2012 instructional staff exclusions on the worksheet:

• In line F10A, report the number of full-time instructional staff teaching exclusively in stand-alone

graduate or professional programs.

Please note that instructional staff reported on the medical school screens in the HR component

(medical school screens are seen only by institutions with M.D. and/or D.O. programs) are already

excluded from the counts in line F9 and therefore should not be reported in line F10.

• In line F13A, report the number of part-time instructional staff teaching exclusively in stand-alone

graduate or professional programs.

Please note that instructional staff reported on the medical school screens in the HR component

(medical school screens are seen only by institutions with M.D. and/or D.O. programs) are already

excluded from the counts in line F12 and therefore should not be reported in line F13.

Instructional Staff Exclusion for Non-Credit Instructors:

• In line F10B, report the number of full-time instructional staff teaching exclusively non-credit

courses.

• In line F13B, report the number of part-time instructional staff teaching exclusively non-credit

courses.

For institutions that have a large amount of non-credit activity (most often public two-year institutions), the

above exclusions will better align the student data with the instructional staff data being used in the ratio.

Part-Time Instructional Staff Addition:
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• In line F14, report the number of administrators or other staff NOT reported to IPEDS as instructors

(and therefore not included in the EAP count reported in line F12) that are teaching a credit course in

Fall 2012.

For institutions that have administrators and other professionals on staff that are not reported to IPEDS as

instructors (because it is not their "primary function") but they teach credit courses throughout the year, the

above allowable addition will produce a more accurate ratio. 

With the above instructional staff exclusions and part-time instructional staff addition information above, the

system will compute the following on the worksheet:

• Line F11. Total adjusted full-time instructional staff.

The adjusted full-time instructional staff is the total full-time instructional staff, excluding those

teaching exclusively in stand-alone graduate or professional programs and those teaching exclusively

non-credit classes. The system will calculate line F11 as line F9 (total full-time instructional staff as

reported on HR) minus the total exclusions [line F10A (total full-time instructional staff teaching

exclusively in stand-alone graduate or professional programs) + line F10B (total full-time instructional

staff teaching exclusively non-credit courses)]. 

• Line F15. Total adjusted part-time instructional staff.

The adjusted part-time instructional staff is the total part-time instructional staff, excluding those

teaching exclusively in stand-alone graduate or professional programs and those teaching exclusively

non-credit classes, and adding those administrators and other staff teaching credit courses. The

system will calculate line F15 as line F12 (total part-time instructional staff as reported on HR)

minus the total exclusions [line F13A (total part-time instructional staff teaching exclusively in standalone graduate or professional programs) + line F13B (total part-time instructional staff teaching

exclusively non-credit courses)] + line F14 (administrators and other staff teaching credit courses). 

• Line F16. Total FTE of adjusted part-time instructional staff.

The FTE will be calculated as line F15 (total adjusted part-time instructional staff) * 1/3.

• Line F17. Total FTE of adjusted instructional staff.

This is calculated as the sum of lines F11 (total adjusted full-time instructional staff) and F16 (FTE of

total adjusted part-time instructional staff). Line F17 is used in the ratio calculation.

• Line F18. Student-to-faculty ratio.

The ratio will be calculated by the system as line F8 (total adjusted FTE students) divided by line F17

(total adjusted FTE instructional staff). The ratio will be displayed on the worksheet as xxx to 1.

The calculated ratio can then be entered onto the Part F (Student-to-Faculty Ratio) screen. 
Glossary date: 1/16/2013

Term Definition

Adjusted cohort The result of removing any allowable exclusions from a cohort (or subcohort). For the Graduation

Rates component, this is the cohort from which graduation and transfer-out rates are calculated; for

the Fall Enrollment component, it is the cohort for calculating retention rate.

American Indian or Alaska

Native (new definition)

A person having origins in any of the original peoples of North and South America (including Central

America) who maintains cultural identification through tribal affiliation or community attachment.

Asian (new definition) A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian

Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the

Philippine Islands, Thailand, and Vietnam.

Audit/auditing (a class) Term used when a student elects to take a course, but does not wish to receive credit for the course

toward a degree or other formal award.

Bachelor's degree An award (baccalaureate or equivalent degree, as determined by the Secretary, U.S. Department of

Education) that normally requires at least 4 but not more than 5 years of full-time equivalent college

-level work. This includes all bachelor's degrees conferred in a 5-year cooperative (work-study)

program. A cooperative plan provides for alternate class attendance and employment in business,

industry, or government; thus, it allows students to combine actual work experience with their

college studies. Also includes bachelor's degrees in which the normal 4 years of work are completed

in 3 years.

Black or African American

(new definition)

A person having origins in any of the black racial groups of Africa.

CIP code A six-digit code in the form xx.xxxx that identifies instructional program specialties within

educational institutions.

Classification of

Instructional Programs

(CIP)

A taxonomic coding scheme for secondary and postsecondary instructional programs. It is intended

to facilitate the organization, collection, and reporting of program data using classifications that

capture the majority of reportable data. The CIP is the accepted federal government statistical

standard on instructional program classifications and is used in a variety of education information

surveys and databases.

Cohort A specific group of students established for tracking purposes.

Credit Recognition of attendance or performance in an instructional activity (course or program) that can

be applied by a recipient toward the requirements for a postsecondary degree, diploma, certificate,

or other formal award, irrespective of the activity?s unit of measurement.

Credit course A course that, if successfully completed, can be applied toward the number of courses required for

achieving a postsecondary degree, diploma, certificate, or other formal award, irrespective of the

activity's unit of measurement.

Degree/certificate-seeking

students

Students enrolled in courses for credit and recognized by the institution as seeking a degree,

certificate, or other formal award. High school students also enrolled in postsecondary courses for

credit are not considered degree/certificate-seeking.

Doctor's degree -

professional practice

A doctor's degree that is conferred upon completion of a program providing the knowledge and skills

for the recognition, credential, or license required for professional practice. The degree is awarded

after a period of study such that the total time to the degree, including both pre-professional and

professional preparation, equals at least six full-time equivalent academic years. Some of these

degrees were formerly classified as first-professional and may include: Chiropractic (D.C. or D.C.M.);

Dentistry (D.D.S. or D.M.D.); Law (L.L.B. or J.D.); Medicine (M.D.); Optometry (O.D.); Osteopathic

Medicine (D.O); Pharmacy (Pharm.D.); Podiatry (D.P.M., Pod.D., D.P.); or, Veterinary Medicine

(D.V.M.), and others, as designated by the awarding institution.

Dual credit A program through which high school students are enrolled in Advanced Placement (AP) courses,

taught at their high school, that fulfill high school graduation requirements and may earn the student

college credits .

Dual enrollment A program through which high school students may enroll in college courses while still enrolled in

high school. Students are not required to apply for admission to the college in order to participate.

Entering students

(undergraduate)

Students at the undergraduate level, both full-time and part-time, coming into the institution for the

first time in the fall term (or the prior summer term who returned again in the fall). This includes all

first-time undergraduate students, students transferring into the institution at the undergraduate

level for the first time, and non-degree/certificate seeking undergraduates entering in the fall.

Exclusions Those students who may be removed (deleted) from a cohort (or subcohort). For the Graduation

Rates and Fall Enrollment retention rate reporting, students may be removed from a cohort if they

left the institution for one of the following reasons: death or total and permanent disability; service

in the armed forces (including those called to active duty); service with a foreign aid service of the

federal government, such as the Peace Corps; or service on official church missions.

First-time student

(undergraduate)

A student who has no prior postsecondary experience (except as noted below) attending any

institution for the first time at the undergraduate level. This includes students enrolled in academic

or occupational programs. It also includes students enrolled in the fall term who attended college for

the first time in the prior summer term, and students who entered with advanced standing (college

credits earned before graduation from high school).

Full-time student Undergraduate: A student enrolled for 12 or more semester credits , or 12 or more quarter credits,

or 24 or more contact hours a week each term. Graduate: A student enrolled for 9 or more semester

credits, or 9 or more quarter credits, or a student involved in thesis or dissertation preparation that

is considered full time by the institution. Doctor's degree - Professional practice - as defined by the

institution.
Graduate student A student who holds a bachelor's degree or above and is taking courses at the postbaccalaureate

level. These students may or may not be enrolled in graduate programs.

High school diploma or

recognized equivalent

A document certifying the successful completion of a prescribed secondary school program of

studies, or the attainment of satisfactory scores on the GED or another state specified examination.

Hispanic or Latino (new

definition)

A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or

origin, regardless of race.

Native Hawaiian or Other

Pacific Islander (new

definition)

A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific

Islands.

Non-degree-seeking

student

A student enrolled in courses for credit who is not recognized by the institution as seeking a degree

or formal award.

Noncredit course A course or activity having no credit applicable toward a degree, diploma, certificate, or other formal

award.

Nonresident alien A person who is not a citizen or national of the United States and who is in this country on a visa or

temporary basis and does not have the right to remain indefinitely.

Official fall reporting date The date (in the fall) on which an institution must report fall enrollment data to either the state, its

board of trustees or governing board, or some other external governing body.

Part-time student Undergraduate: A student enrolled for either less than 12 semester or quarter credits, or less than

24 contact hours a week each term. Graduate: A student enrolled for less than 9 semester or

quarter credits.

Race/ethnicity (new

definition)

Categories developed in 1997 by the Office of Management and Budget (OMB) that are used to

describe groups to which individuals belong, identify with, or belong in the eyes of the community.

The categories do not denote scientific definitions of anthropological origins. The designations are

used to categorize U.S. citizens, resident aliens, and other eligible non-citizens.

Individuals are asked to first designate ethnicity as:

• Hispanic or Latino or

• Not Hispanic or Latino

Second, individuals are asked to indicate all races that apply among the following:

• American Indian or Alaska Native

• Asian

• Black or African American

• Native Hawaiian or Other Pacific Islander

• White

Race/ethnicity unknown The category used to report students or employees whose race and ethnicity are not known.

Remedial courses Instructional courses designed for students deficient in the general competencies necessary for a

regular postsecondary curriculum and educational setting.

Residence A person's permanent address determined by such evidence as a driver's license or voter

registration. For entering freshmen, residence may be the legal residence of a parent or guardian.

Retention rate A measure of the rate at which students persist in their educational program at an institution,

expressed as a percentage. For four-year institutions , this is the percentage of first-time bachelors

(or equivalent) degree-seeking undergraduates from the previous fall who are again enrolled in the

current fall. For all other institutions this is the percentage of first-time degree/certificate-seeking

students from the previous fall who either re-enrolled or successfully completed their program by the

current fall.

State of residence A person's permanent address as determined by such evidence as a driver's license or voter

registration. For entering freshmen, state of residence may be the legal state of residence of a

parent or guardian.

State unknown Status used when the reporting institution is unable to determine from existing records the home

state or residence of the student.

Student-to-faculty ratio The ratio of FTE students to FTE instructional staff, i.e., students divided by staff.

Students enrolled in "stand-alone" graduate or professional programs and instructional staff teaching

in these programs are excluded from both full-time and part-time counts.

"Stand-alone" graduate or professional programs are those programs such as medicine, law,

veterinary, dentistry, social work, or public health, in which faculty teach virtually only graduatelevel students (also referred to as "independent" programs).

Each FTE value is equal to the number of full-time students/staff plus 1/3 the number of part-time

students/staff.

Study abroad Arrangement by which a student completes part of the college program studying in another country.

Can be at a campus abroad or through a cooperative agreement with some other U.S. college or an

institution of another country.

Summer session A summer session is shorter than a regular session and is not considered part of the academic year.

It is not the third term of an institution operating on a trimester system or the fourth term of an

institution operating on a quarter calendar system. The institution may have two or more sessions

occurring in the summer months. Some schools, such as vocational and beauty schools, have yearround classes with no separate summer session.

Transfer-in student
A student entering the reporting institution for the first time but known to have previously attended

a postsecondary institution at the same level (e.g., undergraduate, graduate). The student may

transfer with or without credit.

Undergraduate A student enrolled in a 4- or 5-year bachelor's degree program, an associate's degree program, or a

vocational or technical program below the baccalaureate.

White (new definition) A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
2012-13 Survey Materials > F.A.Q. date: 1/16/2013

Fall Enrollment

Click one of the following questions to view the answer.

General

1) Who should I include in my enrollment reporting?

2) What is the reporting period/date for fall enrollment?

3) Should I report students who are studying abroad?

4) In the past I reported first-professional students on this component. Why are there no screens for reporting first-professional

students?

Fall Enrollment by Student Level, Race/Ethnicity and Gender (Part A)

2) Where do I report students if I don't know whether or not they are first-time?

3) If a student enrolled for credit has not indicated whether they intend to earn a degree or certificate, how do I determine whether

they are degree/certificate-seeking?

4) Where do I report students who are seeking a second baccalaureate degree?

5) Where do I report a high school student who is enrolled for credit at my institution (a dual enrolled student)?

6) Where do I report undergraduate students who enrolled at my institution for the first time this fall, but earned college credits

during the prior summer?

7) How do I report a student who earned college credit while in high school (a dual enrolled student) and has now graduated high

school and enrolled in my institution in the Fall?

8) My institution has students for which gender is unknown. Since there is no place to report “gender unknown” on the IPEDS data

collection screens, how should we report these individuals?

10) How do I report foreign students living outside the U.S. who are enrolled in my institution?

11) Are U.S. jurisdictions or territories (like Guam, the U.S. Virgin Island, etc.) considered in the U.S. for distance education location

reporting?

12) How do I determine location for those students enrolled exclusively in distance education?

13) What should I do if I do not know the location of students enrolled exclusively in distance education courses?

Fall Enrollment in Selected Fields (Part A, 4-year institutions only)

1) What do I do if my institution does not offer any of the program areas listed on the CIP selection screen?

2) How do I report students in program areas that do not appear on the CIP selection screen?

3) How do I report undergraduates who have not yet declared a major?

Fall Enrollment by Age (Part B)

1) I am not able to enter a number in the “Age unknown/unreported” box. How do I report students whose ages are unknown?

2) My institution uses age range categories that differ from the ones IPEDS uses in Part B. What should I do?

Residence of First-Time Undergraduates (Part C)

1) Some first-time undergraduates at my institution are dependents whose parents are in foreign countries on a temporary basis

(e.g., military/diplomatic service). When reporting residence and migration data, what location do I use?

Total Undergraduate Entering Class (Part D)

1) What is the difference between the full-time, first-time degree/certificate-seeking cohort (GRS cohort) and the undergraduate

entering class calculated in Part D?

Retention Rates for First-Time Undergraduates (Part E)

1) How is the retention rate calculated?

(Updated: 1/9/2013)

2) How do I report students who changed attendance status (part-time to full-time or full-time to part-time) between one fall and

the next?

3) Are students on a leave of absence from the institution considered retained?

Undergraduate Student-to-Faculty Ratio (Part F)

1) How do I calculate my institution's student-to-faculty ratio?

2) Can you provide an example of a stand-alone graduate or professional program (a program such as medicine, law, veterinary, or

dentistry in which faculty teach virtually only graduate-level students)?

3) My institution has graduate and/or doctors-professional practice programs but does not have any "stand-alone" programs. What

should I enter on the student and faculty exclusion line items related to these types of programs on the worksheet for Part F?

Answers:

General

1) Who should I include in my enrollment reporting?

All students enrolled for credit should be reported. Credit is defined as “Recognition of attendance or

performance in an instructional activity (course or program) that can be applied by a recipient toward the

requirements for a degree, diploma, certificate, or other formal award, irrespective of the activity's unit of

measurement.”
Students who are not seeking a degree or certificate may be still be enrolled for credit. These students are to

be reported in the non-degree/certificate-seeking column.

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2) What is the reporting period/date for fall enrollment?

Fall enrollment is a count of students enrolled on a particular date in the Fall. Fall enrollment is often referred

to as a "snapshot" of the enrollment at an institution at a specific time in the Fall. The date/period used

depends on whether the institution is an academic reporter or a program reporter for IPEDS purposes.

Academic reporters: Report enrollment as of October 15 or as of the institution's official fall reporting date.

Program reporters: Report enrollment during the 3-month period of August 1 to October 31. If a student

enrolls or remains enrolled at any time during that period, the student is included in the fall enrollment

counts.

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3) Should I report students who are studying abroad?

If the students enroll in your institution, pay tuition to your institution, but attend classes in a foreign

country for a short period of time, they should be included in your institution’s enrollment report. If your

institution serves only an administrative function, even if the student pays tuition to your institution, then do

not include these students in your report.

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4) In the past I reported first-professional students on this component. Why are there no screens for reporting firstprofessional students?

Beginning with the 2009-10 collection year, institutions are required to use the new postbaccalaureate

degree categories (eliminating the first-professional category and reclassifying those programs). In parts A

and B, all postbaccalaureate students are to be reported as graduate students, including doctor'sprofessional practice students (formerly reported as first-professional).

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Fall Enrollment by Student Level, Race/Ethnicity and Gender (Part A)

2) Where do I report students if I don't know whether or not they are first-time?

If their status is not indicated directly and the student does not enroll with prior credits or transcripts from

another institution, then assume the student is first-time.

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3) If a student enrolled for credit has not indicated whether they intend to earn a degree or certificate, how do I

determine whether they are degree/certificate-seeking?

If the student has not indicated any intent but is applying for Title IV federal financial aid, assume the

student to be degree/certificate-seeking.

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4) Where do I report students who are seeking a second baccalaureate degree?

Report these students in the column labeled "Continuing" degree/certificate-seeking students (column 3).

This column is intended to capture all degree/certificate-seeking undergraduate students who are not firsttime and did not transfer-in to the institution in that Fall.

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5) Where do I report a high school student who is enrolled for credit at my institution (a dual enrolled student)?

This student would be reported as non-degree/certificate-seeking. Prior to graduating high school, a student

is non-degree/certificate-seeking. Once the student graduates high school they can be classified as

degree/certificate-seeking, if appropriate.

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6) Where do I report undergraduate students who enrolled at my institution for the first time this fall, but earned

college credits during the prior summer?

These students should be reported as first-time undergraduates. The definition of “first-time” allows for

students to still be classified as first-time if the college credit they have previously earned occurred in the

summer immediately prior to enrollment.

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7) How do I report a student who earned college credit while in high school (a dual enrolled student) and has now

graduated high school and enrolled in my institution in the Fall?

If the college credit was earned prior to the student graduating high school, then this student would be

considered a first-time student in the Fall. The definition of “first-time” allows for students to still be

classified as first-time if the college credit they have previously earned was prior to their high school

graduation.
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8) My institution has students for which gender is unknown. Since there is no place to report “gender unknown” on

the IPEDS data collection screens, how should we report these individuals?

These individuals are still to be reported to IPEDS, even though their gender is unknown. It is up to the

institution to decide how best to handle reporting individuals whose gender is unknown. However, a common

method used is to allocate students with gender unknown based on the known proportion of men to women.

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10) How do I report foreign students living outside the U.S. who are enrolled in my institution?

There has been no change to how these students should be reported. Foreign students living outside the

U.S., such as a foreign student living outside the U.S. who is enrolled in distance education at your

institution, should be classified in the Race/Ethnicity Unknown category. Only U.S. citizens are to be

categorized in the specific Race/Ethnicity categories. The non-resident alien category is reserved specifically

for students that are in the U.S. under that specific legal status.

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11) Are U.S. jurisdictions or territories (like Guam, the U.S. Virgin Island, etc.) considered in the U.S. for distance

education location reporting?

Yes. Students located in a U.S. jurisdiction while they are enrolled in distance education courses should be

reported as located in the U.S.

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12) How do I determine location for those students enrolled exclusively in distance education?

Location for those students enrolled exclusively in distance education should be their physical location or

current address as of your institution's Fall reporting date. If you don't have that, you will have to use the

address you have on file for that student.

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13) What should I do if I do not know the location of students enrolled exclusively in distance education courses?

If you have no information about the location of students enrolled exclusively in distance education, do not

report them in any of the location fields. The system will calculate the number of "Location Unknown"

exclusively distance education enrollments.

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Fall Enrollment in Selected Fields (Part A, 4-year institutions only)

1) What do I do if my institution does not offer any of the program areas listed on the CIP selection screen?

Select “None of the above” on the CIP selection screen and report all students enrolled for credit, regardless

of field of study, Full-time and Part-time Enrollment by Race/Ethnicity screens of Part A.

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2) How do I report students in program areas that do not appear on the CIP selection screen?

The program areas on the CIP selection screen are the only fields for which enrollment data is collected

separately. In addition to reporting enrollment by the selected fields requested, report all students enrolled

for credit (regardless of field of study) on the "Full-time and Part-time Enrollment by Race/Ethnicity screens

of Part A.

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3) How do I report undergraduates who have not yet declared a major?

These students should only be reported on the Full-time and Part-time Enrollment by Race/Ethnicity screens

of Part A, where all students enrolled for credit (regardless of field of study) are reported.

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Fall Enrollment by Age (Part B)

1) I am not able to enter a number in the “Age unknown/unreported” box. How do I report students whose ages are

unknown?

The number of students whose age is unknown will be computed by the data collection system. The

difference between the sum of students reported by age category in Part B and the corresponding total

enrollment reported in Part A results in the number of students whose age is unknown.

If this results in a negative number, a fatal error will appear and you will need to either correct your data or

contact the IPEDS Help Desk for assistance.

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2) My institution uses age range categories that differ from the ones IPEDS uses in Part B. What should I do?

In order to have consistent data from all institutions, IPEDS must use standard age categories. Use the

students' dates of birth to report the enrollment by IPEDS age categories.
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Residence of First-Time Undergraduates (Part C)

1) Some first-time undergraduates at my institution are dependents whose parents are in foreign countries on a

temporary basis (e.g., military/diplomatic service). When reporting residence and migration data, what location do I

use?

The home state could be the student’s or parent’s official home state, the state where they are registered to

vote or pay taxes, or the state issuing their driver’s license. If no such information is available, they would be

reported under “State unknown”(57).

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Total Undergraduate Entering Class (Part D)

1) What is the difference between the full-time, first-time degree/certificate-seeking cohort (GRS cohort) and the

undergraduate entering class calculated in Part D?

In addition to the students in the full-time, first-time degree/certificate-seeking cohort, the total

undergraduate entering class includes part-time students of the same criteria as well as transfers-in and fulland part-time non-degree/certificate-seeking students that are new to your institution in the Fall.

The entering class is intended to represent all students new to an institution in a given fall and provide

context for the GRS cohort. The percent of the entering class that is represented by the institution's GRS

cohort is included on College Navigator as a note to the graduation rate data displayed.

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Retention Rates for First-Time Undergraduates (Part E)

1) How is the retention rate calculated?

(Updated: 1/9/2013)

The retention rate is calculated as follows:

4-year Institutions:

first-time bachelor's degree-seeking students in Fall 2011 who are still enrolled in Fall 2012/(first-time

bachelor's degree-seeking students in Fall 2011- cohort exclusions)

2-year and Less-than-2-year Institutions:

(first-time students in Fall 2011 who are still enrolled in Fall 2012 + first-time students in Fall 2011 who

completed their program by Fall 2012)/(first-time students in Fall 2011 - cohort exclusions)

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2) How do I report students who changed attendance status (part-time to full-time or full-time to part-time) between

one fall and the next?

Report students based on their attendance status in the fall the cohort was initially based on, even if that

status changed in the following fall.

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3) Are students on a leave of absence from the institution considered retained?

No. Students must be enrolled for credit at the institution in the Fall to be considered retained from the

previous fall.

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Undergraduate Student-to-Faculty Ratio (Part F)

1) How do I calculate my institution's student-to-faculty ratio?

A worksheet has been provided to guide the process of calculating the student-to-faculty ratio for your

institution. The worksheet can be accessed from the Part F screen in the Data Collection System.

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2) Can you provide an example of a stand-alone graduate or professional program (a program such as medicine, law,

veterinary, or dentistry in which faculty teach virtually only graduate-level students)?
An example of a program that would fall into this category (typically a doctor's-professional practice

program) is a school of medicine that only awards degrees/certificates at the graduate level and therefore its

faculty exclusively (or in some cases almost exclusively) teach graduate students. Programs that are "standalone" graduate programs may have some undergraduate students enrolled in their courses, however a

"stand-alone" graduate program would only award degrees/certificates at the graduate level. An example of

a graduate program that would not meet this criteria is a school of business that has an undergraduate and

graduate program and therefore enrolls both types of students and awards degrees/certificates at both

levels. Further, the faculty would teach a mix of undergraduate and graduate students. Excluding “standalone” graduate programs is intended to make the student-to-faculty ratio closer to an undergraduate

student-to-faculty ratio than it would be if these programs were included in the calculation, without

overburdening institutions.

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3) My institution has graduate and/or doctors-professional practice programs but does not have any "stand-alone"

programs. What should I enter on the student and faculty exclusion line items related to these types of programs on

the worksheet for Part F?

If your institution does not have any "stand-alone" graduate or professional programs, then enter 0 for

students and 0 for faculty in the lines for these types of programs. Most institutions do not have these types

of graduate or professional programs, so entering 0 in those lines will be fairly common.

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2012-13 Survey Materials > Narrative Edits date: 1/16/2013

Fall Enrollment for 4-year degree-granting institutions

Edit specifications for the 2012-13 IPEDS Web-Based Data Collection

Fall Enrollment (EF) Component

Note: The specifications in this document apply to the institutions listed above. Some sections and parts may not

apply to your particular institution. Please read the specifications carefully to determine which sections and/or parts

apply to your institution.

All screens must be completed in order to lock the survey.

Screening Question

Part A: Enrollment of Students by Race/Ethnicity

Part B: Enrollment of Students by Age

Part C: Residence

Part D: Total Undergraduate Entering Class

Part E: Retention Rates

Part F: Student-to-Faculty Ratio

Screening Question

You must respond to the following screening question. The answer given here will determine which screens your institution is

shown.

Part C Selection

Completion of Part C: Residence of First-Time Degree/Certificate-Seeking Undergraduates is optional for this reporting

year. Before continuing, you must indicate the following:

• Do you wish to complete Part C this year?

◦ If you respond Yes to the question above, you are required to complete all screens in Part C; if you

respond No, then Part C will not be displayed.

Top

Part A: Fall Enrollment by Student Level, Race/Ethnicity and Gender

Full-Time Degree-granting Undergraduate Students

Applicable to degree-granting institutions that reported full-time undergraduate student enrollment in the IC Header

survey

On this screen, you must report the number of First-time, Transfer-in, and Continuing full-time undergraduate

degree/certificate-seeking students, as well as the number of full-time undergraduate Non-degree/non-certificate-seeking

students, enrolled in creditable courses at the institution for each applicable race/ethnicity and gender category.

Based on the data entered, the system will calculate the total number of undergraduate degree/certificate-seeking students,

and the grand total number of full-time undergraduate students (degree/certificate-seeking + non-degree/non-certificateseeking) enrolled for credit by race/ethnicity and gender.

In addition, for each column of data, the system will calculate the total number of men, total number of women, and grand total

(men + women) enrolled for credit by student type.

The system will perform the following edits on the data entered:

• The calculated grand total (men + women) for Total full-time undergraduate students must be greater than

0.

• If your institution reported that it enrolls full-time, first-time degree/certificate-seeking undergraduates in Part B

of the IC Header survey, you must report students of this type here. If this type of student is not enrolled and you

are receiving this message in error, you may contact the IPEDS Help Desk for assistance.

• If your institution reported that it does not enroll full-time, first-time degree/certificate-seeking undergraduates in

Part B of the IC Header survey, you are not expected to report this type of student here. If this type of student is

enrolled and you are receiving this message in error, you may contact the IPEDS Help Desk for assistance.

• If you reported First-time students on this screen, you are also expected to report Transfer-in and/or

Continuing students.

Note:

◦ Academic Reporters: Students should ONLY be considered First-time if they enrolled in the institution for

the first time in the fall of the current year (or the summer immediately preceding).

◦ Program Reporters: Students should ONLY be considered First-time if they enrolled in the institution for

the first time between August 1 and October 31 of the current year.

• Applicable to public institutions only. The calculated grand total (men + women) for Transfer-in students must

be greater than 0.

• For each gender category, if the total number of Transfer-in students is greater than 0, then the number of

Continuing students should also be greater than 0. If this is not the case, then you must confirm that the

specified values are correct.

• If the percent of Total, full-time undergraduate students reported in the Race and ethnicity unknown

category is between 20 percent and 80 percent, then an explanation is required.

• If the percent of Total, full-time undergraduate students reported in the Race and ethnicity unknown

category is greater than 80 percent, then a fatal error will occur.
• For each gender category, the total number of First-time students is expected to be within a certain range of the

prior year value, as outlined below:

◦ If the total number of First-time students reported in the prior year is less than or equal to 25, then the

current year value is expected to be between 1 and 30.

◦ If the total number of First-time students reported in the prior year is between 26 and 100, then the

current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of First-time students reported in the prior year is between 101 and 500, then the

current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of First-time students reported in the prior year is greater than 500, then the current

year value is expected to be with a 20% range of the prior year value.

• For each gender category, the total number of degree/certificate-seeking students is expected to be within a

certain range of the prior year value, as outlined below:

◦ If the total number of degree/certificate-seeking students reported in the prior year is less than or

equal to 25, then the current year value is expected to be between 1 and 30.

◦ If the total number of degree/certificate-seeking students reported in the prior year is between 26 and

100, then the current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of degree/certificate-seeking students reported in the prior year is between 101

and 500, then the current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of degree/certificate-seeking students reported in the prior year is greater than

500, then the current year value is expected to be with a 20% range of the prior year value.

• For each gender category, the total number of full-time undergraduate students is expected to be within a

certain range of the prior year value, as outlined below:

◦ If the total number of full-time undergraduate students reported in the prior year is less than or

equal to 25, then the current year value is expected to be between 1 and 30.

◦ If the total number of full-time undergraduate students reported in the prior year is between 26 and

100, then the current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of full-time undergraduate students reported in the prior year is between 101 and

500, then the current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of full-time undergraduate students reported in the prior year is greater than 500,

then the current year value is expected to be with a 20% range of the prior year value.

Part-Time Degree-granting Undergraduate Students

Applicable to degree-granting institutions that reported part-time undergraduate student enrollment in the IC Header

survey

On this screen, you must report the number of First-time, Transfer-in, and Continuing part-time undergraduate

degree/certificate-seeking students, as well as the number of part-time undergraduate Non-degree/non-certificate-seeking

students, enrolled in creditable courses at the institution for each applicable race/ethnicity and gender category.

Based on the data entered, the system will calculate the total number of undergraduate degree/certificate-seeking students,

and the grand total number of part-time undergraduate students (degree/certificate-seeking + non-degree/non-certificateseeking) enrolled for credit by race/ethnicity and gender.

In addition, for each column of data, the system will calculate the total number of men, total number of women, and grand total

(men + women) enrolled for credit by student type.

The system will perform the following edits on the data entered:

• The calculated grand total (men + women) for Total part-time undergraduate students must be greater than

0.

• If your institution reported that it enrolls part-time, first-time degree/certificate-seeking undergraduates in Part B

of the IC Header survey, you must report students of this type here. If this type of student is not enrolled and you

are receiving this message in error, you may contact the IPEDS Help Desk for assistance.

• If your institution reported that it does not enroll part-time, first-time degree/certificate-seeking undergraduates

in Part B of the IC Header survey, you are not expected to report this type of student here. If this type of student

is enrolled and you are receiving this message in error, you may contact the IPEDS Help Desk for assistance.

• If you reported First-time students on this screen, you are also expected to report Transfer-in and/or

Continuing students.

Note:

◦ Academic Reporters: Students should ONLY be considered First-time if they enrolled in the institution for

the first time in the fall of the current year (or the summer immediately preceding).

◦ Program Reporters: Students should ONLY be considered First-time if they enrolled in the institution for

the first time between August 1 and October 31 of the current year.

• For each gender category, if the total number of Transfer-in students is greater than 0, then the number of

Continuing students should also be greater than 0. If this is not the case, then you must confirm that the

specified values are correct.

• If the percent of Total, part-time undergraduate students reported in the Race and ethnicity unknown

category is between 20 percent and 80 percent, then an explanation is required.

• If the percent of Total, part-time undergraduate students reported in the Race and ethnicity unknown

category is greater than 80 percent, then a fatal error will occur.

• For each gender category, the total number of First-time students is expected to be within a certain range of the

prior year value, as outlined below:
◦ If the total number of First-time students reported in the prior year is less than or equal to 25, then the

current year value is expected to be between 1 and 30.

◦ If the total number of First-time students reported in the prior year is between 26 and 100, then the

current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of First-time students reported in the prior year is between 101 and 500, then the

current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of First-time students reported in the prior year is greater than 500, then the current

year value is expected to be with a 20% range of the prior year value.

• For each gender category, the total number of degree/certificate-seeking students is expected to be within a

certain range of the prior year value, as outlined below:

◦ If the total number of degree/certificate-seeking students reported in the prior year is less than or

equal to 25, then the current year value is expected to be between 1 and 30.

◦ If the total number of degree/certificate-seeking students reported in the prior year is between 26 and

100, then the current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of degree/certificate-seeking students reported in the prior year is between 101

and 500, then the current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of degree/certificate-seeking students reported in the prior year is greater than

500, then the current year value is expected to be with a 20% range of the prior year value.

• For each gender category, the total number of part-time undergraduate students is expected to be within a

certain range of the prior year value, as outlined below:

◦ If the total number of part-time undergraduate students reported in the prior year is less than or

equal to 25, then the current year value is expected to be between 1 and 30.

◦ If the total number of part-time undergraduate students reported in the prior year is between 26 and

100, then the current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of part-time undergraduate students reported in the prior year is between 101 and

500, then the current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of part-time undergraduate students reported in the prior year is greater than

500, then the current year value is expected to be with a 20% range of the prior year value.

Graduate Students

Applicable to institutions that reported graduate student enrollment in the IC Header survey

On this screen, you must report the number of full-time and part-time graduate students enrolled in creditable graduate

courses at the institution for each applicable race/ethnicity and gender category.

Based on the data entered, the system will calculate the total number of graduate students (full-time + part-time) enrolled for

credit by race/ethnicity and gender.

In addition, for each column of data, the system will calculate the total number of men, total number of women, and grand total

(men + women) enrolled for credit by student type.

The system will perform the following edits on the data entered:

• The calculated grand total (men + women) for Total graduate students must be greater than 0.

• If the percent of Total graduate students reported in the Race and ethnicity unknown category is between

20 percent and 80 percent, then an explanation is required.

• If the percent of Total graduate students reported in the Race and ethnicity unknown category is greater

than 80 percent, then a fatal error will occur.

• For each gender category, the total number of Full-time students is expected to be within a certain range of the

prior year value, as outlined below:

◦ If the total number of Full-time students reported in the prior year is less than or equal to 25, then the

current year value is expected to be between 1 and 30.

◦ If the total number of Full-time students reported in the prior year is between 26 and 100, then the

current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of Full-time students reported in the prior year is between 101 and 500, then the

current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of Full-time students reported in the prior year is greater than 500, then the current

year value is expected to be with a 20% range of the prior year value.

• For each gender category, the total number of Part-time students is expected to be within a certain range of the

prior year value, as outlined below:

◦ If the total number of Part-time students reported in the prior year is less than or equal to 25, then the

current year value is expected to be between 1 and 30.

◦ If the total number of Part-time students reported in the prior year is between 26 and 100, then the

current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of Part-time students reported in the prior year is between 101 and 500, then the

current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of Part-time students reported in the prior year is greater than 500, then the current

year value is expected to be with a 20% range of the prior year value.

Fall Enrollment by Distance Education, Page 1

On this screen, you must report the number of Degree/Certificate-seeking and Non-Degree/Certificate-seeking

undergraduate students enrolled at the institution for each of the following categories:

• Enrolled exclusively in distance education courses

• Enrolled in some but not all distance education courses

• Not enrolled in any distance education courses

If your institution has graduate enrollment, you must also provide the above amounts for Graduate Students.
Based on the data entered, the system will calculate the total of all distance education categories by enrollment and

degree/certificate-seeking status (Degree/Certificate Seeking, Non-degree/Certificate Seeking, and Graduate Students).

Totals from Part A are displayed for your reference.

The system will perform the following edits on the data entered:

• If your institution reported offering distance education opportunities in this year's Institutional Characteristics survey,

then the total number of students reported for Enrolled exclusively in distance education courses and Enrolled in

some but not all distance education courses across all status options is expected to be greater than 0.

• If your institution reported NOT offering distance education opportunities in this year's Institutional Characteristics

survey, then the total number of students reported for Enrolled exclusively in distance education courses

and Enrolled in some but not all distance education courses across all status options is expected to be 0.

• If your institution reported that all programs are offered via distance education in this year's Institutional

Characteristics survey, then the total number of students reported for Enrolled in some but not all distance

education courses and Not enrolled in any distance education courses is expected to be 0.

• For each applicable enrollment and degree-seeking status, the calculated Total number of students for all distance

education categories must be equal to the Total from Part A.

• If your institution enrolls graduate students, and reported offering graduate distance education opportunities in this

year's Institutional Characteristics survey, then the total number of students reported for Enrolled exclusively in

distance education courses and Enrolled in some but not all distance education courses is expected to be

greater than 0. 

Fall Enrollment by Distance Education, Page 2

On this screen, you must report the number of Degree/Certificate-seeking and Non-Degree/Certificate-seeking

undergraduate students exclusively enrolled in distance education courses for each of the following location categories:

• Located in the state/jurisdiction of [state/jurisdiction where institution is located]

• Located in the U.S. but not in [state/jurisdiction where institution is located]

• Located in the U.S. but state unknown

• Located outside the U.S.

If your institution has graduate enrollment, you must also provide the above amounts for Graduate Students.

For each applicable enrollment and degree/certificate seeking status (Degree/Certificate Seeking, Non-degree/Certificate

Seeking, and Graduate Students), the total number of students Enrolled exclusively in distance education courses from

Fall Enrollment by Distance Education, Page 1 is displayed for your reference. Based on the data entered, the system will

calculate the number of students whose location is unknown/unreported.

The system will perform the following edits on the data entered:

• For each applicable enrollment and degree-seeking status, if you report all students under the same location category

an explanation error will occur.

• For each applicable enrollment and degree-seeking status, the calculated value for

Location unknown/unreported cannot be a negative number. Please correct your values so that the total of each

status is not greater than the preloaded Total students exclusively enrolled in distance education from Distance

Education, Page 1.

Fall Enrollment Summary

This screen displays a summary of the data reported in Part A of this survey, including Total full-time students, Total parttime students, and Grand total, all students enrolled at the institution by race/ethnicity and gender. 

The system will perform the following edits on the data entered:

• The calculated Grand Total (men + women) enrolled must be greater than 0.

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Part B: Fall Enrollment by Age and Gender

In Part B you must report the number of students enrolled for credit at the institution by age distribution and gender for each

of the following student types (as applicable based on enrollment reported in the IC Header survey):

• Full-time undergraduate

• Part-time undergraduate

• Full-time graduate

• Part-time graduate

For each applicable type of student, the system will calculate the total number of students reported in Part B by gender and

subtract this value from the corresponding total from Part A to determine the number of students with Age

unknown/unreported.

The system will perform the following edits on the data entered for each applicable student type:

• If the number of Men reported is greater than 0, then you are expected to report enrollment for the

corresponding student type in Part A.

• If the number of Women reported is greater than 0, then you are expected to report enrollment for the

corresponding student type in Part A.

• For each gender category, the number of full-time undergraduate students with Age unknown/unreported

must be greater than or equal to 0.

Note: If this number is less than 0, it is because the sum of men and women from all age groups is greater than

the number of students reported for the corresponding student type in Part A. Corrections must be made to the

data in one or both parts to resolve the fatal error that will occur.

• For each gender category, the number of students with Age unknown/unreported must be less than 20% of

the number of students reported for the corresponding student type in Part A.

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Part C: Residence

Applicable to institutions that answered Yes to the Part C Selection screening question at the beginning of the

survey

Screening Question

You must answer Yes or No to the following screening question. The answer given here will determine which screens your

institution is shown.

• Did any of the first-time, degree/certificate-seeking undergraduate students reported in Part A enroll within 12

months of graduating from high school or receiving their GED?

The system will perform the following edit on the data entered:

• If your institution reported that you enroll full-time, first-time degree/certificate seeking undergraduate students

in Part B of the IC Header survey, then you are expected to respond Yes to the screening question above.

First-time Residence (3 screens)

Applicable to institutions that answered Yes to the Part C Screening Question

On these screens you must report the number of first-time, degree/certificate-seeking undergraduate students enrolled in the

institution (column 1), and the number of these students who enrolled within 12 months of graduating from high school or

receiving their GED (column 2) by State of residence when student was first admitted. This includes all states and US

territories, along with additional "State Unknown" and "Foreign Countries" categories, each with its own unique 2-digit FIPS

Code.

On the final screen in Part C, the system will calculate the number of students with Residence unknown/unreported (FIPS

Code 98) by subtracting the sum of all students entered in column 1 from the total number of first-time, degree/certificateseeking undergraduate students (full-time and part-time) reported in Part A.

The system will perform the following edits on the data entered:

• For each FIPS Code, the number of students reported in column 1 must be greater than the number of students

reported in column 2.

• The total number of students entered in column 2 must be greater than 0.

• The total number of students entered in column 2 must be greater than or equal to 20% of the total number of

students entered in column 1.

• The number of students with Residence unknown/unreported must be greater than or equal to 0.

Note: If this number is less than 0, it is because the total number of students entered in column 1 is greater

than the total number of first-time, degree/certificate-seeking undergraduate students (full-time and part-time)

reported in Part A. Corrections must be made to the data in one or both parts to resolve the fatal error that will

occur.

• The number of students with Residence unknown/unreported must be less than or equal to 20% of the total

number of first-time, degree/certificate-seeking undergraduate students (full-time and part-time) reported in Part

A.

Note: You must report state of residence for the maximum number of students possible. If you are unable to

provide at least 20% of residences, you must enter an explanation.

• If you reported residence data for First-time degree/certificate-seeking undergraduates in Part C, you are

also expected to report First-time undergraduate students (either full-time or part-time) in Part A.

• The number of students from State Unknown (FIPS Code 57) is expected to be less than or equal to 20% of the

total number of first-time, degree/certificate-seeking undergraduate students (full-time and part-time) reported in

Part A.

• Applicable to public institutions only. The total number of first-time, degree/certificate seeking undergraduate

students in your institution’s "home state" is expected to be greater than or equal to 20% of the total number of

first-time, degree/certificate-seeking undergraduate students (full-time and part-time) reported in Part A.

First-time Residence (3 screens)

Applicable to institutions that answered No to the Part C Screening Question

On these screens you must report the number of first-time, degree/certificate-seeking undergraduate students enrolled in the

institution (column 1) by State of residence when student was first admitted. This includes all states and US territories,

along with additional "State Unknown" and "Foreign Countries" categories, each with its own unique 2-digit FIPS Code.

On the final screen in Part C, the system will determine the number of students with Residence unknown/unreported (FIPS

Code 98) by subtracting the sum of all students entered in column 1 from the total number of first-time, degree/certificateseeking undergraduate students (full-time and part-time) reported in Part A.

The system will perform the following edits on the data entered:

• The number of students with Residence unknown/unreported must be greater than or equal to 0.

Note: If this number is less than 0, it is because the total number of students entered in column 1 is greater

than the total number of first-time, degree/certificate-seeking undergraduate students (full-time and part-time)

reported in Part A. Corrections must be made to the data in one or both parts to resolve the fatal error that will

occur.

• The number of students with Residence unknown/unreported must be less than or equal to 20% of the total

number of first-time, degree/certificate-seeking undergraduate students (full-time and part-time) reported in Part

A.

Note: You must report state of residence for the maximum number of students possible. If you are unable to

provide at least 20% of residences, you must enter an explanation.

• If you reported residence data for First-time degree/certificate-seeking undergraduates in Part C, you are

also expected to report First-time undergraduate students (either full-time or part-time) in Part A.

• The number of students from State Unknown (FIPS Code 57) is expected to be less than or equal to 20% of the

total number of first-time degree/certificate-seeking undergraduate students (full-time and part-time) reported in

Part A.
• Applicable to public institutions only. The total number of first-time, degree/certificate seeking undergraduate

students in your institution’s "home state" is expected to be greater than or equal to 20% of the total number of

first-time, degree/certificate-seeking undergraduate students (full-time and part-time) reported in Part A.

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Part D: Total Undergraduate Entering Class

On this screen, several data items from Part A of this survey are preloaded for your reference. This includes:

• Line D1: The number of full-time, first-time degree/certificate-seeking undergraduates reported (your GR

cohort).

• Line D2: The total number of first-time degree/certificate-seeking undergraduates (full-time + part-time)

reported.

• Line D3: The total number of transfer-in degree/certificate-seeking undergraduates (full-time + part-time)

reported.

• Line D4: The total number of non-degree/certificate-seeking undergraduates (full-time + part-time) reported.

You must report the following information for line D5:

• Of the total non-degree/certificate-seeking undergraduates displayed on line D4, the number that are new to the

institution in the Fall.

Based on this additional data, the system will determine the value of Line D6 by calculating the total number of students

entering at the undergraduate level (Line D2 + Line D3 + Line D5), as well as the percentage of those students who are

represented by the GR cohort (Line D1 / Line D6).

The system will perform the following edits on the data entered for Line D5:

• The number of students entered for line D5 is expected to be greater than 0. If this is not the case, then you

must confirm that the data entered are correct.

• The number of students entered for line D5 must be less than or equal to the number of students in line D4.

• The number of students entered for line D5 should not be equal to those in line D1 since this would indicate that

the institution’s entering class is 100% of the GR cohort. If the institution’s entering class is 100% of the GR

cohort, then you must confirm that this is correct.

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Part E: Retention Rates

In Part E, you must report the retention rates for the Full-time, first-time bachelor’s cohort and the Part-time, first-time

bachelor’s cohort.

Note: Academic reporters report retention data as of the institution's official fall reporting date or as of October 15. Program

reporters report retention data on students enrolled in the institution at any time between August 1 and October 31.

Full-time, first-time bachelor’s cohort retention rates

You must report the number of students in the Full-time, first-time Fall 2011 bachelor’s cohort (E1), as well as any

Exclusions from the cohort (E2). Once the screen is saved, the system will display the difference between the two in the

Adjusted cohort (E3) field.

In addition, the number of Students from Fall 2011 still enrolled as of Fall 2012 (E4) must be reported in order to determine

the Full-time, first-time Fall 2011 bachelor’s cohort retention rate (E5) percentage.

The system will perform the following edits on the data entered:

• The Full-time, first-time Fall 2011 bachelor's cohort (E1) is expected to be within a certain range of the

Prior year data, as outlined below:

◦ If the prior year amount for E1 is less than 25, then the current year amount must be between 0 and the

prior year amount plus 10.

◦ If the prior year amount for E1 is between 25 and 99, then the current year amount must be within a

30% range of that amount.

◦ If the prior year amount for E1 is between 100 and 499, then the current year amount must be within a

20% range of that amount.

◦ If the prior year amount for E1 is greater than or equal to 500, then the current year amount must be

within a 10% range of that amount.

• The full-time, first-time bachelor's cohort entered must be less than or equal to the total number of full-time, firsttime students reported in last year's Fall Enrollment survey component.

• If the Full-time, first-time Fall 2011 bachelor's cohort is greater than 0, then the Exclusions from the

cohort must be less than 50% of this value.

• If the Adjusted cohort is greater than 0 and E1 is greater than 5, then the number of Students from Fall 2011

cohort still enrolled as of Fall 2012 is expected to be greater than 0.

• The number of Students from Fall 2011 cohort still enrolled as of Fall 2012 (E4) must be less than the

Adjusted cohort.

• The number of students reported for E4 is expected to be greater than or equal to 15% of the Adjusted cohort.

• If the number of students reported for E4 is equal to the Adjusted cohort, then you must confirm a retention rate

of 100% for that cohort.

• If you reported enrollment for full-time, first-time students in last year's Fall Enrollment survey or this year's

Institutional Characteristics Header component, then you are expected to report full-time, first-time students on

this screen. If this type of student is not enrolled and you are receiving this message in error, you may contact

the IPEDS Help Desk for assistance.

• If you did not report enrollment for full-time, first-time students in last year's Fall Enrollment survey or this year's

Institutional Characteristics Header component, then you are not expected to report full-time, first-time students

on this screen. If this type of student is enrolled and you are receiving this message in error, you may contact the

IPEDS Help Desk for assistance.

• The value reported for E5 is expected to be within 15% of the prior year retention rate.

Part-time, first-time bachelor’s cohort retention
You must report the number of students in the Part-time, first-time Fall 2011 bachelor’s cohort (E6), as well as any

Exclusions from the cohort (E7). Once the screen is saved, the system will display the difference between the two in the

Adjusted cohort (E8) field.

In addition, the number of Students from Fall 2011 still enrolled as of Fall 2012 (E9) must be reported in order to determine

the Part-time, first-time Fall 2011 bachelor’s cohort retention rate (E10) percentage.

The system will perform the following edits on the data entered:

• The Part-time, first-time Fall 2011 bachelor's cohort (E6) is expected to be within a certain range of the

Preloaded cohort, as outlined below:

◦ If the prior year amount for E6 is less than 25, then the current year amount must be between 0 and the

prior year amount plus 10.

◦ If the prior year amount for E6 is between 25 and 99, then the current year amount must be within a

30% range of that amount.

◦ If the prior year amount for E6 is between 100 and 499, then the current year amount must be within a

20% range of that amount.

◦ If the prior year amount for E6 is greater than or equal to 500, then the current year amount must be

within a 10% range of that amount.

• The part-time, first-time bachelor's cohort entered must be less than or equal to the total number of part-time,

first-time students reported in last year's Fall Enrollment survey component.

• If the Part-time, first-time Fall 2011 bachelor's cohort is greater than 0, then the Exclusions from the

cohort must be less than 50% of this value.

• If the Adjusted cohort is greater than 0 and E6 is greater than 5, then the number of Students from Fall 2011

cohort still enrolled as of Fall 2012 is expected to be greater than 0.

• The number of Students from Fall 2011 cohort still enrolled as of Fall 2012 (E9) must be less than the

Adjusted cohort.

• If the number of students reported for E9 is equal to the Adjusted cohort, then you must confirm a retention

rate of 100% for that cohort.

• If you reported enrollment for part-time, first-time students in last year's Fall Enrollment survey or this year's

Institutional Characteristics Header component, then you are expected to report part-time, first-time students on

this screen. If this type of student is not enrolled and you are receiving this message in error, you may contact

the IPEDS Help Desk for assistance.

• If you did not report enrollment for part-time, first-time students in last year's Fall Enrollment survey or this

year's Institutional Characteristics Header component, then you are not expected to report part-time, first-time

students on this screen. If this type of student is enrolled and you are receiving this message in error, you may

contact the IPEDS Help Desk for assistance.

• The value reported for E10 is expected to be within 15% of the prior year retention rate.

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Part F: Student-to-Faculty Ratio

On this screen, you must report your institution's Student-to-faculty ratio (e.g., student-to-instructional staff ratio) for Fall

2012 using the ratio format provided. Additional resources are available, including the prior year student-to-faculty ratio, and a

worksheet for assistance in determining your institution’s student-to-faculty ratio.

Note: The student-to-faculty ratio and any accompanying context provided on this screen will be displayed on College

Navigator.

The system will perform the following edits on the data entered:

• The ratio entered here is expected to be greater than 0 to 1.

• If the ratio entered is greater than 50 to 1, then a fatal error will occur.

• The ratio entered must be within a certain range of the prior year amount, as outlined below:

◦ If the prior year amount entered is between 0 and 10 to 1, then the current year amount must be within 5

integers of that amount.

◦ If the prior year amount entered is greater than 10 to 1, then the current year amount must be within a

50% range of that amount.

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2012-13 Survey Materials > Form date: 1/16/2013

Fall Enrollment for 2-year degree granting

Part B Selection 

Completion of Part B (Enrollment of Students by Age) is optional this year.

Do you wish to complete Part B this year?

If you select 'Yes', you will see Part B and be expected to complete the screens.

If you select 'No', you will skip Part B.

   Yes, I will complete Part B                                                                      

No, I will not complete Part B                                                            
Part A - Fall Enrollment for Full-Time Undergraduate Students 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

Full-time Undergraduate Students

Race/Ethnicity Reporting Reminder:

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Enrolled for

credit

Degree/certificate-seeking

First-time Transfer-in Continuing Total degree/certificateseeking

Non-degree/

non-certificate-seeking

Total,

full-time

undergraduate

students

Men

Nonresident

alien

     

Hispanic/Latino      

American Indian

or Alaska Native

     

Asian      

Black or African

American

     

Native Hawaiian

or Other Pacific

Islander

     

White      

Two or more

races

     

Race and

ethnicity

unknown

     

Total men                  

Total men prior

year

 

Women

Nonresident

alien

     

Hispanic/Latino      

American Indian

or Alaska Native

     

Asian      

Black or African

American

     

Native Hawaiian

or Other Pacific

Islander

     

White      

Two or more

races

     

Race and

ethnicity

unknown

     

Total women                  

Total women

prior year

 

Grand total

(men+women)

                 

Grand total

(men+women)

prior year

 
Part A - Fall Enrollment for Part-time Undergraduate Students 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

Part-time Undergraduate Students

Race/Ethnicity Reporting Reminder:

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Enrolled for

credit

Degree/certificate-seeking

First-time Transfer-in Continuing Total degree/certificateseeking

Non-degree/

non-certificate-seeking

Total,

part-time

undergraduate

students

Men

Nonresident

alien

     

Hispanic/Latino      

American Indian

or Alaska Native

     

Asian      

Black or African

American

     

Native Hawaiian

or Other Pacific

Islander

     

White      

Two or more

races

     

Race and

ethnicity

unknown

     

Total men                  

Total men prior

year

 

Women

Nonresident

alien

     

Hispanic/Latino      

American Indian

or Alaska Native

     

Asian      

Black or African

American

     

Native Hawaiian

or Other Pacific

Islander

     

White      

Two or more

races

     

Race and

ethnicity

unknown

     

Total women                  

Total women

prior year

 

Grand total

(men+women)

                 

Grand total

(men+women)

prior year

 
Part A - Fall Enrollment Summary 

Fall Enrollment Summary

Students enrolled for credit Total full-time

students

Total part-time

students

Grand total,

all students

Men

Nonresident alien         

Hispanic/Latino         

American Indian or Alaska Native         

Asian         

Black or African American         

Native Hawaiian or Other Pacific Islander         

White         

Two or more races         

Race and ethnicity unknown         

Total men         

Women

Nonresident alien         

Hispanic/Latino         

American Indian or Alaska Native         

Asian         

Black or African American         

Native Hawaiian or Other Pacific Islander         

White         

Two or more races         

Race and ethnicity unknown         

Total women         

Grand Total (men+women)         
Part A - Fall Enrollment by Distance Education Status 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

Undergraduate Students

Degree/Certificate

Seeking

Non-Degree/Certificate

Seeking

Enrolled exclusively in distance education courses

Enrolled in some but not all distance education courses

Not enrolled in any distance education courses

Total (all distance education statuses)      

Total (from prior part A screens)

NOTE: The total of all distance education statuses (above) must

equal this total carried forward from the prior part A screens

     

You may use the space below to provide context for the data you've reported above.
Part A - Fall Enrollment by Distance Education Status 

Undergraduate Students

Of those students exclusively enrolled in distance education

courses, report the number that are:

Degree/Certificate

Seeking

Non-Degree/Certificate

Seeking

Located in   

Located in the U.S. but not in   

Located in the U.S. but state/jurisdiction unknown

Located outside the U.S.

Location unknown/unreported      

Total students exclusively enrolled in distance education (from

section above)

     
Part B - Fall Enrollment by Age and Gender for Full-time Undergraduate Students 

NOTE: These data are optional this year.

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

Age Full-time Undergraduate Students

Men Women

Under 18

18-19

20-21

22-24

25-29

30-34

35-39

40-49

50-64

65 and over

Age unknown/unreported      

Total full-time undergraduate students (from part A)      
Part B - Fall Enrollment by Age and Gender for Part-time Undergraduate Students 

NOTE: These data are optional this year.

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

Age Part-time Undergraduate Students

Men Women

Under 18

18-19

20-21

22-24

25-29

30-34

35-39

40-49

50-64

65 and over

Age unknown/unreported      

Total part-time undergraduate students (from part A)      
Part C - Screening Question 

Did any of your first-time degree/certificate-seeking undergraduate students (reported in Part A) enroll within 12

months of graduating high school or receiving their GED?

   Yes, we have first-time students who enrolled within 12 months of their high school graduation.

No, we do not have any first-time students who enrolled within 12 months of their high school graduation.

You may use the space below to provide context for the data you've reported above.
Part C - Residence of First-time Undergraduates 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

State of residence when student

was first admitted

FIPS Code  Total first-time

degree/certificate-seeking

undergraduates

(1)

Of students in column 1, those

who enrolled within 12 months

of high school graduation

or receiving their GED

(2)

Alabama 01

Alaska 02

Arizona 04

Arkansas 05

California 06

Colorado 08

Connecticut 09

Delaware 10

District of Columbia 11

Florida 12

Georgia 13

Hawaii 15

Idaho 16

Illinois 17

Indiana 18

Iowa 19

Kansas 20

Kentucky 21

Louisiana 22

Maine 23
Part C - Residence of First-time Undergraduates 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

State of residence when student

was first admitted

FIPS Code Total first-time

degree/certificate-seeking

undergraduates

(1)

Of students in column 1, those

who enrolled within 12 months

of high school graduation

or receiving their GED

(2)

Maryland 24

Massachusetts 25

Michigan 26

Minnesota 27

Mississippi 28

Missouri 29

Montana 30

Nebraska 31

Nevada 32

New Hampshire 33

New Jersey 34

New Mexico 35

New York 36

North Carolina 37

North Dakota 38

Ohio 39

Oklahoma 40

Oregon 41

Pennsylvania 42

Rhode Island 44
Part C - Residence of First-time Undergraduates 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

State of residence when student

was first admitted

FIPS

Code

Total first-time

degree/certificate-seeking

undergraduates

(1)

Of students in column 1, those

who enrolled within 12 months of

high school graduation

or receiving their GED

(2)

South Carolina 45

South Dakota 46

Tennessee 47

Texas 48

Utah 49

Vermont 50

Virginia 51

Washington 53

West Virginia 54

Wisconsin 55

Wyoming 56

State Unknown 57

American Samoa 60

Federated States of Micronesia 64

Guam 66

Marshall Islands 68

Northern Marianas 69

Palau 70

Puerto Rico 72

Virgin Islands 78

Foreign Countries 90

Residence unknown/unreported 98   

Total first-time degree/certificate-seeking

undergraduates (from Part A)

     

You may use the space below to provide context for the data you've reported above.
This part is only required from academic reporters.

Part D - Total Undergraduate Entering Class 

Total Undergraduate Entering Class, Fall 2012

D1Total full-time, first-time degree/certificate-seeking undergraduates from Part A (GR cohort)   

D2Total first-time degree/certificate-seeking undergraduates (full-time + part-time) from Part A   

D3Total transfer-in degree/certificate-seeking undergraduates (full-time + part-time) from Part A   

D4Total non-degree/certificate-seeking undergraduates (full-time + part-time) from Part A   

D5Of the total non-degree/certificate-seeking undergraduates displayed on line D4, the number that are

new to the institution in Fall 2012

D6Total entering students at the undergraduate level

Note: This is calculated as first-time students (line D2) + students transferring to the institution (line D3)

+ non-degree/certificate-seeking undergraduates entering in Fall 2012 (line D5).

  

D7Percentage of undergraduate entering class represented by your GR cohort (line D1/line D6)   
 Image description. These context notes will be posted on the College Navigator. End of image description.

Part E - First-Time Student Cohort Retention Rates (Full-time) 

Retention Rates

Full-time, First-time Degree/Certificate-Seeking Cohort from Fall 2011

The Fall 2011 cohort is preloaded based on data reported in the prior year Fall Enrollment survey component.

Academic reporters report retention data as of the institution's official fall reporting date or as of October 15.

Program reporters determine the cohort with enrollment any time between August 1 and October 31, 2011 and

retention based on August 1, 2012.

The retention rate is calculated by the system after clicking "Save" on the screen. Exclusions are subtracted

from the original cohort and the resulting adjusted cohort is used for calculating the retention rate.

Retention Data Reporting Reminders:

• Include only full-time, first-time degree/certificate-seeking students in this cohort.

• Determine full-time using Fall 2011 attendance status (e.g. if a student was full-time in Fall

2011, report them in the full-time cohort regardless of Fall 2012 status).

• If there are no students to report in the cohort, enter zero. Do not leave the field blank.

• Report in the exclusions box (line E2) the number of students from the cohort who left the

institution for any of the following reasons: died or were totally and permanently disabled; to

serve in the armed forces (including those called to active duty); to serve with a foreign aid

service of the Federal Government (e.g. Peace Corps); or to serve on official church missions.

Preloaded

cohort

Prior year

data (Fall

2010

cohort)

FULL-TIME, FIRST-TIME COHORT RETENTION:

E1       Full-time, first-time Fall 2011 cohort    

E2       Exclusions from the Fall 2011 cohort 

E3       Adjusted Fall 2011 cohort  (line E1 - line E2)    

E4       Students from Fall 2011 cohort who are still enrolled + students

from Fall 2011 cohort who completed their program as of Fall 2012

 

E5       Full-time, first-time Fall 2011 cohort retention rate (line E4 / line

E3)

  % %

 You may use the space below to provide context for the data you've reported above.

These context notes will be posted on the College Navigator website, and should be written to be understood

by students and parents.
 Image description. These context notes will be posted on the College Navigator. End of image description.

Part E - First-Time Student Cohort Retention Rates (Part-time) 

Retention Rates

Part-time, First-time Degree/Certificate-Seeking Cohort from Fall 2011

The Fall 2011 cohort is preloaded based on data reported in the prior year Fall Enrollment survey component.

Academic reporters report retention data as of the institution's official fall reporting date or as of October 15.

Program reporters determine the cohort with enrollment any time between August 1 and October 31, 2011 and

retention based on August 1, 2012.

The retention rate is calculated by the system after clicking "Save" on the screen. Exclusions are subtracted

from the original cohort and the resulting adjusted cohort is used for calculating the retention rate.

Retention Data Reporting Reminders:

• Include only part-time, first-time degree/certificate-seeking students in this cohort.

• Determine part-time using Fall 2011 attendance status (e.g. if a student was part-time in Fall

2011, report them in the part-time cohort regardless of their Fall 2012 status).

• If there are no students to report in the cohort, enter zero. Do not leave the field blank.

• Report in the exclusions box (line E7) the number of students from the cohort who left the

institution for any of the following reasons: died or were totally and permanently disabled; to

serve in the armed forces (including those called to active duty); to serve with a foreign aid

service of the Federal Government (e.g. Peace Corps); or to serve on official church missions.

Preloaded

cohort

Prior year

data (Fall

2010

cohort)

PART-TIME, FIRST-TIME COHORT RETENTION:

E6       Part-time, first-time Fall 2011 cohort    

E7       Exclusions from the Fall 2011 cohort 

E8       Adjusted Fall 2011 cohort (line E6 - line E7)    

E9       Students from Fall 2011 cohort who are still enrolled + students

from Fall 2011 cohort who completed their program as of Fall 2012

 

E10       Part-time, first-time Fall 2011 cohort retention rate (line E9 / line

E8)

  % %

 You may use the space below to provide context for the data you've reported above.

These context notes will be posted on the College Navigator website, and should be written to be understood

by students and parents.
 Image description. These context notes will be posted on the College Navigator. End of image description.

Part F - Student-to-Faculty Ratio 

Please provide your institution's student-to-faculty ratio (i.e., student-to-instructional staff) for undergraduate

programs for Fall 2012. The student-to-faculty ratio and any accompanying context that is provided will be

displayed on College Navigator.

Note: Logic in this item is similar to item I-2 from the Common Data Set data collection.

Click here to use a worksheet to help you determine the student-to-faculty ratio

Student-to-faculty ratio to 1

Student-to-faculty ratio prior year to 1

 You may use the space below to provide context for the data you've reported above.

These context notes will be posted on the College Navigator website, and should be written to be understood

by students and parents.
Part F - Less Than Four-Year Institutions and Four Year-Institutions Without Graduate

Programs Student-to-Faculty Ratio Worksheet 

This worksheet is designed to help you determine your institution's student-to-faculty ratio.

Data entered on this worksheet will NOT be collected or saved. Therefore, please PRINT this screen if you

would like to refer to the ratio calculation for your institution at a later time.

Note: The logic used for this calculation is similar to item I-2 from the Common Data Set data collection.

Students, Fall 2012

F1 Total full-time students from Part A   

F2 Total part-time students from Part A   

F3 Full-time equivalent of part-time students

(Line F2 * 1/3)

  

F4 Total full-time equivalent students

(Line F1 + F3)

  

Instructional Staff, Fall 2012

FULL-TIME INSTRUCTIONAL STAFF:

F5 Number of full-time instructional staff as reported on the HR survey component

Full-Time Instructional Staff Exclusion (Line F6):

F6 Full-Time Instructional Staff Exclusion:

Of the number of full-time instructional staff reported in Line F5, the number teaching

exclusively non-credit courses

F7 Total adjusted full-time instructional staff

(Line F5 - F6)

  

PART-TIME INSTRUCTIONAL STAFF:

F8 Number of part-time instructional staff as reported on the HR survey component

Part-Time Instructional Staff Exclusion (Line F9):

F9 Of the number of part-time instructional staff reported in Line F8, the number teaching

exclusively non-credit courses

Part-Time Instructional Staff Addition (Line F10):

F10 Number of administrators, or other staff not reported to IPEDS as instructors, that are

teaching a credit course(s) in the Fall

F11 Total adjusted part-time instructional staff

(Line F8 - F9 + F10)

  

F12 Full-time equivalent of adjusted part-time instructional staff

(Line F11 * 1/3)

  

F13 Total full-time equivalent instructional staff

(Line F7 + F12)

  

                

F14 Student-to-faculty ratio

(Line F4/F13)

   to 1
Prepared by 

This survey component was prepared by:

Keyholder SFA Contact HR Contact Finance Contact Other

Name:

Email:

How long did it take to prepare this survey component? hours minutes

The name of the preparer is being collected so that we can follow up with the appropriate person in the event that there

are questions concerning the data. The Keyholder will be copied on all email correspondence to other preparers.

The time it took to prepare this component is being collected so that we can continue to improve our estimate of the

reporting burden associated with IPEDS. Please include in your estimate the time it took for you to review instructions,

query and search data sources, complete and review the component, and submit the data through the Data Collection

System.

Thank you for your assistance.
2012-13 Survey Materials > Instructions date: 1/16/2013

Fall Enrollment Full Instructions

Purpose of Survey

Changes in Reporting

General Instructions

Reporting Period Covered

Context Boxes

Coverage

Who To Include

Who To Exclude

Where to Get Help For Reporting

IPEDS Help Desk

AIR Website

IPEDS Website Resources

Where the Reported Data Will Appear

Institution Level

Aggregate Level

Reporting Directions

Screening Questions

Reporting Individuals by Racial/Ethnic Categories

Part A: Fall Enrollment by Level, Attendance Status, Race/Ethnicity, and Gender

Part B: Fall Enrollment by Age

Part C: Residence of First-Time Degree/Certificate-Seeking Undergraduates

Part D: Total Undergraduate Entering Class

Part E: Retention Rates for First-Time Degree/Certificate-Seeking Undergraduates

Part F: Student-to-Faculty Ratio

Purpose of Survey

The purpose of the Fall Enrollment component of IPEDS is to collect enrollment data on all

students enrolled for credit in courses/programs that could lead to awards ranging from

postsecondary certificates of less than 1 year to doctoral degrees. Fall enrollment data are

collected by level of student, attendance status, race/ethnicity, and gender. In addition, the Fall

Enrollment component collects data on the institution's undergraduate entering class, first-time

student retention rates, and the student-to-faculty ratio. Every other year data on enrollment by

nine selected fields of study are collected, as is residency of first-time degree/certificate-seeking

undergraduate students. In opposite years, enrollment by student age is collected.

Changes in Reporting

Institutions must report enrollment by distance education status for all students. Institutions must

first report whether students are enrolled in no distance education courses, some distance

education courses, or exclusively distance education courses. For those students who are enrolled

exclusively in distance education courses, institutions must also report the location of the student.

General Instructions
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Reporting Period Covered

For institutions operating on a traditional academic year calendar (semester, trimester, quarter, or 4-1-4), fall

enrollment should be reported as of the institution's official fall reporting date or October 15.

For institutions operating on an "other academic calendar," a calendar that differs by program, or enrolls

students on a continuous basis (referred to as program reporters), fall enrollment is reported for students

enrolled any time during the period August 1 and October 31.

Context Boxes

Context boxes are provided to allow institutions to provide more information regarding survey component

items. Note that some context boxes are posted on the College Navigator Website, which is the college search

tool offered by NCES. NCES will review entries in these context boxes for applicability and appropriateness

before posting them on the College Navigator Website; institutions should check grammar and spelling of

their entries.

Coverage

Who to Include

Include all students enrolled for credit (courses or programs that can be applied towards the requirements

for a postsecondary degree, diploma, certificate, or other formal award), regardless of whether or not they

are seeking a degree or certificate. This includes:

• Students enrolled for credit in off-campus centers

• High school students taking regular college courses for credit

• Students taking remedial courses if the student is degree-seeking for the purpose of student financial

aid determination

• Students from overseas enrolled in U.S. courses for credit (e.g., online students)

Who to Exclude

Exclude students who are not enrolled for credit. For example, exclude:

• Students enrolled exclusively in courses that cannot be applied towards a formal award

• Students enrolled exclusively in Continuing Education Units (CEUs)

• Students exclusively auditing classes

In addition, the following students should be excluded:

• Any student studying abroad (e.g., at a foreign university) if their enrollment at the 'home' institution

serves as an administrative record

• Students in any branch campus located in a foreign country

Where to Get Help

IPEDS Data Collection Help Desk

Phone: 1-877-225-2568

Email: ipedshelp@rti.org

AIR Website

You can also consult the AIR website that contains several tutorials on IPEDS data collection, a self-paced

overview of IPEDS tools and other valuable resources.

IPEDS Resources Page

In addition, the IPEDS Resources Page contains frequently asked questions, a link to the glossary, data tip

sheets, an archive of survey instruments, information on the new race/ethnicity categories and other relevant

information.

Where the Data Will Appear

Data collected through IPEDS will be accessible at the institution- and aggregate-levels.

At the institution-level, data will appear in the:

• College Navigator Website

• IPEDS Data Center

• IPEDS Data Feedback Reports

At the aggregate-level, data will appear in:

• IPEDS First Looks
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• IPEDS Table Library

• IPEDS Data Feedback Reports

• The Digest of Education Statistics

• The Condition of Education

Reporting Directions

Screening Questions

Before entering any data, a screening question will need to be answered.

Part B Selection.

Part B (Enrollment by Age) is optional this year. Indicate whether or not you will complete Part B of the Fall

Enrollment survey component this year.

CIPCODE Selection.

Reporting enrollment by selected fields of study is mandatory this year. In Part A, enrollment in the selected

fields will need to be reported in addition to the total enrollment data reported.

Select the fields of study that are offered by your institution. Field names and corresponding CIP codes for

the programs known to exist at your institution will already be checked. Please update this list, if necessary,

by adding or removing checks in the associated boxes. Undergraduate and graduate fields:

• 13.0000 -- Education

• 14.0000 -- Engineering

• 26.0000 -- Biological and Biomedical Sciences

• 27.0000 -- Mathematics

• 40.0000 -- Physical Sciences

• 52.0000 -- Business, Management, Marketing, and Related Support Services

Graduate-only fields:

• 22.0101 -- Law (LL.B., J.D.)

• 51.0401 -- Dentistry (D.D.S., D.M.D.)

• 51.1201 -- Medicine (M.D.)

Once you have updated this CIPCODE Selection screen and saved the results, screens similar to the Part A

Summary screens will be generated at the appropriate levels and fields of study.

Reporting Persons by Racial/Ethnic Category

Reporting Persons by Racial/Ethnic Category (1997 OMB)

This information is being collected in compliance with Title VI of the Civil Rights Act of 1964 and

Title IX of the Education Amendments of 1972 and Sec. 421(a)(1) of the Carl D. Perkins Vocational

Education Act. These instructions correspond with the Final Guidance on Maintaining, Collecting,

and Reporting Racial and Ethnic Data to the U.S. Department of Education, published in the

Federal Register on October 19, 2007.

Method of collection - Institutions must collect race and ethnicity information using a 2-question

format. The first question is whether the respondent is Hispanic/Latino. The second question is

whether the respondent is from one or more races from the following list: American Indian or

Alaska Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, and

White. Institutions should allow students and staff to self-identify their race and ethnicity. For

further details on the guidance for collecting data, please see the full Federal Register notice.

Method of reporting aggregate data - Institutions must report aggregate data to the U.S. Department of

Education using the NINE categories below. Racial/ethnic designations are requested only for United States

citizens, resident aliens, and other eligible non-citizens.

• Hispanic or Latino, regardless of race

For Non-Hispanic/Latino individuals:

• American Indian or Alaska Native

• Asian

• Black or African American

• Native Hawaiian or Other Pacific Islander

• White

• Two or more races

In addition, the following categories may be used:

• Nonresident alien

• Race and ethnicity unknown

Racial/ethnic descriptions - Racial/ethnic designations as used in this survey do not denote scientific

definitions of anthropological origins. The categories are:

• Hispanic or Latino- A person of Cuban, Mexican, Puerto Rican, South or Central American, or other

Spanish culture or origin, regardless of race.
 Image description. Top of Page End of image description.

• American Indian or Alaska Native- A person having origins in any of the original peoples of North and

South America (including Central America) who maintains cultural identification through tribal

affiliation or community attachment.

• Asian- A person having origins in any of the original peoples of the Far East, Southeast Asia, or the

Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia,

Pakistan, the Philippine Islands, Thailand, and Vietnam.

• Black or African American- A person having origins in any of the black racial groups of Africa.

• Native Hawaiian or Other Pacific Islander- A person having origins in any of the original peoples of

Hawaii, Guam, Samoa, or other Pacific Islands.

• White - A person having origins in any of the original peoples of Europe, the Middle East, or North

Africa.

Other descriptive categories

• Nonresident alien - A person who is not a citizen or national of the United States and who is in this

country on a visa or temporary basis and does not have the right to remain indefinitely. NOTE -

Nonresident aliens are to be reported separately, in the boxes provided, rather than included in any of

the seven racial/ethnic categories. Resident aliens and other eligible (for financial aid purposes) noncitizens who are not citizens or nationals of the United States and who have been admitted as legal

immigrants for the purpose of obtaining permanent resident alien status (and who hold either an alien

registration card (Form I-551 or I-151), a Temporary Resident Card (Form I-688), or an ArrivalDeparture Record (Form I-94) with a notation that conveys legal immigrant status such as Section

207 Refugee, Section 208 Asylee, Conditional Entrant Parolee or Cuban-Haitian) are to be reported in

the appropriate racial/ethnic categories along with United States citizens.

• Race and ethnicity unknown - This category is used only if the person did not select EITHER a

racial or ethnic designation.

Part A: Full-Time Undergraduate Students by Race/Ethnicity and Gender

On this screen, include all students enrolled for credit, full-time at the undergraduate level. The

undergraduate level includes students enrolled in undergraduate level courses, associate's degree

programs, or any certificate programs below the baccalaureate level. Students who have already

earned a bachelor's degree but are taking undergraduate courses for credit should be included as

undergraduates.

Full-time, first-time degree/certificate-seeking students

In column 1, report undergraduate students who have no prior postsecondary

experience and have enrolled full-time with the intent to earn a degree,

certificate, or other formal award. The following are also considered firsttime:

• Students enrolled in the fall term who attended college for the first time in the prior summer session

• Students who entered with advanced standing (any college credits earned before graduation from

high school)

In order to be considered degree or certificate-seeking, the student must be enrolled in courses for credit and

be recognized by the institution as seeking a degree or other formal award. Dual enrolled high school

students are not degree/certificate-seeking students. Note: All students eligible to receive federal student

financial aid are to be considered degree/certificate-seeking.

Program Reporters: Include first-time students who entered your institution between August 1, 2012 and

October 31, 2012.

Academic Reporters: Student counts reported in column 1 define the initial cohort for reporting graduation

rates in the IPEDS Graduation Rates (GR) component to meet Student Right-to-Know reporting requirements.

Students reported in this group will become your GR cohort in the reporting year appropriate for your

institution. The number of students reported in column 1 will also appear in Part D to be used in determining

the percentage of the undergraduate entering class represented by the cohort.

Full-time, transfer-in degree/certificate-seeking undergraduate students

In column 2, report the total number of full-time degree/certificate-seeking undergraduate students entering

the reporting institution for the first time but known to have previously attended a postsecondary institution

at the undergraduate level. These students may or may not have transferred credit(s).

Full-time, continuing degree/certificate-seeking undergraduate students

In column 3, report the total number of continuing (i.e., not first-time and not transfer-in) full-time

degree/certificate-seeking undergraduate students. These are students who are not new to the institution in

the fall, but instead are continuing their studies at the institution. 

Full-time, non-degree/certificate-seeking full-time undergraduates

In column 5, report the total number of full-time non-degree/certificate-seeking undergraduates. These

students are enrolled for credit but not with the intent of earning a degree or other formal award. Note: High

school students enrolled in creditable courses prior to high school graduation are considered nondegree/certificate-seeking students.

Once you save the data by clicking the 'Verify and Save' button, the 'Total full-time degree/certificate-seeking

undergraduates' (column 4) and 'Total, full-time undergraduate students' (column 6) will be calculated by the

system and display on the survey screen.
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Part A: Part-time Undergraduate Students

Report part-time students using the same definitions and instructions provided for full-time undergraduate

students.

Part A: Enrollment by Distance Education Status

On this screen, report all students reported on previous Part A screens.

Enrolled exclusively in distance education courses:

Students who are enrolled only in courses that are considered distance

education courses.

Enrolled in some but not all distance education courses:

Students who are enrolled in at least one course that is considered a

distance education course, but are not enrolled exclusively in distance

education courses.

Not enrolled in any distance education courses:

Students who are not enrolled in any distance education courses.

Note: Requirements for coming to campus for orientation, testing, or

academic support services do not exclude a course from being classified

as distance education.

The totals for degree/certificate-seeking undergraduates and nondegree/certificate-seeking undergraduates will be carried forward from

the previous Part A screens. The total students reported by distance

education status must equal the total students carried forward from prior

Part A screens. If the totals are not the same, a fatal error will occur.

If there are students reported as enrolled exclusively in distance

education courses, further data on the location of these distance

education students will need to be reported. Report, by degree/certificate

-seeking status, the number of exclusively distance education students

that are located in the same state/jurisdiction as the institution, in a

different state/jurisdiction than the institution, in the U.S. but the

state/jurisdiction is unknown, and residing outside the U.S.

The total students exclusively enrolled in distance education courses will

be carried forward from earlier on the screen. If the total students

reported by location does not equal the total enrolled exclusively in

distance education from above, the “Location unknown/unreported” is

calculated.

Part B: Fall Enrollment by Age and Gender

Part B is optional this year. This part is required in odd-numbered years.

This distribution of students should include all students reported in Part A.

Enrollment by Age

Use institutional records to calculate student age.

Academic reporters: report student age as of the institution's official fall reporting date or as of October 15,

2012.

Program reporters: report student age as of August 1, 2012.
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The totals by gender for each attendance status (full- or part-time) and student level (undergraduate or

graduate) will be carried forward from the corresponding Part A screens. When the Part B and Part A totals do

not agree, the "Age unknown/unreported" is calculated.

Note: If the Part B student count total is larger than the total carried forward from Part A (resulting in a

negative value), a fatal error results. In this case, reexamine both the age data and comparable portion of

Part A to identify the error and make appropriate corrections.

Part C: Residence of First-time Degree/Certificate-Seeking Undergraduate Students

Part C is required this year. This part is required in even-numbered years only.

This distribution of students should include all first-time degree/certificate-seeking undergraduate

students (both full- and part-time) reported in Part A.

Recent High School Graduates Screening Question

Part C begins with a screening question to determine whether or not your institution has first-time

degree/certificate-seeking undergraduate students who enrolled within 12 months of graduating high school

or receiving their GED. If the answer is 'Yes', then 2 columns will be reported in Part C, one for all first-time

degree/certificate-seeking undergraduates and one for those first-time degree/certificate-seeking

undergraduates enrolled within 12 months of graduating high school or receiving their GED. If the answer is

'No', then only one column for all first-time degree/certificate-seeking undergraduates will display in Part C.

State of residence

Use the state identified by the student as his/her permanent address at the time of application to the

institution. This may be the legal residence of a parent or guardian, or the state in which a student has a

driver's license or is registered to vote. It is not necessarily the state in which the student's high school is

located.

Residence of first-time degree/certificate-seeking undergraduate students

In column (1), report all first-time degree/certificate-seeking undergraduate students, both full-time and

part-time, by state of residence. The total line for column (1) will be carried forward from the total first-time

degree/certificate-seeking undergraduate students reported in Part A. If the sum of the students reported by

state of residence in column (1), lines 1-90, does not agree with the total first-time degree/certificate-seeking

undergraduates from Part A, the "Residence unknown/unreported" (line 98) will be calculated.

Note: When the sum of students by state of residence is larger than the total carried forward from Part A

(resulting in a negative value calculated for the "Residence unknown/unreported" line), a fatal error results.

In this case, reexamine both the residence data and comparable section of Part A to identify the error and

make appropriate corrections.

If your institution responded 'Yes' to the screening question, the subset of students from column (1) who

enrolled within 12 months of graduating high school or receiving their GED are to be reported again by their

state of residence in column (2).

Part D: Total Undergraduate Entering Class

Program reporters and non-degree-granting institutions do not complete Part D.

Total entering class data are included to address concerns some institutions have raised about the cohort that

is defined by the IPEDS Graduation Rates (GR) component. The GR cohort includes only full-time, first-time

degree/certificate-seeking undergraduate students. For institutions with substantial part-time, transfer-in, and

non-degree/certificate-seeking enrollment, this may result in graduation rates that are not representative of

their typical entering class. 

The total undergraduate entering class is comprised of all first-time undergraduates (full-time and part-time),

all transfer-in undergraduates (full-time and part-time) and the subset of non-degree/certificate-seeking

undergraduates who are new to the institution in the Fall. To reach the total entering class total, Part D

follows a line-by-line step process.

Lines D1 - D4 are carried forward from Part A reporting. 

In Line D5, report the subset of non-degree/certificate-seeking undergraduate students displayed on line

D4, who are new to the institution in Fall 2012. 

Line D6 will calculate the total undergraduate entering students. This is calculated as all first-time students

(line D2) + all transfer-in students (line D3) + non-degree/certificate-seeking undergraduate students new to

the institution in Fall 2012 (line D5).

After clicking 'Save', Line D7 will display the percentage of the undergraduate entering class that is

represented by the current GR cohort (the GR cohort is carried forward from Part A and displayed in Line D1).

The percentage is calculated as line D1/D6. 

Part E: Retention Rates for the First-Time Degree/Certificate-Seeking Student Cohort

Retention rates examine the percentage of first-time degree/certificate seeking students enrolled in the fall of

the prior year that are either still enrolled in the fall of the current year or have completed their program in

that time.

The retention cohorts, full-time and part-time, first-time degree/certificate-seeking undergraduates from Fall

2011, are preloaded from Part A of the prior year Fall Enrollment survey component.

On each retention screen (full-time cohort and part-time cohort screens), institutions must:

• Verify the preloaded Fall 2011 cohort.

Attendance status (full- or part-time) should be based on the student's Fall 2011 attendance status.
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• Report any exclusions for the cohort (see below for allowable exclusions).

• Report the total number of students retained from the Fall 2011 cohort.

Total students retained = students from Fall 2011 cohort still enrolled as of Fall 2012 +

students from Fall 2011 cohort who completed their program as of Fall 2012

Academic reporters: Report students retained as of the institution's official fall reporting date or

as of October 15, 2012.

Program reporters: Report students retained as of August 1, 2012.

Exclusions:

Institutions may report exclusions for the Fall 2011 cohort. Allowable exclusions are students who

left the institution for any of the following reasons:

• Died or were totally and permanently disabled

• To serve in the armed forces (including those called to active duty)

• To serve with a foreign aid service of the Federal Government (e.g., Peace Corps)

• To serve on official church missions

The system will compute an adjusted cohort by subtracting the student exclusions from the original cohort

prior to calculating the retention rate.

Retention rates will be computed by the system after clicking 'Save.' The retention rate is calculated as:

(Students from Fall 2011 cohort still enrolled + Students from Fall 2011 cohort who completed

their program as of Fall 2012/Adjusted Fall 2011 cohort)*100.

Part F: Student-to-Faculty Ratio

Graduate only institutions do not complete Part F.

Report the student-to-faculty ratio for undergraduate programs at your institution. A worksheet is available

to help determine your institution's ratio. Click on the link from the Part F screen to access the worksheet.

Worksheet for Less Than Four-Year Institutions and Four-Year Institutions without

Graduate or Professional Programs

The worksheet is designed to help institutions determine their student-to-faculty ratio. It is NOT

mandatory that you use this worksheet to calculate your student-to-faculty ratio. Data entered on

the worksheet will NOT be collected or saved. Make sure to print the screen in order to refer to

the ratio calculation for your institution at a later time.

Please note: The logic used in this calculation is similar to that of item I-2 from the Common Data Set data

collection.

FULL- AND PART-TIME STUDENT DATA:

All student data on the worksheet is either carried forward from Part A or a calculated field.

Lines F1 and F2. Total full-time and total part-time students.

The total number of full- and part-time students are carried forward from Part A.

Line F3. A full-time equivalent (FTE) of the part-time student count.

The FTE will be calculated as line F2 (total part-time student count) * 1/3.

Line F4. Total FTE students.

This is calculated as the sum of lines F1 (total full-time students) and F3 (FTE of part-time students). Line F4

is used in the ratio calculation.

FULL-AND PART-TIME INSTRUCTIONAL STAFF DATA:

Lines F5 and F8 should be reported based on data your institution is reporting in the IPEDS Human Resources

(HR) survey component. Please work together with the appropriate staff at your institution to ensure that the

data used on this worksheet and reported in the HR component are the same. 

In line F5, report the total number of full-time instructional staff as reported on the HR component.

In line F8, report the total number of part-time instructional staff as reported on the HR component.

Instructional Staff Exclusion for Non-Credit Instructors:

In line F6, report the number of full-time instructional staff reported in line F5 that are teaching exclusively

non-credit courses.

In line F9, report the number of part-time instructional staff reported in line F8 that are teaching exclusively

non-credit courses.

For institutions that have a large amount of non-credit activity, the above exclusions will better align the

student data with the instructional staff data being used in the ratio.

Part-Time Instructional Staff Addition:

In line F10, report the number of administrators or other staff NOT reported to IPEDS as instructors (and

therefore not included in the instructional staff count reported in line F8) that are teaching a credit course in

the Fall.
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For institutions that have administrators and other professionals on staff that are not reported to IPEDS as

instructors (because it is not their "primary function") but they teach credit courses, the above allowable

addition will produce a more accurate ratio. 

With the above instructional staff exclusions and part-time instructional staff addition information above, the

system will compute the following on the worksheet:

Line F7. Total adjusted full-time instructional staff.

The adjusted full-time instructional staff is the total full-time instructional staff, excluding those teaching

exclusively non-credit classes. The system will calculate line F7 as line F5 (total full-time instructional staff as

reported on the HR component) minus line F6 (total full-time instructional staff teaching exclusively noncredit courses). 

Line F11. Total adjusted part-time instructional staff.

The adjusted part-time instructional staff is the total part-time instructional staff, excluding those teaching

exclusively non-credit classes, and adding those administrators and other staff teaching credit courses. The

system will calculate line F11 as line F8 (total part-time instructional staff as reported on the HR component)

minus line F9 (total part-time instructional staff teaching exclusively non-credit courses) + line F10

(administrators and other staff teaching credit courses). 

Line F12. Total FTE of adjusted part-time instructional staff.

The FTE will be calculated as line F11 (total adjusted part-time instructional staff) * 1/3.

Line F13. Total FTE of adjusted instructional staff.

This is calculated as the sum of lines F7 (total adjusted full-time instructional staff) and F12 (FTE of total

adjusted part-time instructional staff). Line F13 is used in the ratio calculation.

Line F14. Student-to-faculty ratio.

The ratio will be calculated by the system as line F4 (total adjusted FTE students) divided by line F13 (total

adjusted FTE instructional staff). The ratio will be displayed on the worksheet as xxx to 1.

The calculated ratio can then be entered onto the Part F (Student-to-Faculty Ratio)

screen. 
Glossary date: 1/16/2013

Term Definition

Adjusted cohort The result of removing any allowable exclusions from a cohort (or subcohort). For the Graduation

Rates component, this is the cohort from which graduation and transfer-out rates are calculated; for

the Fall Enrollment component, it is the cohort for calculating retention rate.

American Indian or Alaska

Native (new definition)

A person having origins in any of the original peoples of North and South America (including Central

America) who maintains cultural identification through tribal affiliation or community attachment.

Asian (new definition) A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian

Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the

Philippine Islands, Thailand, and Vietnam.

Audit/auditing (a class) Term used when a student elects to take a course, but does not wish to receive credit for the course

toward a degree or other formal award.

Black or African American

(new definition)

A person having origins in any of the black racial groups of Africa.

Cohort A specific group of students established for tracking purposes.

Credit Recognition of attendance or performance in an instructional activity (course or program) that can

be applied by a recipient toward the requirements for a postsecondary degree, diploma, certificate,

or other formal award, irrespective of the activity?s unit of measurement.

Credit course A course that, if successfully completed, can be applied toward the number of courses required for

achieving a postsecondary degree, diploma, certificate, or other formal award, irrespective of the

activity's unit of measurement.

Degree/certificate-seeking

students

Students enrolled in courses for credit and recognized by the institution as seeking a degree,

certificate, or other formal award. High school students also enrolled in postsecondary courses for

credit are not considered degree/certificate-seeking.

Dual credit A program through which high school students are enrolled in Advanced Placement (AP) courses,

taught at their high school, that fulfill high school graduation requirements and may earn the student

college credits .

Dual enrollment A program through which high school students may enroll in college courses while still enrolled in

high school. Students are not required to apply for admission to the college in order to participate.

Entering students

(undergraduate)

Students at the undergraduate level, both full-time and part-time, coming into the institution for the

first time in the fall term (or the prior summer term who returned again in the fall). This includes all

first-time undergraduate students, students transferring into the institution at the undergraduate

level for the first time, and non-degree/certificate seeking undergraduates entering in the fall.

Exclusions Those students who may be removed (deleted) from a cohort (or subcohort). For the Graduation

Rates and Fall Enrollment retention rate reporting, students may be removed from a cohort if they

left the institution for one of the following reasons: death or total and permanent disability; service

in the armed forces (including those called to active duty); service with a foreign aid service of the

federal government, such as the Peace Corps; or service on official church missions.

First-time student

(undergraduate)

A student who has no prior postsecondary experience (except as noted below) attending any

institution for the first time at the undergraduate level. This includes students enrolled in academic

or occupational programs. It also includes students enrolled in the fall term who attended college for

the first time in the prior summer term, and students who entered with advanced standing (college

credits earned before graduation from high school).

Full-time student Undergraduate: A student enrolled for 12 or more semester credits , or 12 or more quarter credits,

or 24 or more contact hours a week each term. Graduate: A student enrolled for 9 or more semester

credits, or 9 or more quarter credits, or a student involved in thesis or dissertation preparation that

is considered full time by the institution. Doctor's degree - Professional practice - as defined by the

institution.

High school diploma or

recognized equivalent

A document certifying the successful completion of a prescribed secondary school program of

studies, or the attainment of satisfactory scores on the GED or another state specified examination.

Hispanic or Latino (new

definition)

A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or

origin, regardless of race.

Native Hawaiian or Other

Pacific Islander (new

definition)

A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific

Islands.

Non-degree-seeking

student

A student enrolled in courses for credit who is not recognized by the institution as seeking a degree

or formal award.

Noncredit course A course or activity having no credit applicable toward a degree, diploma, certificate, or other formal

award.

Nonresident alien A person who is not a citizen or national of the United States and who is in this country on a visa or

temporary basis and does not have the right to remain indefinitely.

Official fall reporting date The date (in the fall) on which an institution must report fall enrollment data to either the state, its

board of trustees or governing board, or some other external governing body.

Part-time student Undergraduate: A student enrolled for either less than 12 semester or quarter credits, or less than

24 contact hours a week each term. Graduate: A student enrolled for less than 9 semester or

quarter credits.
Race/ethnicity (new

definition)

Categories developed in 1997 by the Office of Management and Budget (OMB) that are used to

describe groups to which individuals belong, identify with, or belong in the eyes of the community.

The categories do not denote scientific definitions of anthropological origins. The designations are

used to categorize U.S. citizens, resident aliens, and other eligible non-citizens.

Individuals are asked to first designate ethnicity as:

• Hispanic or Latino or

• Not Hispanic or Latino

Second, individuals are asked to indicate all races that apply among the following:

• American Indian or Alaska Native

• Asian

• Black or African American

• Native Hawaiian or Other Pacific Islander

• White

Race/ethnicity unknown The category used to report students or employees whose race and ethnicity are not known.

Remedial courses Instructional courses designed for students deficient in the general competencies necessary for a

regular postsecondary curriculum and educational setting.

Residence A person's permanent address determined by such evidence as a driver's license or voter

registration. For entering freshmen, residence may be the legal residence of a parent or guardian.

Retention rate A measure of the rate at which students persist in their educational program at an institution,

expressed as a percentage. For four-year institutions , this is the percentage of first-time bachelors

(or equivalent) degree-seeking undergraduates from the previous fall who are again enrolled in the

current fall. For all other institutions this is the percentage of first-time degree/certificate-seeking

students from the previous fall who either re-enrolled or successfully completed their program by the

current fall.

State of residence A person's permanent address as determined by such evidence as a driver's license or voter

registration. For entering freshmen, state of residence may be the legal state of residence of a

parent or guardian.

State unknown Status used when the reporting institution is unable to determine from existing records the home

state or residence of the student.

Student-to-faculty ratio The ratio of FTE students to FTE instructional staff, i.e., students divided by staff.

Students enrolled in "stand-alone" graduate or professional programs and instructional staff teaching

in these programs are excluded from both full-time and part-time counts.

"Stand-alone" graduate or professional programs are those programs such as medicine, law,

veterinary, dentistry, social work, or public health, in which faculty teach virtually only graduatelevel students (also referred to as "independent" programs).

Each FTE value is equal to the number of full-time students/staff plus 1/3 the number of part-time

students/staff.

Study abroad Arrangement by which a student completes part of the college program studying in another country.

Can be at a campus abroad or through a cooperative agreement with some other U.S. college or an

institution of another country.

Summer session A summer session is shorter than a regular session and is not considered part of the academic year.

It is not the third term of an institution operating on a trimester system or the fourth term of an

institution operating on a quarter calendar system. The institution may have two or more sessions

occurring in the summer months. Some schools, such as vocational and beauty schools, have yearround classes with no separate summer session.

Transfer-in student A student entering the reporting institution for the first time but known to have previously attended

a postsecondary institution at the same level (e.g., undergraduate, graduate). The student may

transfer with or without credit.

Undergraduate A student enrolled in a 4- or 5-year bachelor's degree program, an associate's degree program, or a

vocational or technical program below the baccalaureate.

White (new definition) A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
2012-13 Survey Materials > F.A.Q. date: 1/16/2013

Fall Enrollment

Click one of the following questions to view the answer.

General

1) Who should I include in my enrollment reporting?

2) What is the reporting period/date for fall enrollment?

3) Should I report students who are studying abroad?

4) In the past I reported first-professional students on this component. Why are there no screens for reporting first-professional

students?

Fall Enrollment by Student Level, Race/Ethnicity and Gender (Part A)

2) Where do I report students if I don't know whether or not they are first-time?

3) If a student enrolled for credit has not indicated whether they intend to earn a degree or certificate, how do I determine whether

they are degree/certificate-seeking?

4) Where do I report students who are seeking a second baccalaureate degree?

5) Where do I report a high school student who is enrolled for credit at my institution (a dual enrolled student)?

6) Where do I report undergraduate students who enrolled at my institution for the first time this fall, but earned college credits

during the prior summer?

7) How do I report a student who earned college credit while in high school (a dual enrolled student) and has now graduated high

school and enrolled in my institution in the Fall?

8) My institution has students for which gender is unknown. Since there is no place to report “gender unknown” on the IPEDS data

collection screens, how should we report these individuals?

10) How do I report foreign students living outside the U.S. who are enrolled in my institution?

11) Are U.S. jurisdictions or territories (like Guam, the U.S. Virgin Island, etc.) considered in the U.S. for distance education location

reporting?

12) How do I determine location for those students enrolled exclusively in distance education?

13) What should I do if I do not know the location of students enrolled exclusively in distance education courses?

Fall Enrollment in Selected Fields (Part A, 4-year institutions only)

1) What do I do if my institution does not offer any of the program areas listed on the CIP selection screen?

2) How do I report students in program areas that do not appear on the CIP selection screen?

3) How do I report undergraduates who have not yet declared a major?

Fall Enrollment by Age (Part B)

1) I am not able to enter a number in the “Age unknown/unreported” box. How do I report students whose ages are unknown?

2) My institution uses age range categories that differ from the ones IPEDS uses in Part B. What should I do?

Residence of First-Time Undergraduates (Part C)

1) Some first-time undergraduates at my institution are dependents whose parents are in foreign countries on a temporary basis

(e.g., military/diplomatic service). When reporting residence and migration data, what location do I use?

Total Undergraduate Entering Class (Part D)

1) What is the difference between the full-time, first-time degree/certificate-seeking cohort (GRS cohort) and the undergraduate

entering class calculated in Part D?

Retention Rates for First-Time Undergraduates (Part E)

1) How is the retention rate calculated?

(Updated: 1/9/2013)

2) How do I report students who changed attendance status (part-time to full-time or full-time to part-time) between one fall and

the next?

3) Are students on a leave of absence from the institution considered retained?

Undergraduate Student-to-Faculty Ratio (Part F)

1) How do I calculate my institution's student-to-faculty ratio?

2) Can you provide an example of a stand-alone graduate or professional program (a program such as medicine, law, veterinary, or

dentistry in which faculty teach virtually only graduate-level students)?

3) My institution has graduate and/or doctors-professional practice programs but does not have any "stand-alone" programs. What

should I enter on the student and faculty exclusion line items related to these types of programs on the worksheet for Part F?

Answers:

General

1) Who should I include in my enrollment reporting?

All students enrolled for credit should be reported. Credit is defined as “Recognition of attendance or

performance in an instructional activity (course or program) that can be applied by a recipient toward the

requirements for a degree, diploma, certificate, or other formal award, irrespective of the activity's unit of

measurement.”
Students who are not seeking a degree or certificate may be still be enrolled for credit. These students are to

be reported in the non-degree/certificate-seeking column.

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2) What is the reporting period/date for fall enrollment?

Fall enrollment is a count of students enrolled on a particular date in the Fall. Fall enrollment is often referred

to as a "snapshot" of the enrollment at an institution at a specific time in the Fall. The date/period used

depends on whether the institution is an academic reporter or a program reporter for IPEDS purposes.

Academic reporters: Report enrollment as of October 15 or as of the institution's official fall reporting date.

Program reporters: Report enrollment during the 3-month period of August 1 to October 31. If a student

enrolls or remains enrolled at any time during that period, the student is included in the fall enrollment

counts.

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3) Should I report students who are studying abroad?

If the students enroll in your institution, pay tuition to your institution, but attend classes in a foreign

country for a short period of time, they should be included in your institution’s enrollment report. If your

institution serves only an administrative function, even if the student pays tuition to your institution, then do

not include these students in your report.

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4) In the past I reported first-professional students on this component. Why are there no screens for reporting firstprofessional students?

Beginning with the 2009-10 collection year, institutions are required to use the new postbaccalaureate

degree categories (eliminating the first-professional category and reclassifying those programs). In parts A

and B, all postbaccalaureate students are to be reported as graduate students, including doctor'sprofessional practice students (formerly reported as first-professional).

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Fall Enrollment by Student Level, Race/Ethnicity and Gender (Part A)

2) Where do I report students if I don't know whether or not they are first-time?

If their status is not indicated directly and the student does not enroll with prior credits or transcripts from

another institution, then assume the student is first-time.

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3) If a student enrolled for credit has not indicated whether they intend to earn a degree or certificate, how do I

determine whether they are degree/certificate-seeking?

If the student has not indicated any intent but is applying for Title IV federal financial aid, assume the

student to be degree/certificate-seeking.

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4) Where do I report students who are seeking a second baccalaureate degree?

Report these students in the column labeled "Continuing" degree/certificate-seeking students (column 3).

This column is intended to capture all degree/certificate-seeking undergraduate students who are not firsttime and did not transfer-in to the institution in that Fall.

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5) Where do I report a high school student who is enrolled for credit at my institution (a dual enrolled student)?

This student would be reported as non-degree/certificate-seeking. Prior to graduating high school, a student

is non-degree/certificate-seeking. Once the student graduates high school they can be classified as

degree/certificate-seeking, if appropriate.

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6) Where do I report undergraduate students who enrolled at my institution for the first time this fall, but earned

college credits during the prior summer?

These students should be reported as first-time undergraduates. The definition of “first-time” allows for

students to still be classified as first-time if the college credit they have previously earned occurred in the

summer immediately prior to enrollment.

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7) How do I report a student who earned college credit while in high school (a dual enrolled student) and has now

graduated high school and enrolled in my institution in the Fall?

If the college credit was earned prior to the student graduating high school, then this student would be

considered a first-time student in the Fall. The definition of “first-time” allows for students to still be

classified as first-time if the college credit they have previously earned was prior to their high school

graduation.
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8) My institution has students for which gender is unknown. Since there is no place to report “gender unknown” on

the IPEDS data collection screens, how should we report these individuals?

These individuals are still to be reported to IPEDS, even though their gender is unknown. It is up to the

institution to decide how best to handle reporting individuals whose gender is unknown. However, a common

method used is to allocate students with gender unknown based on the known proportion of men to women.

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10) How do I report foreign students living outside the U.S. who are enrolled in my institution?

There has been no change to how these students should be reported. Foreign students living outside the

U.S., such as a foreign student living outside the U.S. who is enrolled in distance education at your

institution, should be classified in the Race/Ethnicity Unknown category. Only U.S. citizens are to be

categorized in the specific Race/Ethnicity categories. The non-resident alien category is reserved specifically

for students that are in the U.S. under that specific legal status.

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11) Are U.S. jurisdictions or territories (like Guam, the U.S. Virgin Island, etc.) considered in the U.S. for distance

education location reporting?

Yes. Students located in a U.S. jurisdiction while they are enrolled in distance education courses should be

reported as located in the U.S.

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12) How do I determine location for those students enrolled exclusively in distance education?

Location for those students enrolled exclusively in distance education should be their physical location or

current address as of your institution's Fall reporting date. If you don't have that, you will have to use the

address you have on file for that student.

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13) What should I do if I do not know the location of students enrolled exclusively in distance education courses?

If you have no information about the location of students enrolled exclusively in distance education, do not

report them in any of the location fields. The system will calculate the number of "Location Unknown"

exclusively distance education enrollments.

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Fall Enrollment in Selected Fields (Part A, 4-year institutions only)

1) What do I do if my institution does not offer any of the program areas listed on the CIP selection screen?

Select “None of the above” on the CIP selection screen and report all students enrolled for credit, regardless

of field of study, Full-time and Part-time Enrollment by Race/Ethnicity screens of Part A.

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2) How do I report students in program areas that do not appear on the CIP selection screen?

The program areas on the CIP selection screen are the only fields for which enrollment data is collected

separately. In addition to reporting enrollment by the selected fields requested, report all students enrolled

for credit (regardless of field of study) on the "Full-time and Part-time Enrollment by Race/Ethnicity screens

of Part A.

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3) How do I report undergraduates who have not yet declared a major?

These students should only be reported on the Full-time and Part-time Enrollment by Race/Ethnicity screens

of Part A, where all students enrolled for credit (regardless of field of study) are reported.

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Fall Enrollment by Age (Part B)

1) I am not able to enter a number in the “Age unknown/unreported” box. How do I report students whose ages are

unknown?

The number of students whose age is unknown will be computed by the data collection system. The

difference between the sum of students reported by age category in Part B and the corresponding total

enrollment reported in Part A results in the number of students whose age is unknown.

If this results in a negative number, a fatal error will appear and you will need to either correct your data or

contact the IPEDS Help Desk for assistance.

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2) My institution uses age range categories that differ from the ones IPEDS uses in Part B. What should I do?

In order to have consistent data from all institutions, IPEDS must use standard age categories. Use the

students' dates of birth to report the enrollment by IPEDS age categories.
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Residence of First-Time Undergraduates (Part C)

1) Some first-time undergraduates at my institution are dependents whose parents are in foreign countries on a

temporary basis (e.g., military/diplomatic service). When reporting residence and migration data, what location do I

use?

The home state could be the student’s or parent’s official home state, the state where they are registered to

vote or pay taxes, or the state issuing their driver’s license. If no such information is available, they would be

reported under “State unknown”(57).

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Total Undergraduate Entering Class (Part D)

1) What is the difference between the full-time, first-time degree/certificate-seeking cohort (GRS cohort) and the

undergraduate entering class calculated in Part D?

In addition to the students in the full-time, first-time degree/certificate-seeking cohort, the total

undergraduate entering class includes part-time students of the same criteria as well as transfers-in and fulland part-time non-degree/certificate-seeking students that are new to your institution in the Fall.

The entering class is intended to represent all students new to an institution in a given fall and provide

context for the GRS cohort. The percent of the entering class that is represented by the institution's GRS

cohort is included on College Navigator as a note to the graduation rate data displayed.

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Retention Rates for First-Time Undergraduates (Part E)

1) How is the retention rate calculated?

(Updated: 1/9/2013)

The retention rate is calculated as follows:

4-year Institutions:

first-time bachelor's degree-seeking students in Fall 2011 who are still enrolled in Fall 2012/(first-time

bachelor's degree-seeking students in Fall 2011- cohort exclusions)

2-year and Less-than-2-year Institutions:

(first-time students in Fall 2011 who are still enrolled in Fall 2012 + first-time students in Fall 2011 who

completed their program by Fall 2012)/(first-time students in Fall 2011 - cohort exclusions)

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2) How do I report students who changed attendance status (part-time to full-time or full-time to part-time) between

one fall and the next?

Report students based on their attendance status in the fall the cohort was initially based on, even if that

status changed in the following fall.

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3) Are students on a leave of absence from the institution considered retained?

No. Students must be enrolled for credit at the institution in the Fall to be considered retained from the

previous fall.

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Undergraduate Student-to-Faculty Ratio (Part F)

1) How do I calculate my institution's student-to-faculty ratio?

A worksheet has been provided to guide the process of calculating the student-to-faculty ratio for your

institution. The worksheet can be accessed from the Part F screen in the Data Collection System.

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2) Can you provide an example of a stand-alone graduate or professional program (a program such as medicine, law,

veterinary, or dentistry in which faculty teach virtually only graduate-level students)?
An example of a program that would fall into this category (typically a doctor's-professional practice

program) is a school of medicine that only awards degrees/certificates at the graduate level and therefore its

faculty exclusively (or in some cases almost exclusively) teach graduate students. Programs that are "standalone" graduate programs may have some undergraduate students enrolled in their courses, however a

"stand-alone" graduate program would only award degrees/certificates at the graduate level. An example of

a graduate program that would not meet this criteria is a school of business that has an undergraduate and

graduate program and therefore enrolls both types of students and awards degrees/certificates at both

levels. Further, the faculty would teach a mix of undergraduate and graduate students. Excluding “standalone” graduate programs is intended to make the student-to-faculty ratio closer to an undergraduate

student-to-faculty ratio than it would be if these programs were included in the calculation, without

overburdening institutions.

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3) My institution has graduate and/or doctors-professional practice programs but does not have any "stand-alone"

programs. What should I enter on the student and faculty exclusion line items related to these types of programs on

the worksheet for Part F?

If your institution does not have any "stand-alone" graduate or professional programs, then enter 0 for

students and 0 for faculty in the lines for these types of programs. Most institutions do not have these types

of graduate or professional programs, so entering 0 in those lines will be fairly common.

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2012-13 Survey Materials > Narrative Edits date: 1/16/2013

Fall Enrollment for 2-year degree-granting institutions

Edit specifications for the 2012-13 IPEDS Web-Based Data Collection

Fall Enrollment (EF) Component

Note: The specifications in this document apply to the institutions listed above. Some sections and parts may not

apply to your particular institution. Please read the specifications carefully to determine which sections and/or parts

apply to your institution.

All screens must be completed in order to lock the survey.

Screening Question

Part A: Enrollment of Students by Race/Ethnicity

Part B: Enrollment of Students by Age

Part C: Residence

Part D: Total Undergraduate Entering Class

Part E: Retention Rates

Part F: Student-to-Faculty Ratio

Screening Question

You must respond to the following screening question. The answer given here will determine which screens your institution is

shown.

Part C Selection

Completion of Part C: Residence of First-Time Degree/Certificate-Seeking Undergraduates is optional for this reporting

year. Before continuing, you must indicate the following:

• Do you wish to complete Part C this year?

◦ If you respond Yes to the question above, you are required to complete all screens in Part C; if you

respond No, then Part C will not be displayed.

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Part A: Fall Enrollment by Student Level, Race/Ethnicity and Gender

Full-Time Degree-granting Undergraduate Students

Applicable to degree-granting institutions that reported full-time undergraduate student enrollment in the IC Header

survey

On this screen, you must report the number of First-time, Transfer-in, and Continuing full-time undergraduate

degree/certificate-seeking students, as well as the number of full-time undergraduate Non-degree/non-certificate-seeking

students, enrolled in creditable courses at the institution for each applicable race/ethnicity and gender category.

Based on the data entered, the system will calculate the total number of undergraduate degree/certificate-seeking students,

and the grand total number of full-time undergraduate students (degree/certificate-seeking + non-degree/non-certificateseeking) enrolled for credit by race/ethnicity and gender.

In addition, for each column of data, the system will calculate the total number of men, total number of women, and grand total

(men + women) enrolled for credit by student type.

The system will perform the following edits on the data entered:

• The calculated grand total (men + women) for Total full-time undergraduate students must be greater than

0.

• If your institution reported that it enrolls full-time, first-time degree/certificate-seeking undergraduates in Part B

of the IC Header survey, you must report students of this type here. If this type of student is not enrolled and you

are receiving this message in error, you may contact the IPEDS Help Desk for assistance.

• If your institution reported that it does not enroll full-time, first-time degree/certificate-seeking undergraduates in

Part B of the IC Header survey, you are not expected to report this type of student here. If this type of student is

enrolled and you are receiving this message in error, you may contact the IPEDS Help Desk for assistance.

• If you reported First-time students on this screen, you are also expected to report Transfer-in and/or

Continuing students.

Note:

◦ Academic Reporters: Students should ONLY be considered First-time if they enrolled in the institution for

the first time in the fall of the current year (or the summer immediately preceding).

◦ Program Reporters: Students should ONLY be considered First-time if they enrolled in the institution for

the first time between August 1 and October 31 of the current year.

• For each gender category, if the total number of Transfer-in students is greater than 0, then the number of

Continuing students should also be greater than 0. If this is not the case, then you must confirm that the

specified values are correct.

• If the percent of Total, full-time undergraduate students reported in the Race and ethnicity unknown

category is between 20 percent and 80 percent, then an explanation is required.

• If the percent of Total, full-time undergraduate students reported in the Race and ethnicity unknown

category is greater than 80 percent, then a fatal error will occur.

• For each gender category, the total number of First-time students is expected to be within a certain range of the

prior year value, as outlined below:
◦ If the total number of First-time students reported in the prior year is less than or equal to 25, then the

current year value is expected to be between 1 and 30.

◦ If the total number of First-time students reported in the prior year is between 26 and 100, then the

current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of First-time students reported in the prior year is between 101 and 500, then the

current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of First-time students reported in the prior year is greater than 500, then the current

year value is expected to be with a 20% range of the prior year value.

• For each gender category, the total number of degree/certificate-seeking students is expected to be within a

certain range of the prior year value, as outlined below:

◦ If the total number of degree/certificate-seeking students reported in the prior year is less than or

equal to 25, then the current year value is expected to be between 1 and 30.

◦ If the total number of degree/certificate-seeking students reported in the prior year is between 26 and

100, then the current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of degree/certificate-seeking students reported in the prior year is between 101

and 500, then the current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of degree/certificate-seeking students reported in the prior year is greater than

500, then the current year value is expected to be with a 20% range of the prior year value.

• For each gender category, the total number of full-time undergraduate students is expected to be within a

certain range of the prior year value, as outlined below:

◦ If the total number of full-time undergraduate students reported in the prior year is less than or

equal to 25, then the current year value is expected to be between 1 and 30.

◦ If the total number of full-time undergraduate students reported in the prior year is between 26 and

100, then the current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of full-time undergraduate students reported in the prior year is between 101 and

500, then the current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of full-time undergraduate students reported in the prior year is greater than 500,

then the current year value is expected to be with a 20% range of the prior year value.

Part-Time Degree-granting Undergraduate Students

Applicable to degree-granting institutions that reported part-time undergraduate student enrollment in the IC Header

survey

On this screen, you must report the number of First-time, Transfer-in, and Continuing part-time undergraduate

degree/certificate-seeking students, as well as the number of part-time undergraduate Non-degree/non-certificate-seeking

students, enrolled in creditable courses at the institution for each applicable race/ethnicity and gender category.

Based on the data entered, the system will calculate the total number of undergraduate degree/certificate-seeking students,

and the grand total number of part-time undergraduate students (degree/certificate-seeking + non-degree/non-certificateseeking) enrolled for credit by race/ethnicity and gender.

In addition, for each column of data, the system will calculate the total number of men, total number of women, and grand total

(men + women) enrolled for credit by student type.

The system will perform the following edits on the data entered:

• The calculated grand total (men + women) for Total part-time undergraduate students must be greater than

0.

• If your institution reported that it enrolls part-time, first-time degree/certificate-seeking undergraduates in Part B

of the IC Header survey, you must report students of this type here. If this type of student is not enrolled and you

are receiving this message in error, you may contact the IPEDS Help Desk for assistance.

• If your institution reported that it does not enroll part-time, first-time degree/certificate-seeking undergraduates

in Part B of the IC Header survey, you are not expected to report this type of student here. If this type of student

is enrolled and you are receiving this message in error, you may contact the IPEDS Help Desk for assistance.

• If you reported First-time students on this screen, you are also expected to report Transfer-in and/or

Continuing students.

Note:

◦ Academic Reporters: Students should ONLY be considered First-time if they enrolled in the institution for

the first time in the fall of the current year (or the summer immediately preceding).

◦ Program Reporters: Students should ONLY be considered First-time if they enrolled in the institution for

the first time between August 1 and October 31 of the current year.

• For each gender category, if the total number of Transfer-in students is greater than 0, then the number of

Continuing students should also be greater than 0. If this is not the case, then you must confirm that the

specified values are correct.

• If the percent of Total, part-time undergraduate students reported in the Race and ethnicity unknown

category is between 20 percent and 80 percent, then an explanation is required.

• If the percent of Total, part-time undergraduate students reported in the Race and ethnicity unknown

category is greater than 80 percent, then a fatal error will occur.

• For each gender category, the total number of First-time students is expected to be within a certain range of the

prior year value, as outlined below:
◦ If the total number of First-time students reported in the prior year is less than or equal to 25, then the

current year value is expected to be between 1 and 30.

◦ If the total number of First-time students reported in the prior year is between 26 and 100, then the

current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of First-time students reported in the prior year is between 101 and 500, then the

current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of First-time students reported in the prior year is greater than 500, then the current

year value is expected to be with a 20% range of the prior year value.

• For each gender category, the total number of degree/certificate-seeking students is expected to be within a

certain range of the prior year value, as outlined below:

◦ If the total number of degree/certificate-seeking students reported in the prior year is less than or

equal to 25, then the current year value is expected to be between 1 and 30.

◦ If the total number of degree/certificate-seeking students reported in the prior year is between 26 and

100, then the current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of degree/certificate-seeking students reported in the prior year is between 101

and 500, then the current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of degree/certificate-seeking students reported in the prior year is greater than

500, then the current year value is expected to be with a 20% range of the prior year value.

• For each gender category, the total number of part-time undergraduate students is expected to be within a

certain range of the prior year value, as outlined below:

◦ If the total number of part-time undergraduate students reported in the prior year is less than or

equal to 25, then the current year value is expected to be between 1 and 30.

◦ If the total number of part-time undergraduate students reported in the prior year is between 26 and

100, then the current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of part-time undergraduate students reported in the prior year is between 101 and

500, then the current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of part-time undergraduate students reported in the prior year is greater than

500, then the current year value is expected to be with a 20% range of the prior year value.

Fall Enrollment by Distance Education, Page 1

On this screen, you must report the number of Degree/Certificate-seeking and Non-Degree/Certificate-seeking

undergraduate students enrolled at the institution for each of the following categories:

• Enrolled exclusively in distance education courses

• Enrolled in some but not all distance education courses

• Not enrolled in any distance education courses

Based on the data entered, the system will calculate the total of all distance education categories by degree/certificateseeking status. Totals from Part A are displayed for your reference.

The system will perform the following edits on the data entered:

• If your institution reported offering distance education opportunities in this year's Institutional Characteristics survey,

then the total number of students reported for Enrolled exclusively in distance education courses and Enrolled in

some but not all distance education courses across all status options is expected to be greater than 0.

• If your institution reported NOT offering distance education opportunities in this year's Institutional Characteristics

survey, then the total number of students reported for Enrolled exclusively in distance education courses

and Enrolled in some but not all distance education courses across all status options is expected to be 0.

• If your institution reported that all programs are offered via distance education in this year's Institutional

Characteristics survey, then the total number of students reported for Enrolled in some but not all distance

education courses and Not enrolled in any distance education courses is expected to be 0.

• For each degree-seeking status, the calculated Total number of students for all distance education categories must

be equal to the Total from Part A.

Fall Enrollment by Distance Education, Page 2

On this screen, you must report the number of Degree/Certificate-seeking and Non-Degree/Certificate-seeking

undergraduate students exclusively enrolled in distance education courses for each of the following location categories:

• Located in the state/jurisdiction of [state/jurisdiction where institution is located]

• Located in the U.S. but not in [state/jurisdiction where institution is located]

• Located in the U.S. but state unknown

• Located outside the U.S.

For each degree/certificate seeking status, the total number of students Enrolled exclusively in distance education

courses from Fall Enrollment by Distance Education, Page 1 is displayed for your reference. Based on the data entered,

the system will calculate the number of students whose location is unknown/unreported.

The system will perform the following edits on the data entered:

• For each degree-seeking status, if you report all students under the same location category an explanation error will

occur.

• For each degree-seeking status, the calculated value for Location unknown/unreported cannot be a negative

number. Please correct your values so that the total of each status is not greater than the preloaded Total students

exclusively enrolled in distance education from Distance Education, Page 1.

Fall Enrollment Summary

This screen displays a summary of the data reported in Part A of this survey, including Total full-time students, Total parttime students, and Grand total, all students enrolled at the institution by race/ethnicity and gender. 

The system will perform the following edit on the data entered:
• The calculated Grand Total (men + women) enrolled must be greater than 0.

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Part B: Fall Enrollment by Age and Gender

In Part B you must report the number of students enrolled for credit at the institution by age distribution and gender for each

of the following student types (as applicable based on enrollment reported in the IC Header survey):

• Full-time undergraduate

• Part-time undergraduate

For each applicable type of student, the system will calculate the total number of students reported in Part B by gender and

subtract this value from the corresponding total from Part A to determine the number of students with Age

unknown/unreported.

The system will perform the following edits on the data entered for each applicable student type:

• If the number of Men reported is greater than 0, then you are expected to report enrollment for the

corresponding student type in Part A.

• If the number of Women reported is greater than 0, then you are expected to report enrollment for the

corresponding student type in Part A.

• For each gender category, the number of full-time undergraduate students with Age unknown/unreported

must be greater than or equal to 0.

Note: If this number is less than 0, it is because the sum of men and women from all age groups is greater than

the number of students reported for the corresponding student type in Part A. Corrections must be made to the

data in one or both parts to resolve the fatal error that will occur.

• For each gender category, the number of students with Age unknown/unreported must be less than 20% of

the number of students reported for the corresponding student type in Part A.

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Part C: Residence

Applicable to institutions that answered Yes to the Part C Selection screening question at the beginning of the

survey

Screening Question

You must answer Yes or No to the following screening question. The answer given here will determine which screens your

institution is shown.

• Did any of the first-time, degree/certificate-seeking undergraduate students reported in Part A enroll within 12

months of graduating from high school or receiving their GED?

The system will perform the following edit on the data entered:

• If your institution reported that you enroll full-time, first-time degree/certificate seeking undergraduate students

in Part B of the IC Header survey, then you are expected to respond Yes to the screening question above.

First-time Residence (3 screens)

Applicable to institutions that answered Yes to the Part C Screening Question

On these screens you must report the number of first-time, degree/certificate-seeking undergraduate students enrolled in the

institution (column 1), and the number of these students who enrolled within 12 months of graduating from high school or

receiving their GED (column 2) by State of residence when student was first admitted. This includes all states and US

territories, along with additional "State Unknown" and "Foreign Countries" categories, each with its own unique 2-digit FIPS

Code.

On the final screen in Part C, the system will calculate the number of students with Residence unknown/unreported (FIPS

Code 98) by subtracting the sum of all students entered in column 1 from the total number of first-time, degree/certificateseeking undergraduate students (full-time and part-time) reported in Part A.

The system will perform the following edits on the data entered:

• For each FIPS Code, the number of students reported in column 1 must be greater than the number of students

reported in column 2.

• The total number of students entered in column 2 must be greater than 0.

• The total number of students entered in column 2 must be greater than or equal to 20% of the total number of

students entered in column 1.

• The number of students with Residence unknown/unreported must be greater than or equal to 0.

Note: If this number is less than 0, it is because the total number of students entered in column 1 is greater

than the total number of first-time, degree/certificate-seeking undergraduate students (full-time and part-time)

reported in Part A. Corrections must be made to the data in one or both parts to resolve the fatal error that will

occur.

• The number of students with Residence unknown/unreported must be less than or equal to 20% of the total

number of first-time, degree/certificate-seeking undergraduate students (full-time and part-time) reported in Part

A.

Note: You must report state of residence for the maximum number of students possible. If you are unable to

provide at least 20% of residences, you must enter an explanation.

• If you reported residence data for First-time degree/certificate-seeking undergraduates in Part C, you are

also expected to report First-time undergraduate students (either full-time or part-time) in Part A.

• The number of students from State Unknown (FIPS Code 57) is expected to be less than or equal to 20% of the

total number of first-time, degree/certificate-seeking undergraduate students (full-time and part-time) reported in

Part A.

• Applicable to public institutions only. The total number of first-time, degree/certificate seeking undergraduate

students in your institution’s "home state" is expected to be greater than or equal to 20% of the total number of

first-time, degree/certificate-seeking undergraduate students (full-time and part-time) reported in Part A.

First-time Residence (3 screens)

Applicable to institutions that answered No to the Part C Screening Question
On these screens you must report the number of first-time, degree/certificate-seeking undergraduate students enrolled in the

institution (column 1) by State of residence when student was first admitted. This includes all states and US territories,

along with additional "State Unknown" and "Foreign Countries" categories, each with its own unique 2-digit FIPS Code.

On the final screen in Part C, the system will determine the number of students with Residence unknown/unreported (FIPS

Code 98) by subtracting the sum of all students entered in column 1 from the total number of first-time, degree/certificateseeking undergraduate students (full-time and part-time) reported in Part A.

The system will perform the following edits on the data entered:

• The number of students with Residence unknown/unreported must be greater than or equal to 0.

Note: If this number is less than 0, it is because the total number of students entered in column 1 is greater

than the total number of first-time, degree/certificate-seeking undergraduate students (full-time and part-time)

reported in Part A. Corrections must be made to the data in one or both parts to resolve the fatal error that will

occur.

• The number of students with Residence unknown/unreported must be less than or equal to 20% of the total

number of first-time, degree/certificate-seeking undergraduate students (full-time and part-time) reported in Part

A.

Note: You must report state of residence for the maximum number of students possible. If you are unable to

provide at least 20% of residences, you must enter an explanation.

• If you reported residence data for First-time degree/certificate-seeking undergraduates in Part C, you are

also expected to report First-time undergraduate students (either full-time or part-time) in Part A.

• The number of students from State Unknown (FIPS Code 57) is expected to be less than or equal to 20% of the

total number of first-time degree/certificate-seeking undergraduate students (full-time and part-time) reported in

Part A.

• Applicable to public institutions only. The total number of first-time, degree/certificate seeking undergraduate

students in your institution’s "home state" is expected to be greater than or equal to 20% of the total number of

first-time, degree/certificate-seeking undergraduate students (full-time and part-time) reported in Part A.

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Part D: Total Undergraduate Entering Class

On this screen, several data items from Part A of this survey are preloaded for your reference. This includes:

• Line D1: The number of full-time, first-time degree/certificate-seeking undergraduates reported (your GR

cohort).

• Line D2: The total number of first-time degree/certificate-seeking undergraduates (full-time + part-time)

reported.

• Line D3: The total number of transfer-in degree/certificate-seeking undergraduates (full-time + part-time)

reported.

• Line D4: The total number of non-degree/certificate-seeking undergraduates (full-time + part-time) reported.

You must report the following information for line D5:

• Of the total non-degree/certificate-seeking undergraduates displayed on line D4, the number that are new to the

institution in the Fall.

Based on this additional data, the system will determine the value of Line D6 by calculating the total number of students

entering at the undergraduate level (Line D2 + Line D3 + Line D5), as well as the percentage of those students who are

represented by the GR cohort (Line D1 / Line D6).

The system will perform the following edits on the data entered for Line D5:

• The number of students entered for line D5 is expected to be greater than 0. If this is not the case, then you

must confirm that the data entered are correct.

• The number of students entered for line D5 must be less than or equal to the number of students in line D4.

• The number of students entered for line D5 should not be equal to those in line D1 since this would indicate that

the institution’s entering class is 100% of the GR cohort. If the institution’s entering class is 100% of the GR

cohort, then you must confirm that this is correct.

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Part E: Retention Rates

In Part E, you must report the retention rates for the Full-time, first-time cohort and the Part-time, first-time cohort.

Note: Academic reporters report retention data as of the institution's official fall reporting date or as of October 15. Program

reporters report retention data on students enrolled in the institution at any time between August 1 and October 31.

Full-time, first-time cohort retention

You must report the number of students in the Full-time, first-time Fall 2011 cohort (E1), as well as any Exclusions from

the cohort (E2). Once the screen is saved, the system will display the difference between the two in the Adjusted cohort

(E3) field.

In addition, the number of Students from Fall 2011 still enrolled plus students from Fall 2011 who completed their

program as of Fall 2012 (E4) must be reported in order to determine the Full-time, first-time Fall 2011 cohort retention

rate (E5) percentage.

The system will perform the following edits on the data entered:

• The Full-time, first-time Fall 2011 cohort (E1) is expected to be within a certain range of the Prior year

data, as outlined below:
◦ If the preloaded cohort for E1 is less than 25, then the current year amount must be between 0 and the

preloaded amount plus 10.

◦ If the preloaded cohort for E1 is between 25 and 99, then the current year amount must be within a 30%

range of that amount.

◦ If the preloaded cohort for E1 is between 100 and 499, then the current year amount must be within a

20% range of that amount.

◦ If the preloaded cohort for E1 is greater than or equal to 500, then the current year amount must be

within a 10% range of that amount.

• The full-time, first-time cohort entered must be less than or equal to the total number of full-time, first-time

students reported in last year's Fall Enrollment survey component.

• If the Full-time, first-time Fall 2011 cohort is greater than 0, then the Exclusions from the cohort must be

less than 50% of this value.

• If the Adjusted cohort is greater than 0 and E1 is greater than 5, then the number of Students from Fall 2011

cohort still enrolled as of Fall 2012 is expected to be greater than 0.

• The number of Students from Fall 2011 cohort still enrolled as of Fall 2012 (E4) must be less than the

Adjusted cohort.

• The number of students reported for E4 is expected to be greater than or equal to 15% of the Adjusted cohort.

• If the number of students reported for E4 is equal to the Adjusted cohort, then you must confirm a retention rate

of 100% for that cohort.

• If you reported enrollment for full-time, first-time students in last year's Fall Enrollment survey or this year's

Institutional Characteristics Header component, then you are expected to report full-time, first-time students on

this screen. If this type of student is not enrolled and you are receiving this message in error, you may contact

the IPEDS Help Desk for assistance.

• If you did not report enrollment for full-time, first-time students in last year's Fall Enrollment survey or this year's

Institutional Characteristics Header component, then you are not expected to report full-time, first-time students

on this screen. If this type of student is enrolled and you are receiving this message in error, you may contact the

IPEDS Help Desk for assistance.

• The value reported for E5 is expected to be within 15% of the prior year retention rate.

Part-time, first-time cohort retention

You must report the number of students in the Part-time, first-time Fall 2011 cohort (E6), as well as any Exclusions from

the cohort (E7). Once the screen is saved, the system will display the difference between the two in the Adjusted cohort

(E8) field.

In addition, the number of Students from Fall 2011 still enrolled plus students from Fall 2011 who completed their

program as of Fall 2012 (E9) must be reported in order to determine the Part-time, first-time Fall 2011 cohort retention

rate (E10) percentage.

The system will perform the following edits on the data entered:

• The Part-time, first-time Fall 2011 cohort (E6) is expected to be within a certain range of the Preloaded

cohort, as outlined below:

◦ If the preloaded cohort for E6 is less than 25, then the current year amount must be between 0 and the

preloaded amount plus 10.

◦ If the preloaded cohort for E6 is between 25 and 99, then the current year amount must be within a 30%

range of that amount.

◦ If the preloaded cohort for E6 is between 100 and 499, then the current year amount must be within a

20% range of that amount.

◦ If the preloaded cohort for E6 is greater than or equal to 500, then the current year amount must be

within a 10% range of that amount.

• The part-time, first-time cohort entered must be less than or equal to the total number of part-time, first-time

students reported in last year's Fall Enrollment survey component.

• If the Part-time, first-time Fall 2011 cohort is greater than 0, then the Exclusions from the cohort must be

less than 50% of this value.

• If the Adjusted cohort is greater than 0 and E6 is greater than 5, then the number of Students from Fall 2011

cohort still enrolled as of Fall 2012 is expected to be greater than 0.

• The number of Students from Fall 2011 cohort still enrolled as of Fall 2012 (E9) must be less than the

Adjusted cohort.

• If the number of students reported for E9 is equal to the Adjusted cohort, then you must confirm a retention

rate of 100% for that cohort.

• If you reported enrollment for part-time, first-time students in last year's Fall Enrollment survey or this year's

Institutional Characteristics Header component, then you are expected to report part-time, first-time students on

this screen. If this type of student is not enrolled and you are receiving this message in error, you may contact

the IPEDS Help Desk for assistance.

• If you did not report enrollment for part-time, first-time students in last year's Fall Enrollment survey or this

year's Institutional Characteristics Header component, then you are not expected to report part-time, first-time

students on this screen. If this type of student is enrolled and you are receiving this message in error, you may

contact the IPEDS Help Desk for assistance.

• The value reported for E10 is expected to be within 15% of the prior year retention rate.

Top

Part F: Student-to-Faculty Ratio

On this screen, you must report your institution's Student-to-faculty ratio (e.g., student-to-instructional staff ratio) for Fall

2012 using the ratio format provided. Additional resources are available, including the prior year student-to-faculty ratio, and a

worksheet for assistance in determining your institution’s student-to-faculty ratio.
Note: The student-to-faculty ratio and any accompanying context provided on this screen will be displayed on College

Navigator.

The system will perform the following edits on the data entered:

• The ratio entered here is expected to be greater than 0 to 1.

• If the ratio entered is greater than 50 to 1, then a fatal error will occur.

• The ratio entered must be within a certain range of the prior year amount, as outlined below:

◦ If the prior year amount entered is between 0 and 10 to 1, then the current year amount must be within 5

integers of that amount.

◦ If the prior year amount entered is greater than 10 to 1, then the current year amount must be within a

50% range of that amount.

Top
2012-13 Survey Materials > Form date: 1/16/2013

Fall Enrollment for private 2-year and less than 2-year nondegree-granting

institutions

Part B Selection 

Completion of Part B (Enrollment of Students by Age) is optional this year.

Do you wish to complete Part B this year?

If you select 'Yes', you will see Part B and be expected to complete the screens.

If you select 'No', you will skip Part B.

   Yes, I will complete Part B                                                                      

No, I will not complete Part B                                                            
Part A - Fall Enrollment for Full-Time Undergraduate Students 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

Full-time UndergraduateStudents

Race/Ethnicity Reporting Reminder:

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Enrolled for credit First-time, certificate-seeking All Other Total,

full-time

undergraduate students

Men

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific Islander   

White   

Two or more races   

Race and ethnicity unknown   

Total men         

Total men prior year 

Women

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific Islander   

White   

Two or more races   

Race and ethnicity unknown   

Total women         

Total women prior year 

Grand total (men+women)         

Grand total (men+women) prior year 
Part A - Fall Enrollment for Part-time Undergraduate Students 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

Part-time Undergraduate Students

Race/Ethnicity Reporting Reminder:

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Enrolled for credit First-time, certificate-seeking All Other Total,

part-time

undergraduate students

Men

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific Islander   

White   

Two or more races   

Race and ethnicity unknown   

Total men         

Total men prior year 

Women

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific Islander   

White   

Two or more races   

Race and ethnicity unknown   

Total women         

Total women prior year 

Grand total (men+women)         

Grand total (men+women) prior year 
Part A - Fall Enrollment Summary 

Fall Enrollment Summary

Students enrolled for credit Total full-time

students

Total part-time

students

Grand total,

all students

Men

Nonresident alien         

Hispanic/Latino         

American Indian or Alaska Native         

Asian         

Black or African American         

Native Hawaiian or Other Pacific Islander         

White         

Two or more races         

Race and ethnicity unknown         

Total men         

Women

Nonresident alien         

Hispanic/Latino         

American Indian or Alaska Native         

Asian         

Black or African American         

Native Hawaiian or Other Pacific Islander         

White         

Two or more races         

Race and ethnicity unknown         

Total women         

Grand Total (men+women)         
Part A - Fall Enrollment by Distance Education Status 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

All Undergraduate

Students

Enrolled exclusively in distance education courses

Enrolled in some but not all distance education courses

Not enrolled in any distance education courses

Total (all distance education statuses)   

Total (from prior part A screens)

NOTE: The total of all distance education statuses (above) must equal this total carried

forward from the prior part A screens

  

You may use the space below to provide context for the data you've reported above.
Part A - Fall Enrollment by Distance Education Status 

All Undergraduate

Students

Of those students exclusively enrolled in distance education courses, report the

number that are:

 

Located in   

Located in the U.S. but not in   

Located in the U.S. but state/jurisdiction unknown

Located outside the U.S.

Location unknown/unreported   

Total students exclusively enrolled in distance education (from section above)   
Part B - Fall Enrollment by Age and Gender for Full-time Undergraduate Students 

NOTE: These data are optional this year.

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

Age Full-time Undergraduate Students

Men Women

Under 18

18-19

20-21

22-24

25-29

30-34

35-39

40-49

50-64

65 and over

Age unknown/unreported      

Total full-time undergraduate students (from part A)      
Part B - Fall Enrollment by Age and Gender for Part-time Undergraduate Students 

NOTE: These data are optional this year.

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

Age Part-time Undergraduate Students

Men Women

Under 18

18-19

20-21

22-24

25-29

30-34

35-39

40-49

50-64

65 and over

Age unknown/unreported      

Total part-time undergraduate students (from part A)      
Part C - Screening Question 

Did any of your first-time degree/certificate-seeking undergraduate students (reported in Part A) enroll within 12

months of graduating high school or receiving their GED?

   Yes, we have first-time students who enrolled within 12 months of their high school graduation.

No, we do not have any first-time students who enrolled within 12 months of their high school graduation.

You may use the space below to provide context for the data you've reported above.
Part C - Residence of First-time Undergraduates 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

State of residence when student

was first admitted

FIPS Code  Total first-time

degree/certificate-seeking

undergraduates

(1)

Of students in column 1, those

who enrolled within 12 months

of high school graduation

or receiving their GED

(2)

Alabama 01

Alaska 02

Arizona 04

Arkansas 05

California 06

Colorado 08

Connecticut 09

Delaware 10

District of Columbia 11

Florida 12

Georgia 13

Hawaii 15

Idaho 16

Illinois 17

Indiana 18

Iowa 19

Kansas 20

Kentucky 21

Louisiana 22

Maine 23
Part C - Residence of First-time Undergraduates 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

State of residence when student

was first admitted

FIPS Code Total first-time

degree/certificate-seeking

undergraduates

(1)

Of students in column 1, those

who enrolled within 12 months

of high school graduation

or receiving their GED

(2)

Maryland 24

Massachusetts 25

Michigan 26

Minnesota 27

Mississippi 28

Missouri 29

Montana 30

Nebraska 31

Nevada 32

New Hampshire 33

New Jersey 34

New Mexico 35

New York 36

North Carolina 37

North Dakota 38

Ohio 39

Oklahoma 40

Oregon 41

Pennsylvania 42

Rhode Island 44
Part C - Residence of First-time Undergraduates 

Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.

Program reporters report students enrolled at any time between August 1 and October 31, 2012.

State of residence when student

was first admitted

FIPS

Code

Total first-time

degree/certificate-seeking

undergraduates

(1)

Of students in column 1, those

who enrolled within 12 months of

high school graduation

or receiving their GED

(2)

South Carolina 45

South Dakota 46

Tennessee 47

Texas 48

Utah 49

Vermont 50

Virginia 51

Washington 53

West Virginia 54

Wisconsin 55

Wyoming 56

State Unknown 57

American Samoa 60

Federated States of Micronesia 64

Guam 66

Marshall Islands 68

Northern Marianas 69

Palau 70

Puerto Rico 72

Virgin Islands 78

Foreign Countries 90

Residence unknown/unreported 98   

Total first-time degree/certificate-seeking

undergraduates (from Part A)

     

You may use the space below to provide context for the data you've reported above.
 Image description. These context notes will be posted on the College Navigator. End of image description.

Part E - First-Time Student Cohort Retention Rates (Full-time) 

Retention Rates

Full-time, First-time Degree/Certificate-Seeking Cohort from Fall 2011

The Fall 2011 cohort is preloaded based on data reported in the prior year Fall Enrollment survey component.

Academic reporters report retention data as of the institution's official fall reporting date or as of October 15.

Program reporters determine the cohort with enrollment any time between August 1 and October 31, 2011 and

retention based on August 1, 2012.

The retention rate is calculated by the system after clicking "Save" on the screen. Exclusions are subtracted

from the original cohort and the resulting adjusted cohort is used for calculating the retention rate.

Retention Data Reporting Reminders:

• Include only full-time, first-time degree/certificate-seeking students in this cohort.

• Determine full-time using Fall 2011 attendance status (e.g. if a student was full-time in Fall

2011, report them in the full-time cohort regardless of Fall 2012 status).

• If there are no students to report in the cohort, enter zero. Do not leave the field blank.

• Report in the exclusions box (line E2) the number of students from the cohort who left the

institution for any of the following reasons: died or were totally and permanently disabled; to

serve in the armed forces (including those called to active duty); to serve with a foreign aid

service of the Federal Government (e.g. Peace Corps); or to serve on official church missions.

Preloaded

cohort

Prior year

data (Fall

2010

cohort)

FULL-TIME, FIRST-TIME COHORT RETENTION:

E1       Full-time, first-time Fall 2011 cohort    

E2       Exclusions from the Fall 2011 cohort 

E3       Adjusted Fall 2011 cohort  (line E1 - line E2)    

E4       Students from Fall 2011 cohort who are still enrolled + students

from Fall 2011 cohort who completed their program as of Fall 2012

 

E5       Full-time, first-time Fall 2011 cohort retention rate (line E4 / line

E3)

  % %

 You may use the space below to provide context for the data you've reported above.

These context notes will be posted on the College Navigator website, and should be written to be understood

by students and parents.
 Image description. These context notes will be posted on the College Navigator. End of image description.

Part E - First-Time Student Cohort Retention Rates (Part-time) 

Retention Rates

Part-time, First-time Degree/Certificate-Seeking Cohort from Fall 2011

The Fall 2011 cohort is preloaded based on data reported in the prior year Fall Enrollment survey component.

Academic reporters report retention data as of the institution's official fall reporting date or as of October 15.

Program reporters determine the cohort with enrollment any time between August 1 and October 31, 2011 and

retention based on August 1, 2012.

The retention rate is calculated by the system after clicking "Save" on the screen. Exclusions are subtracted

from the original cohort and the resulting adjusted cohort is used for calculating the retention rate.

Retention Data Reporting Reminders:

• Include only part-time, first-time degree/certificate-seeking students in this cohort.

• Determine part-time using Fall 2011 attendance status (e.g. if a student was part-time in Fall

2011, report them in the part-time cohort regardless of their Fall 2012 status).

• If there are no students to report in the cohort, enter zero. Do not leave the field blank.

• Report in the exclusions box (line E7) the number of students from the cohort who left the

institution for any of the following reasons: died or were totally and permanently disabled; to

serve in the armed forces (including those called to active duty); to serve with a foreign aid

service of the Federal Government (e.g. Peace Corps); or to serve on official church missions.

Preloaded

cohort

Prior year

data (Fall

2010

cohort)

PART-TIME, FIRST-TIME COHORT RETENTION:

E6       Part-time, first-time Fall 2011 cohort    

E7       Exclusions from the Fall 2011 cohort 

E8       Adjusted Fall 2011 cohort (line E6 - line E7)    

E9       Students from Fall 2011 cohort who are still enrolled + students

from Fall 2011 cohort who completed their program as of Fall 2012

 

E10       Part-time, first-time Fall 2011 cohort retention rate (line E9 / line

E8)

  % %

 You may use the space below to provide context for the data you've reported above.

These context notes will be posted on the College Navigator website, and should be written to be understood

by students and parents.
 Image description. These context notes will be posted on the College Navigator. End of image description.

Part F - Student-to-Faculty Ratio 

Please provide your institution's student-to-faculty ratio (i.e., student-to-instructional staff) for undergraduate

programs for Fall 2012. The student-to-faculty ratio and any accompanying context that is provided will be

displayed on College Navigator.

Note: Logic in this item is similar to item I-2 from the Common Data Set data collection.

Click here to use a worksheet to help you determine the student-to-faculty ratio

Student-to-faculty ratio to 1

Student-to-faculty ratio prior year to 1

 You may use the space below to provide context for the data you've reported above.

These context notes will be posted on the College Navigator website, and should be written to be understood

by students and parents.
Part F - Less Than Four-Year Institutions and Four Year-Institutions Without Graduate

Programs Student-to-Faculty Ratio Worksheet 

This worksheet is designed to help you determine your institution's student-to-faculty ratio.

Data entered on this worksheet will NOT be collected or saved. Therefore, please PRINT this screen if you

would like to refer to the ratio calculation for your institution at a later time.

Note: The logic used for this calculation is similar to item I-2 from the Common Data Set data collection.

Students, Fall 2012

F1 Total full-time students from Part A   

F2 Total part-time students from Part A   

F3 Full-time equivalent of part-time students

(Line F2 * 1/3)

  

F4 Total full-time equivalent students

(Line F1 + F3)

  

Instructional Staff, Fall 2012

FULL-TIME INSTRUCTIONAL STAFF:

F5 Number of full-time instructional staff as reported on the HR survey component

Full-Time Instructional Staff Exclusion (Line F6):

F6 Full-Time Instructional Staff Exclusion:

Of the number of full-time instructional staff reported in Line F5, the number teaching

exclusively non-credit courses

F7 Total adjusted full-time instructional staff

(Line F5 - F6)

  

PART-TIME INSTRUCTIONAL STAFF:

F8 Number of part-time instructional staff as reported on the HR survey component

Part-Time Instructional Staff Exclusion (Line F9):

F9 Of the number of part-time instructional staff reported in Line F8, the number teaching

exclusively non-credit courses

Part-Time Instructional Staff Addition (Line F10):

F10 Number of administrators, or other staff not reported to IPEDS as instructors, that are

teaching a credit course(s) in the Fall

F11 Total adjusted part-time instructional staff

(Line F8 - F9 + F10)

  

F12 Full-time equivalent of adjusted part-time instructional staff

(Line F11 * 1/3)

  

F13 Total full-time equivalent instructional staff

(Line F7 + F12)

  

                

F14 Student-to-faculty ratio

(Line F4/F13)

   to 1
Prepared by 

This survey component was prepared by:

Keyholder SFA Contact HR Contact Finance Contact Other

Name:

Email:

How long did it take to prepare this survey component? hours minutes

The name of the preparer is being collected so that we can follow up with the appropriate person in the event that there

are questions concerning the data. The Keyholder will be copied on all email correspondence to other preparers.

The time it took to prepare this component is being collected so that we can continue to improve our estimate of the

reporting burden associated with IPEDS. Please include in your estimate the time it took for you to review instructions,

query and search data sources, complete and review the component, and submit the data through the Data Collection

System.

Thank you for your assistance.
2012-13 Survey Materials > Instructions date: 1/16/2013

Fall Enrollment Full Instructions

Purpose of Survey

Changes in Reporting

General Instructions

Reporting Period Covered

Context Boxes

Coverage

Who To Include

Who To Exclude

Where to Get Help for Reporting

IPEDS Help Desk

AIR Website

IPEDS Website Resources

Where the Reported Data Will Appear

Institution Level

Aggregate Level

Reporting Directions

Screening Questions

Reporting Individuals by Racial/Ethnic Categories

Part A: Fall Enrollment by Level, Attendance Status, Race/Ethnicity, and Gender

Part B: Fall Enrollment by Age

Part C: Residence of First-Time Certificate-Seeking Undergraduates

Part E: Retention Rates for First-Time Certificate-Seeking Undergraduates

Part F: Student-to-Faculty Ratio

Purpose of Survey

The purpose of the Fall Enrollment component of IPEDS is to collect enrollment data on all

students enrolled for credit in courses/programs that could lead to awards ranging from

postsecondary certificates of less than 1 year to doctoral degrees. Fall enrollment data are

collected by level of student, attendance status, race/ethnicity, and gender. In addition, the Fall

Enrollment component collects data on the institution's undergraduate entering class, first-time

student retention rates, and the student-to-faculty ratio. Every other year data on enrollment by

nine selected fields of study are collected, as is residency of first-time degree/certificate-seeking

undergraduate students. In opposite years, enrollment by student age is collected.

Changes in Reporting

Institutions must report enrollment by distance education status for all students. Institutions must

first report whether students are enrolled in no distance education courses, some distance

education courses, or exclusively distance education courses. For those students who are enrolled

exclusively in distance education courses, institutions must also report the location of the student.

General Instructions

Reporting Period Covered
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For institutions operating on a traditional academic year calendar (semester, trimester, quarter, or 4-1-4), fall

enrollment should be reported as of the institution's official fall reporting date or October 15.

For institutions operating on an "other academic calendar," a calendar that differs by program, or enrolls

students on a continuous basis (referred to as program reporters), fall enrollment is reported for students

enrolled any time during the period August 1 and October 31.

Context Boxes

Context boxes are provided to allow institutions to provide more information regarding survey component

items. Note that some context boxes are posted on the College Navigator Website, which is the college search

tool offered by NCES. NCES will review entries in these context boxes for applicability and appropriateness

before posting them on the College Navigator Website; institutions should check grammar and spelling of

their entries.

Coverage

Who to Include

Include all students enrolled for credit (courses or programs that can be applied towards the requirements

for a postsecondary degree, diploma, certificate, or other formal award), regardless of whether or not they

are seeking a degree or certificate. This includes:

• Students enrolled for credit in off-campus centers

• High school students taking regular college courses for credit

• Students taking remedial courses if the student is degree-seeking for the purpose of student financial

aid determination

• Students from overseas enrolled in U.S. courses for credit (e.g., online students)

Who to Exclude

Exclude students who are not enrolled for credit. For example, exclude:

• Students enrolled exclusively in courses that cannot be applied towards a formal award

• Students enrolled exclusively in Continuing Education Units (CEUs)

• Students exclusively auditing classes

In addition, the following students should be excluded:

• Any student studying abroad (e.g., at a foreign university) if their enrollment at the 'home' institution

serves as an administrative record

• Students in any branch campus located in a foreign country

Where to Get Help

IPEDS Data Collection Help Desk

Phone: 1-877-225-2568

Email: ipedshelp@rti.org

AIR Website

You can also consult the AIR website that contains several tutorials on IPEDS data collection, a self-paced

overview of IPEDS tools and other valuable resources.

IPEDS Resources Page

In addition, the IPEDS Resources Page contains frequently asked questions, a link to the glossary, data tip

sheets, an archive of survey instruments, information on the new race/ethnicity categories and other relevant

information.

Where the Data Will Appear

Data collected through IPEDS will be accessible at the institution- and aggregate-levels.

At the institution-level, data will appear in the:

• College Navigator Website

• IPEDS Data Center

• IPEDS Data Feedback Reports

At the aggregate-level, data will appear in:

• IPEDS First Looks

• IPEDS Table Library
 Image description. Top of Page End of image description.

• IPEDS Data Feedback Reports

• The Digest of Education Statistics

• The Condition of Education

Reporting Directions

Screening Questions

Before entering any data, a screening question will need to be answered.

Part B Selection.

Part B (Enrollment by Age) is optional this year. Indicate whether or not you will complete Part B of the Fall

Enrollment survey component this year.

Reporting Persons by Racial/Ethnic Category

Reporting Persons by Racial/Ethnic Category (1997 OMB)

This information is being collected in compliance with Title VI of the Civil Rights Act of 1964 and

Title IX of the Education Amendments of 1972 and Sec. 421(a)(1) of the Carl D. Perkins Vocational

Education Act. These instructions correspond with the Final Guidance on Maintaining, Collecting,

and Reporting Racial and Ethnic Data to the U.S. Department of Education, published in the

Federal Register on October 19, 2007.

Method of collection - Institutions must collect race and ethnicity information using a 2-question

format. The first question is whether the respondent is Hispanic/Latino. The second question is

whether the respondent is from one or more races from the following list: American Indian or

Alaska Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, and

White. Institutions should allow students and staff to self-identify their race and ethnicity. For

further details on the guidance for collecting data, please see the full Federal Register notice.

Method of reporting aggregate data - Institutions must report aggregate data to the U.S. Department of

Education using the NINE categories below. Racial/ethnic designations are requested only for United States

citizens, resident aliens, and other eligible non-citizens.

• Hispanic or Latino, regardless of race

For Non-Hispanic/Latino individuals:

• American Indian or Alaska Native

• Asian

• Black or African American

• Native Hawaiian or Other Pacific Islander

• White

• Two or more races

In addition, the following categories may be used:

• Nonresident alien

• Race and ethnicity unknown

Racial/ethnic descriptions - Racial/ethnic designations as used in this survey do not denote scientific

definitions of anthropological origins. The categories are:

• Hispanic or Latino- A person of Cuban, Mexican, Puerto Rican, South or Central American, or other

Spanish culture or origin, regardless of race.

• American Indian or Alaska Native- A person having origins in any of the original peoples of North and

South America (including Central America) who maintains cultural identification through tribal

affiliation or community attachment.

• Asian- A person having origins in any of the original peoples of the Far East, Southeast Asia, or the

Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia,

Pakistan, the Philippine Islands, Thailand, and Vietnam.

• Black or African American- A person having origins in any of the black racial groups of Africa.

• Native Hawaiian or Other Pacific Islander- A person having origins in any of the original peoples of

Hawaii, Guam, Samoa, or other Pacific Islands.

• White - A person having origins in any of the original peoples of Europe, the Middle East, or North

Africa.

Other descriptive categories

• Nonresident alien - A person who is not a citizen or national of the United States and who is in this

country on a visa or temporary basis and does not have the right to remain indefinitely. NOTE -

Nonresident aliens are to be reported separately, in the boxes provided, rather than included in any of

the seven racial/ethnic categories. Resident aliens and other eligible (for financial aid purposes) noncitizens who are not citizens or nationals of the United States and who have been admitted as legal

immigrants for the purpose of obtaining permanent resident alien status (and who hold either an alien

registration card (Form I-551 or I-151), a Temporary Resident Card (Form I-688), or an ArrivalDeparture Record (Form I-94) with a notation that conveys legal immigrant status such as Section

207 Refugee, Section 208 Asylee, Conditional Entrant Parolee or Cuban-Haitian) are to be reported in

the appropriate racial/ethnic categories along with United States citizens.
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• Race and ethnicity unknown - This category is used only if the person did not select EITHER a

racial or ethnic designation.

Part A - Full-Time Undergraduate Students by Race/Ethnicity and Gender

On this screen, include all students enrolled for credit, full-time at the undergraduate level. The

undergraduate level includes students enrolled in undergraduate level courses or any certificate programs

below the baccalaureate level. Students who have already earned a bachelor's degree but are taking

undergraduate courses for credit should be included as undergraduates.

Full-time, first-time certificate-seeking students

In column 1, report undergraduate students who have no prior postsecondary experience and

have enrolled full-time with the intent to earn a certificate or other formal award. The

following are also considered first-time:

• Students enrolled in the fall term who attended college for the first time in the prior summer session

• Students who entered with advanced standing (any college credits earned before graduation from

high school)

In order to be considered certificate-seeking, the student must be enrolled in courses for credit and be

recognized by the institution as seeking a certificate or other formal award. Dual enrolled high school students

are not considered certificate-seeking Note: All students eligible to receive federal student financial aid are to

be considered certificate-seeking.

Program Reporters: Include first-time students who entered your institution between August 1, 2012 and

October 31, 2012.

Academic Reporters: Student counts reported in column 1 define the initial cohort for reporting graduation

rates on the IPEDS Graduation Rates (GR) component to meet Student Right-to-Know reporting

requirements. Students reported in this group will become your GR cohort in the reporting year appropriate

for your institution.

All other full-time undergraduate students

In column 2, report the total number of all other (i.e. not first-time) full-time undergraduate students enrolled

for credit. This includes:

• students transferring-in to your institution

• continuing certificate-seeking students (i.e. students not new to the institution in the fall, but instead

are continuing in their courses/program at the institution)

• non-certificate-seeking students (i.e. students enrolled for credit, but not intending to earn a

certificate or formal award or high school students with dual enrollment)

Once you save the data by clicking the 'Verify and Save' button, the 'Total full-time undergraduates' (column

3) will be calculated by the system and display on the survey screen.

Part A: Part-time Undergraduate Students

Report part-time students using the same definitions and instructions provided for full-time undergraduate

students.

Part A: Enrollment by Distance Education Status

On this screen, report all students reported on previous Part A screens.

Enrolled exclusively in distance education courses:

Students who are enrolled only in courses that are considered distance

education courses.

Enrolled in some but not all distance education courses:

Students who are enrolled in at least one course that is considered a

distance education course, but are not enrolled exclusively in distance

education courses.

Not enrolled in any distance education courses:

Students who are not enrolled in any distance education courses.

Note: Requirements for coming to campus for orientation, testing, or

academic support services do not exclude a course from being classified

as distance education.
The total undergraduates will be carried forward from the previous Part A

screens. The total students reported by distance education status must

equal the total students carried forward from prior Part A screens. If the

totals are not the same, a fatal error will occur.

If there are students reported as enrolled exclusively in distance

education courses, further data on the location of these distance

education students will need to be reported. Report the number of

exclusively distance education students that are located in the same

state/jurisdiction as the institution, in a different state/jurisdiction than

the institution, in the U.S. but the state/jurisdiction is unknown, and

residing outside the U.S.

The total students exclusively enrolled in distance education courses will

be carried forward from earlier on the screen. If the total students

reported by location does not equal the total enrolled exclusively in

distance education from above, the “Location unknown/unreported” is

calculated.

Part B: Fall Enrollment by Age and Gender

Part B is optional this year. This part is required in odd-numbered years.

This distribution of students should include all students reported in Part A.

Enrollment by Age

Use institutional records to calculate student age.

Academic reporters: report student age as of the institution's official fall reporting date or as of October 15,

2012.

Program reporters: report student age as of August 1, 2012.

The totals by gender for each attendance status (full- or part-time) and student level (undergraduate or

graduate) will be carried forward from the corresponding Part A screens. When the Part B and Part A totals do

not agree, the "Age unknown/unreported" is calculated.

Note: If the Part B student count total is larger than the total carried forward from Part A (resulting in a

negative value), a fatal error results. In this case, reexamine both the age data and comparable portion of

Part A to identify the error and make appropriate corrections.

Part C: Residence of First-time Certificate-Seeking Undergraduate Students

Part C is optional this year. This part is required in even-numbered years only.

This distribution of students should include all the first-time, certificate-seeking undergraduate

students (both full- and part-time) reported in Part A.

Recent High School Graduates Screening Question

Part C begins with a screening question to determine whether or not your institution has first-time certificateseeking undergraduate students who enrolled within 12 months of graduating high school or receiving their

GED. If the answer is 'Yes', then 2 columns will be reported in Part C, one for all first-time certificate-seeking

undergraduates and one for those first-time certificate-seeking undergraduates who enrolled within 12

months of graduating high school or receiving their GED. If the answer is 'No', then only one column for all

first-time certificate-seeking undergraduates will display in Part C.

State of residence

Use the state identified by the student as his/her permanent address at the time of application to the

institution. This may be the legal residence of a parent or guardian, or the state in which a student has a

driver's license or is registered to vote. It is not necessarily the state in which the student's high school is

located.

Residence of first-time certificate-seeking undergraduate students

In column (1), report all first-time certificate-seeking undergraduate students, both full-time and parttime, by state of residence. The total line for column (1) will be carried forward from the total first-time

certificate-seeking undergraduate students reported in Part A. If the sum of the students reported by state of

residence in column (1), lines 1-90, does not agree with the total first-time certificate-seeking

undergraduates from Part A, the "Residence unknown/unreported" (line 98) will be calculated.

Note: When the sum of students by state of residence is larger than the total carried forward from Part A

(resulting in a negative value calculated for the "Residence unknown/unreported line"), a fatal error results.

In this case, reexamine both the residence data and comparable portion of Part A to identify the error and

make appropriate corrections.
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If your institution responded 'Yes' to the screening question, the subset of students from column (1) who

enrolled within 12 months of graduating from high school or receiving their GED are to be reported again by

their state of residence in column (2).

Part E: Retention Rates for the First-Time Degree/Certificate-Seeking Student Cohort

Retention rates examine the percentage of first-time degree/certificate seeking students enrolled in the fall of

the prior year that are either still enrolled in the fall of the current year or have completed their program in

that time.

The retention cohorts, full-time and part-time, first-time degree/certificate-seeking undergraduates from Fall

2011, are preloaded from Part A of the prior year Fall Enrollment survey component.

On each retention screen (full-time cohort and part-time cohort screens), institutions must:

• Verify the preloaded Fall 2011 cohort.

Attendance status (full- or part-time) should be based on the student's Fall 2011 attendance status.

• Report any exclusions for the cohort (see below for allowable exclusions).

• Report the total number of students retained from the Fall 2011 cohort.

Total students retained = students from Fall 2011 cohort still enrolled as of Fall 2012 +

students from Fall 2011 cohort who completed their program as of Fall 2012

Academic reporters: Report students retained as of the institution's official fall reporting date or

as of October 15, 2012.

Program reporters: Report students retained as of August 1, 2012.

Exclusions:

Institutions may report exclusions for the Fall 2011 cohort. Allowable exclusions are students who

left the institution for any of the following reasons:

• Died or were totally and permanently disabled

• To serve in the armed forces (including those called to active duty)

• To serve with a foreign aid service of the Federal Government (e.g., Peace Corps)

• To serve on official church missions

The system will compute an adjusted cohort by subtracting the student exclusions from the original cohort

prior to calculating the retention rate.

Retention rates will be computed by the system after clicking 'Save.' The retention rate is calculated as:

(Students from Fall 2011 cohort still enrolled + Students from Fall 2011 cohort who completed

their program as of Fall 2012/Adjusted Fall 2011 cohort)*100.

Part F: Student-to-Faculty Ratio

Graduate only institutions do not complete Part F.

Report the student-to-faculty ratio for undergraduate programs at your institution. A worksheet is available

to help determine your institution's ratio. Click on the link from the Part F screen to access the worksheet.

Worksheet for Less Than Four-Year Institutions and Four-Year Institutions without

Graduate or Professional Programs

The worksheet is designed to help institutions determine their student-to-faculty ratio. It is NOT

mandatory that you use this worksheet to calculate your student-to-faculty ratio. Data entered on

the worksheet will NOT be collected or saved. Make sure to print the screen in order to refer to

the ratio calculation for your institution at a later time.

Please note: The logic used in this calculation is similar to that of item I-2 from the Common Data Set data

collection.

FULL- AND PART-TIME STUDENT DATA:

All student data on the worksheet is either carried forward from Part A or a calculated field.

Lines F1 and F2. Total full-time and total part-time students.

The total number of full- and part-time students are carried forward from Part A.

Line F3. A full-time equivalent (FTE) of the part-time student count.

The FTE will be calculated as line F2 (total part-time student count) * 1/3.

Line F4. Total FTE students.

This is calculated as the sum of lines F1 (total full-time students) and F3 (FTE of part-time students). Line F4

is used in the ratio calculation.

FULL-AND PART-TIME INSTRUCTIONAL STAFF DATA:

Lines F5 and F8 should be reported based on data your institution is reporting in the IPEDS Human Resources

(HR) survey component. Please work together with the appropriate staff at your institution to ensure that the

data used on this worksheet and reported in the HR component are the same. 

In line F5, report the total number of full-time instructional staff as reported on the HR component.
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In line F8, report the total number of part-time instructional staff as reported on the HR component.

Instructional Staff Exclusion for Non-Credit Instructors:

In line F6, report the number of full-time instructional staff reported in line F5 that are teaching exclusively

non-credit courses.

In line F9, report the number of part-time instructional staff reported in line F8 that are teaching exclusively

non-credit courses.

For institutions that have a large amount of non-credit activity, the above exclusions will better align the

student data with the instructional staff data being used in the ratio.

Part-Time Instructional Staff Addition:

In line F10, report the number of administrators or other staff NOT reported to IPEDS as instructors (and

therefore not included in the instructional staff count reported in line F8) that are teaching a credit course in

the Fall.

For institutions that have administrators and other professionals on staff that are not reported to IPEDS as

instructors (because it is not their "primary function") but they teach credit courses, the above allowable

addition will produce a more accurate ratio. 

With the above instructional staff exclusions and part-time instructional staff addition information above, the

system will compute the following on the worksheet:

Line F7. Total adjusted full-time instructional staff.

The adjusted full-time instructional staff is the total full-time instructional staff, excluding those teaching

exclusively non-credit classes. The system will calculate line F7 as line F5 (total full-time instructional staff as

reported on the HR component) minus line F6 (total full-time instructional staff teaching exclusively noncredit courses). 

Line F11. Total adjusted part-time instructional staff.

The adjusted part-time instructional staff is the total part-time instructional staff, excluding those teaching

exclusively non-credit classes, and adding those administrators and other staff teaching credit courses. The

system will calculate line F11 as line F8 (total part-time instructional staff as reported on the HR component)

minus line F9 (total part-time instructional staff teaching exclusively non-credit courses) + line F10

(administrators and other staff teaching credit courses). 

Line F12. Total FTE of adjusted part-time instructional staff.

The FTE will be calculated as line F11 (total adjusted part-time instructional staff) * 1/3.

Line F13. Total FTE of adjusted instructional staff.

This is calculated as the sum of lines F7 (total adjusted full-time instructional staff) and F12 (FTE of total

adjusted part-time instructional staff). Line F13 is used in the ratio calculation.

Line F14. Student-to-faculty ratio.

The ratio will be calculated by the system as line F4 (total adjusted FTE students) divided by line F13 (total

adjusted FTE instructional staff). The ratio will be displayed on the worksheet as xxx to 1.

The calculated ratio can then be entered onto the Part F (Student-to-Faculty Ratio)

screen. 
Glossary date: 1/16/2013

Term Definition

Adjusted cohort The result of removing any allowable exclusions from a cohort (or subcohort). For the Graduation

Rates component, this is the cohort from which graduation and transfer-out rates are calculated; for

the Fall Enrollment component, it is the cohort for calculating retention rate.

American Indian or Alaska

Native (new definition)

A person having origins in any of the original peoples of North and South America (including Central

America) who maintains cultural identification through tribal affiliation or community attachment.

Asian (new definition) A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian

Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the

Philippine Islands, Thailand, and Vietnam.

Audit/auditing (a class) Term used when a student elects to take a course, but does not wish to receive credit for the course

toward a degree or other formal award.

Black or African American

(new definition)

A person having origins in any of the black racial groups of Africa.

Cohort A specific group of students established for tracking purposes.

Credit Recognition of attendance or performance in an instructional activity (course or program) that can

be applied by a recipient toward the requirements for a postsecondary degree, diploma, certificate,

or other formal award, irrespective of the activity?s unit of measurement.

Credit course A course that, if successfully completed, can be applied toward the number of courses required for

achieving a postsecondary degree, diploma, certificate, or other formal award, irrespective of the

activity's unit of measurement.

Degree/certificate-seeking

students

Students enrolled in courses for credit and recognized by the institution as seeking a degree,

certificate, or other formal award. High school students also enrolled in postsecondary courses for

credit are not considered degree/certificate-seeking.

Dual credit A program through which high school students are enrolled in Advanced Placement (AP) courses,

taught at their high school, that fulfill high school graduation requirements and may earn the student

college credits .

Dual enrollment A program through which high school students may enroll in college courses while still enrolled in

high school. Students are not required to apply for admission to the college in order to participate.

Exclusions Those students who may be removed (deleted) from a cohort (or subcohort). For the Graduation

Rates and Fall Enrollment retention rate reporting, students may be removed from a cohort if they

left the institution for one of the following reasons: death or total and permanent disability; service

in the armed forces (including those called to active duty); service with a foreign aid service of the

federal government, such as the Peace Corps; or service on official church missions.

First-time student

(undergraduate)

A student who has no prior postsecondary experience (except as noted below) attending any

institution for the first time at the undergraduate level. This includes students enrolled in academic

or occupational programs. It also includes students enrolled in the fall term who attended college for

the first time in the prior summer term, and students who entered with advanced standing (college

credits earned before graduation from high school).

Full-time student Undergraduate: A student enrolled for 12 or more semester credits , or 12 or more quarter credits,

or 24 or more contact hours a week each term. Graduate: A student enrolled for 9 or more semester

credits, or 9 or more quarter credits, or a student involved in thesis or dissertation preparation that

is considered full time by the institution. Doctor's degree - Professional practice - as defined by the

institution.

Native Hawaiian or Other

Pacific Islander (new

definition)

A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific

Islands.

Non-degree-seeking

student

A student enrolled in courses for credit who is not recognized by the institution as seeking a degree

or formal award.

Noncredit course A course or activity having no credit applicable toward a degree, diploma, certificate, or other formal

award.

Official fall reporting date The date (in the fall) on which an institution must report fall enrollment data to either the state, its

board of trustees or governing board, or some other external governing body.

Part-time student Undergraduate: A student enrolled for either less than 12 semester or quarter credits, or less than

24 contact hours a week each term. Graduate: A student enrolled for less than 9 semester or

quarter credits.

Race/ethnicity (new

definition)

Categories developed in 1997 by the Office of Management and Budget (OMB) that are used to

describe groups to which individuals belong, identify with, or belong in the eyes of the community.

The categories do not denote scientific definitions of anthropological origins. The designations are

used to categorize U.S. citizens, resident aliens, and other eligible non-citizens.

Individuals are asked to first designate ethnicity as:

• Hispanic or Latino or

• Not Hispanic or Latino

Second, individuals are asked to indicate all races that apply among the following:

• American Indian or Alaska Native

• Asian

• Black or African American

• Native Hawaiian or Other Pacific Islander
• White

Race/ethnicity unknown The category used to report students or employees whose race and ethnicity are not known.

Remedial courses Instructional courses designed for students deficient in the general competencies necessary for a

regular postsecondary curriculum and educational setting.

Residence A person's permanent address determined by such evidence as a driver's license or voter

registration. For entering freshmen, residence may be the legal residence of a parent or guardian.

Retention rate A measure of the rate at which students persist in their educational program at an institution,

expressed as a percentage. For four-year institutions , this is the percentage of first-time bachelors

(or equivalent) degree-seeking undergraduates from the previous fall who are again enrolled in the

current fall. For all other institutions this is the percentage of first-time degree/certificate-seeking

students from the previous fall who either re-enrolled or successfully completed their program by the

current fall.

State of residence A person's permanent address as determined by such evidence as a driver's license or voter

registration. For entering freshmen, state of residence may be the legal state of residence of a

parent or guardian.

State unknown Status used when the reporting institution is unable to determine from existing records the home

state or residence of the student.

Student-to-faculty ratio The ratio of FTE students to FTE instructional staff, i.e., students divided by staff.

Students enrolled in "stand-alone" graduate or professional programs and instructional staff teaching

in these programs are excluded from both full-time and part-time counts.

"Stand-alone" graduate or professional programs are those programs such as medicine, law,

veterinary, dentistry, social work, or public health, in which faculty teach virtually only graduatelevel students (also referred to as "independent" programs).

Each FTE value is equal to the number of full-time students/staff plus 1/3 the number of part-time

students/staff.

Study abroad Arrangement by which a student completes part of the college program studying in another country.

Can be at a campus abroad or through a cooperative agreement with some other U.S. college or an

institution of another country.

Summer session A summer session is shorter than a regular session and is not considered part of the academic year.

It is not the third term of an institution operating on a trimester system or the fourth term of an

institution operating on a quarter calendar system. The institution may have two or more sessions

occurring in the summer months. Some schools, such as vocational and beauty schools, have yearround classes with no separate summer session.

Undergraduate A student enrolled in a 4- or 5-year bachelor's degree program, an associate's degree program, or a

vocational or technical program below the baccalaureate.

White (new definition) A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
2012-13 Survey Materials > F.A.Q. date: 1/16/2013

Fall Enrollment

Click one of the following questions to view the answer.

General

1) Who should I include in my enrollment reporting?

2) What is the reporting period/date for fall enrollment?

3) Should I report students who are studying abroad?

4) In the past I reported first-professional students on this component. Why are there no screens for reporting first-professional

students?

Fall Enrollment by Student Level, Race/Ethnicity and Gender (Part A)

2) Where do I report students if I don't know whether or not they are first-time?

3) If a student enrolled for credit has not indicated whether they intend to earn a degree or certificate, how do I determine whether

they are degree/certificate-seeking?

4) Where do I report students who are seeking a second baccalaureate degree?

5) Where do I report a high school student who is enrolled for credit at my institution (a dual enrolled student)?

6) Where do I report undergraduate students who enrolled at my institution for the first time this fall, but earned college credits

during the prior summer?

7) How do I report a student who earned college credit while in high school (a dual enrolled student) and has now graduated high

school and enrolled in my institution in the Fall?

8) My institution has students for which gender is unknown. Since there is no place to report “gender unknown” on the IPEDS data

collection screens, how should we report these individuals?

10) How do I report foreign students living outside the U.S. who are enrolled in my institution?

11) Are U.S. jurisdictions or territories (like Guam, the U.S. Virgin Island, etc.) considered in the U.S. for distance education location

reporting?

12) How do I determine location for those students enrolled exclusively in distance education?

13) What should I do if I do not know the location of students enrolled exclusively in distance education courses?

Fall Enrollment in Selected Fields (Part A, 4-year institutions only)

1) What do I do if my institution does not offer any of the program areas listed on the CIP selection screen?

2) How do I report students in program areas that do not appear on the CIP selection screen?

3) How do I report undergraduates who have not yet declared a major?

Fall Enrollment by Age (Part B)

1) I am not able to enter a number in the “Age unknown/unreported” box. How do I report students whose ages are unknown?

2) My institution uses age range categories that differ from the ones IPEDS uses in Part B. What should I do?

Residence of First-Time Undergraduates (Part C)

1) Some first-time undergraduates at my institution are dependents whose parents are in foreign countries on a temporary basis

(e.g., military/diplomatic service). When reporting residence and migration data, what location do I use?

Total Undergraduate Entering Class (Part D)

1) What is the difference between the full-time, first-time degree/certificate-seeking cohort (GRS cohort) and the undergraduate

entering class calculated in Part D?

Retention Rates for First-Time Undergraduates (Part E)

1) How is the retention rate calculated?

(Updated: 1/9/2013)

2) How do I report students who changed attendance status (part-time to full-time or full-time to part-time) between one fall and

the next?

3) Are students on a leave of absence from the institution considered retained?

Undergraduate Student-to-Faculty Ratio (Part F)

1) How do I calculate my institution's student-to-faculty ratio?

2) Can you provide an example of a stand-alone graduate or professional program (a program such as medicine, law, veterinary, or

dentistry in which faculty teach virtually only graduate-level students)?

3) My institution has graduate and/or doctors-professional practice programs but does not have any "stand-alone" programs. What

should I enter on the student and faculty exclusion line items related to these types of programs on the worksheet for Part F?

Answers:

General

1) Who should I include in my enrollment reporting?

All students enrolled for credit should be reported. Credit is defined as “Recognition of attendance or

performance in an instructional activity (course or program) that can be applied by a recipient toward the

requirements for a degree, diploma, certificate, or other formal award, irrespective of the activity's unit of

measurement.”
Students who are not seeking a degree or certificate may be still be enrolled for credit. These students are to

be reported in the non-degree/certificate-seeking column.

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2) What is the reporting period/date for fall enrollment?

Fall enrollment is a count of students enrolled on a particular date in the Fall. Fall enrollment is often referred

to as a "snapshot" of the enrollment at an institution at a specific time in the Fall. The date/period used

depends on whether the institution is an academic reporter or a program reporter for IPEDS purposes.

Academic reporters: Report enrollment as of October 15 or as of the institution's official fall reporting date.

Program reporters: Report enrollment during the 3-month period of August 1 to October 31. If a student

enrolls or remains enrolled at any time during that period, the student is included in the fall enrollment

counts.

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3) Should I report students who are studying abroad?

If the students enroll in your institution, pay tuition to your institution, but attend classes in a foreign

country for a short period of time, they should be included in your institution’s enrollment report. If your

institution serves only an administrative function, even if the student pays tuition to your institution, then do

not include these students in your report.

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4) In the past I reported first-professional students on this component. Why are there no screens for reporting firstprofessional students?

Beginning with the 2009-10 collection year, institutions are required to use the new postbaccalaureate

degree categories (eliminating the first-professional category and reclassifying those programs). In parts A

and B, all postbaccalaureate students are to be reported as graduate students, including doctor'sprofessional practice students (formerly reported as first-professional).

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Fall Enrollment by Student Level, Race/Ethnicity and Gender (Part A)

2) Where do I report students if I don't know whether or not they are first-time?

If their status is not indicated directly and the student does not enroll with prior credits or transcripts from

another institution, then assume the student is first-time.

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3) If a student enrolled for credit has not indicated whether they intend to earn a degree or certificate, how do I

determine whether they are degree/certificate-seeking?

If the student has not indicated any intent but is applying for Title IV federal financial aid, assume the

student to be degree/certificate-seeking.

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4) Where do I report students who are seeking a second baccalaureate degree?

Report these students in the column labeled "Continuing" degree/certificate-seeking students (column 3).

This column is intended to capture all degree/certificate-seeking undergraduate students who are not firsttime and did not transfer-in to the institution in that Fall.

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5) Where do I report a high school student who is enrolled for credit at my institution (a dual enrolled student)?

This student would be reported as non-degree/certificate-seeking. Prior to graduating high school, a student

is non-degree/certificate-seeking. Once the student graduates high school they can be classified as

degree/certificate-seeking, if appropriate.

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6) Where do I report undergraduate students who enrolled at my institution for the first time this fall, but earned

college credits during the prior summer?

These students should be reported as first-time undergraduates. The definition of “first-time” allows for

students to still be classified as first-time if the college credit they have previously earned occurred in the

summer immediately prior to enrollment.

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7) How do I report a student who earned college credit while in high school (a dual enrolled student) and has now

graduated high school and enrolled in my institution in the Fall?

If the college credit was earned prior to the student graduating high school, then this student would be

considered a first-time student in the Fall. The definition of “first-time” allows for students to still be

classified as first-time if the college credit they have previously earned was prior to their high school

graduation.
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8) My institution has students for which gender is unknown. Since there is no place to report “gender unknown” on

the IPEDS data collection screens, how should we report these individuals?

These individuals are still to be reported to IPEDS, even though their gender is unknown. It is up to the

institution to decide how best to handle reporting individuals whose gender is unknown. However, a common

method used is to allocate students with gender unknown based on the known proportion of men to women.

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10) How do I report foreign students living outside the U.S. who are enrolled in my institution?

There has been no change to how these students should be reported. Foreign students living outside the

U.S., such as a foreign student living outside the U.S. who is enrolled in distance education at your

institution, should be classified in the Race/Ethnicity Unknown category. Only U.S. citizens are to be

categorized in the specific Race/Ethnicity categories. The non-resident alien category is reserved specifically

for students that are in the U.S. under that specific legal status.

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11) Are U.S. jurisdictions or territories (like Guam, the U.S. Virgin Island, etc.) considered in the U.S. for distance

education location reporting?

Yes. Students located in a U.S. jurisdiction while they are enrolled in distance education courses should be

reported as located in the U.S.

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12) How do I determine location for those students enrolled exclusively in distance education?

Location for those students enrolled exclusively in distance education should be their physical location or

current address as of your institution's Fall reporting date. If you don't have that, you will have to use the

address you have on file for that student.

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13) What should I do if I do not know the location of students enrolled exclusively in distance education courses?

If you have no information about the location of students enrolled exclusively in distance education, do not

report them in any of the location fields. The system will calculate the number of "Location Unknown"

exclusively distance education enrollments.

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Fall Enrollment in Selected Fields (Part A, 4-year institutions only)

1) What do I do if my institution does not offer any of the program areas listed on the CIP selection screen?

Select “None of the above” on the CIP selection screen and report all students enrolled for credit, regardless

of field of study, Full-time and Part-time Enrollment by Race/Ethnicity screens of Part A.

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2) How do I report students in program areas that do not appear on the CIP selection screen?

The program areas on the CIP selection screen are the only fields for which enrollment data is collected

separately. In addition to reporting enrollment by the selected fields requested, report all students enrolled

for credit (regardless of field of study) on the "Full-time and Part-time Enrollment by Race/Ethnicity screens

of Part A.

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3) How do I report undergraduates who have not yet declared a major?

These students should only be reported on the Full-time and Part-time Enrollment by Race/Ethnicity screens

of Part A, where all students enrolled for credit (regardless of field of study) are reported.

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Fall Enrollment by Age (Part B)

1) I am not able to enter a number in the “Age unknown/unreported” box. How do I report students whose ages are

unknown?

The number of students whose age is unknown will be computed by the data collection system. The

difference between the sum of students reported by age category in Part B and the corresponding total

enrollment reported in Part A results in the number of students whose age is unknown.

If this results in a negative number, a fatal error will appear and you will need to either correct your data or

contact the IPEDS Help Desk for assistance.

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2) My institution uses age range categories that differ from the ones IPEDS uses in Part B. What should I do?

In order to have consistent data from all institutions, IPEDS must use standard age categories. Use the

students' dates of birth to report the enrollment by IPEDS age categories.
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Residence of First-Time Undergraduates (Part C)

1) Some first-time undergraduates at my institution are dependents whose parents are in foreign countries on a

temporary basis (e.g., military/diplomatic service). When reporting residence and migration data, what location do I

use?

The home state could be the student’s or parent’s official home state, the state where they are registered to

vote or pay taxes, or the state issuing their driver’s license. If no such information is available, they would be

reported under “State unknown”(57).

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Total Undergraduate Entering Class (Part D)

1) What is the difference between the full-time, first-time degree/certificate-seeking cohort (GRS cohort) and the

undergraduate entering class calculated in Part D?

In addition to the students in the full-time, first-time degree/certificate-seeking cohort, the total

undergraduate entering class includes part-time students of the same criteria as well as transfers-in and fulland part-time non-degree/certificate-seeking students that are new to your institution in the Fall.

The entering class is intended to represent all students new to an institution in a given fall and provide

context for the GRS cohort. The percent of the entering class that is represented by the institution's GRS

cohort is included on College Navigator as a note to the graduation rate data displayed.

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Retention Rates for First-Time Undergraduates (Part E)

1) How is the retention rate calculated?

(Updated: 1/9/2013)

The retention rate is calculated as follows:

4-year Institutions:

first-time bachelor's degree-seeking students in Fall 2011 who are still enrolled in Fall 2012/(first-time

bachelor's degree-seeking students in Fall 2011- cohort exclusions)

2-year and Less-than-2-year Institutions:

(first-time students in Fall 2011 who are still enrolled in Fall 2012 + first-time students in Fall 2011 who

completed their program by Fall 2012)/(first-time students in Fall 2011 - cohort exclusions)

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2) How do I report students who changed attendance status (part-time to full-time or full-time to part-time) between

one fall and the next?

Report students based on their attendance status in the fall the cohort was initially based on, even if that

status changed in the following fall.

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3) Are students on a leave of absence from the institution considered retained?

No. Students must be enrolled for credit at the institution in the Fall to be considered retained from the

previous fall.

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Undergraduate Student-to-Faculty Ratio (Part F)

1) How do I calculate my institution's student-to-faculty ratio?

A worksheet has been provided to guide the process of calculating the student-to-faculty ratio for your

institution. The worksheet can be accessed from the Part F screen in the Data Collection System.

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2) Can you provide an example of a stand-alone graduate or professional program (a program such as medicine, law,

veterinary, or dentistry in which faculty teach virtually only graduate-level students)?
An example of a program that would fall into this category (typically a doctor's-professional practice

program) is a school of medicine that only awards degrees/certificates at the graduate level and therefore its

faculty exclusively (or in some cases almost exclusively) teach graduate students. Programs that are "standalone" graduate programs may have some undergraduate students enrolled in their courses, however a

"stand-alone" graduate program would only award degrees/certificates at the graduate level. An example of

a graduate program that would not meet this criteria is a school of business that has an undergraduate and

graduate program and therefore enrolls both types of students and awards degrees/certificates at both

levels. Further, the faculty would teach a mix of undergraduate and graduate students. Excluding “standalone” graduate programs is intended to make the student-to-faculty ratio closer to an undergraduate

student-to-faculty ratio than it would be if these programs were included in the calculation, without

overburdening institutions.

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3) My institution has graduate and/or doctors-professional practice programs but does not have any "stand-alone"

programs. What should I enter on the student and faculty exclusion line items related to these types of programs on

the worksheet for Part F?

If your institution does not have any "stand-alone" graduate or professional programs, then enter 0 for

students and 0 for faculty in the lines for these types of programs. Most institutions do not have these types

of graduate or professional programs, so entering 0 in those lines will be fairly common.

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2012-13 Survey Materials > Narrative Edits date: 1/16/2013

Fall Enrollment for non-degree-granting institutions

Edit specifications for the 2012-13 IPEDS Web-Based Data Collection

Fall Enrollment (EF) Component

Note: The specifications in this document apply to the institutions listed above. Some sections and parts may not

apply to your particular institution. Please read the specifications carefully to determine which sections and/or parts

apply to your institution.

All screens must be completed in order to lock the survey.

Screening Question

Part A: Enrollment of Students by Race/Ethnicity

Part B: Enrollment of Students by Age

Part C: Residence

Part E: Retention Rates

Part F: Student-to-Faculty Ratio

Screening Question

You must respond to the following screening question. The answer given here will determine which screens your institution is

shown.

Part C Selection

Completion of Part C: Residence of First-Time Degree/Certificate-Seeking Undergraduates is optional for this reporting

year. Before continuing, you must indicate the following:

• Do you wish to complete Part C this year?

◦ If you respond Yes to the question above, you are required to complete all screens in Part C; if you

respond No, then Part C will not be displayed.

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Part A: Fall Enrollment by Student Level, Race/Ethnicity and Gender

Full-Time Private non-degree-granting Undergraduate Students

Applicable to private non-degree-granting institutions that reported full-time undergraduate student enrollment in the

IC Header survey

On this screen, you must report the number of First-time certificate-seeking and All other full-time undergraduate students

enrolled in creditable courses at the institution for each applicable race/ethnicity and gender category.

Based on the data entered, the system will calculate the grand total number of full-time undergraduate students enrolled for

credit by race/ethnicity and gender.

In addition, for each column of data, the system will calculate the total number of men, total number of women, and grand total

(men + women) enrolled for credit by student type.

The system will perform the following edits on the data entered:

• The calculated grand total (men + women) for Total full-time undergraduate students must be greater than

0.

• If your institution reported that it enrolls full-time, first-time degree/certificate-seeking undergraduates in Part B

of the IC Header survey, you must report students of this type here. If this type of student is not enrolled and you

are receiving this message in error, you may contact the IPEDS Help Desk for assistance.

• If your institution reported that it does not enroll full-time, first-time degree/certificate-seeking undergraduates in

Part B of the IC Header survey, you are not expected to report this type of student here. If this type of student is

enrolled and you are receiving this message in error, you may contact the IPEDS Help Desk for assistance.

• If you reported First-time certificate-seeking students on this screen, you are also expected to report students

in the All Other category.

Note:

◦ Academic Reporters: Students should ONLY be considered First-time if they enrolled in the institution for

the first time in the fall of the current year (or the summer immediately preceding).

◦ Program Reporters: Students should ONLY be considered First-time if they enrolled in the institution for

the first time between August 1 and October 31 of the current year.

• If the percent of Total, full-time undergraduate students reported in the Race and ethnicity unknown

category is between 20 percent and 80 percent, then an explanation is required.

• If the percent of Total, full-time undergraduate students reported in the Race and ethnicity unknown

category is greater than 80 percent, then a fatal error will occur.

• For each gender category, the total number of First-time certificate-seeking students is expected to be within

a certain range of the prior year value, as outlined below:
◦ If the total number of First-time certificate-seeking students reported in the prior year is less than or

equal to 25, then the current year value is expected to be between 1 and 30.

◦ If the total number of First-time certificate-seeking students reported in the prior year is between 26

and 100, then the current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of First-time certificate-seeking students reported in the prior year is between 101

and 500, then the current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of First-time certificate-seeking students reported in the prior year is greater than

500, then the current year value is expected to be with a 20% range of the prior year value.

• For each gender category, the total number of full-time undergraduate students is expected to be within a

certain range of the prior year value, as outlined below:

◦ If the total number of full-time undergraduate students reported in the prior year is less than or

equal to 25, then the current year value is expected to be between 1 and 30.

◦ If the total number of full-time undergraduate students reported in the prior year is between 26 and

100, then the current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of full-time undergraduate students reported in the prior year is between 101 and

500, then the current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of full-time undergraduate students reported in the prior year is greater than 500,

then the current year value is expected to be with a 20% range of the prior year value.

Part-Time Private non-degree-granting Undergraduate Students

Applicable to private non-degree-granting institutions that reported part-time undergraduate student enrollment in

the IC Header survey

On this screen, you must report the number of First-time certificate-seeking and All other part-time undergraduate students

enrolled in creditable courses at the institution for each applicable race/ethnicity and gender category.

Based on the data entered, the system will calculate the grand total number of part-time undergraduate students enrolled for

credit by race/ethnicity and gender.

In addition, for each column of data, the system will calculate the total number of men, total number of women, and grand total

(men + women) enrolled for credit by student type.

The system will perform the following edits on the data entered:

• The calculated grand total (men + women) for Total part-time undergraduate students must be greater than

0.

• If your institution reported that it enrolls part-time, first-time degree/certificate-seeking undergraduates in Part B

of the IC Header survey, you must report students of this type here. If this type of student is not enrolled and you

are receiving this message in error, you may contact the IPEDS Help Desk for assistance.

• If your institution reported that it does not enroll part-time, first-time degree/certificate-seeking undergraduates

in Part B of the IC Header survey, you are not expected to report this type of student here. If this type of student

is enrolled and you are receiving this message in error, you may contact the IPEDS Help Desk for assistance.

• If you reported First-time certificate-seeking students on this screen, you are also expected to report students

in the All Other category.

Note:

◦ Academic Reporters: Students should ONLY be considered First-time if they enrolled in the institution for

the first time in the fall of the current year (or the summer immediately preceding).

◦ Program Reporters: Students should ONLY be considered First-time if they enrolled in the institution for

the first time between August 1 and October 31 of the current year.

• If the percent of Total, part-time undergraduate students reported in the Race and ethnicity unknown

category is between 20 percent and 80 percent, then an explanation is required.

• If the percent of Total, part-time undergraduate students reported in the Race and ethnicity unknown

category is greater than 80 percent, then a fatal error will occur.

• For each gender category, the total number of First-time certificate-seeking students is expected to be within

a certain range of the prior year value, as outlined below:

◦ If the total number of First-time certificate-seeking students reported in the prior year is less than or

equal to 25, then the current year value is expected to be between 1 and 30.

◦ If the total number of First-time certificate-seeking students reported in the prior year is between 26

and 100, then the current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of First-time certificate-seeking students reported in the prior year is between 101

and 500, then the current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of First-time certificate-seeking students reported in the prior year is greater than

500, then the current year value is expected to be with a 20% range of the prior year value.

• For each gender category, the total number of part-time undergraduate students is expected to be within a

certain range of the prior year value, as outlined below:

◦ If the total number of part-time undergraduate students reported in the prior year is less than or

equal to 25, then the current year value is expected to be between 1 and 30.

◦ If the total number of part-time undergraduate students reported in the prior year is between 26 and

100, then the current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of part-time undergraduate students reported in the prior year is between 101 and

500, then the current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of part-time undergraduate students reported in the prior year is greater than

500, then the current year value is expected to be with a 20% range of the prior year value.

Fall Enrollment by Distance Education, Page 1

Applicable to private non-degree-granting institutions
On this screen, you must report the number of All undergraduate Students enrolled at the institution for each of the following

categories:

• Enrolled exclusively in distance education courses

• Enrolled in some but not all distance education courses

• Not enrolled in any distance education courses

Based on the data entered, the system will calculate the total of all distance education categories. The total from Part A is

displayed for your reference.

The system will perform the following edits on the data entered:

• If your institution reported offering distance education opportunities in this year's Institutional Characteristics survey,

then the total number of students reported for Enrolled exclusively in distance education courses and Enrolled in

some but not all distance education courses is expected to be greater than 0.

• If your institution reported NOT offering distance education opportunities in this year's Institutional Characteristics

survey, then the total number of students reported for Enrolled exclusively in distance education courses and

Enrolled in some but not all distance education courses is expected to be 0.

• If your institution reported that all programs are offered via distance education in this year's Institutional

Characteristics survey, then the total number of students reported for Enrolled in some but not all distance

education courses and Not enrolled in any distance education courses is expected to be 0.

• The calculated Total number of students reported for all distance education categories must be equal to the Total

from Part A.

Fall Enrollment by Distance Education, Page 2

Applicable to private non-degree-granting institutions

On this screen, you must report the number of All undergraduate Students exclusively enrolled in distance education

courses for each of the following location categories:

• Located in the state/jurisdiction of [state/jurisdiction where institution is located]

• Located in the U.S. but not in [state/jurisdiction where institution is located]

• Located in the U.S. but state unknown

• Located outside the U.S.

The total number of students Enrolled exclusively in distance education courses from Fall Enrollment by Distance

Education, Page 1 is displayed for your reference. Based on the data entered, the system will calculate the number of

students whose location is unknown/unreported.

The system will perform the following edits on the data entered:

• If you report All Undergraduate Students in the same location category, then an explanation error will occur.

• The calculated value for Location unknown/unreported cannot be a negative number. Please correct your values

so that the total is not greater than the preloaded Total students exclusively enrolled in distance education from

Distance Education, Page 1.

Full-Time Public non-degree-granting Undergraduate Students

Applicable to public non-degree-granting institutions that reported full-time undergraduate student enrollment in the

IC Header survey

On this screen, you must report the number of First-time certificate-seeking, Other certificate-seeking, and Noncertificate-seeking full-time undergraduate students enrolled in creditable courses at the institution for each

applicable race/ethnicity and gender category.

Based on the data entered, the system will calculate the grand total number of full-time undergraduate students

(degree/certificate-seeking + non-degree/non-certificate-seeking) enrolled for credit by race/ethnicity and gender.

In addition, for each column of data, the system will calculate the total number of men, total number of women, and grand total

(men + women) enrolled for credit by student type.

The system will perform the following edits on the data entered:

• The calculated grand total (men + women) for Total full-time undergraduate students must be greater than

0.

• If your institution reported that it enrolls full-time, first-time degree/certificate-seeking undergraduates in Part B

of the IC Header survey, you must report students of this type here. If this type of student is not enrolled and you

are receiving this message in error, you may contact the IPEDS Help Desk for assistance.

• If your institution reported that it does not enroll full-time, first-time degree/certificate-seeking undergraduates in

Part B of the IC Header survey, you are not expected to report this type of student here. If this type of student is

enrolled and you are receiving this message in error, you may contact the IPEDS Help Desk for assistance.

• If you reported First-time certificate-seeking students on this screen, you are also expected to report Other

certificate-seeking and/or Non-certificate-seeking students.

Note:

◦ Academic Reporters: Students should ONLY be considered First-time if they enrolled in the institution for

the first time in the fall of the current year (or the summer immediately preceding).

◦ Program Reporters: Students should ONLY be considered First-time if they enrolled in the institution for

the first time between August 1 and October 31 of the current year.

• If the percent of Total, full-time undergraduate students reported in the Race and ethnicity unknown

category is between 20 percent and 80 percent, then an explanation is required.

• If the percent of Total, full-time undergraduate students reported in the Race and ethnicity unknown

category is greater than 80 percent, then a fatal error will occur.

• For each gender category, the total number of First-time certificate-seeking students is expected to be within

a certain range of the prior year value, as outlined below:
◦ If the total number of First-time certificate-seeking students reported in the prior year is less than or

equal to 25, then the current year value is expected to be between 1 and 30.

◦ If the total number of First-time certificate-seeking students reported in the prior year is between 26

and 100, then the current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of First-time certificate-seeking students reported in the prior year is between 101

and 500, then the current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of First-time certificate-seeking students reported in the prior year is greater than

500, then the current year value is expected to be with a 20% range of the prior year value.

• For each gender category, the total number of full-time undergraduate students is expected to be within a

certain range of the prior year value, as outlined below:

◦ If the total number of full-time undergraduate students reported in the prior year is less than or

equal to 25, then the current year value is expected to be between 1 and 30.

◦ If the total number of full-time undergraduate students reported in the prior year is between 26 and

100, then the current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of full-time undergraduate students reported in the prior year is between 101 and

500, then the current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of full-time undergraduate students reported in the prior year is greater than 500,

then the current year value is expected to be with a 20% range of the prior year value.

Part-Time Public non-degree-granting Undergraduate Students

Applicable to public non-degree-granting institutions that reported part-time undergraduate student enrollment in the

IC Header survey

On this screen, you must report the number of First-time certificate-seeking, Other certificate-seeking, and Noncertificate-seeking part-time undergraduate students enrolled in creditable courses at the institution for each applicable

race/ethnicity and gender category.

Based on the data entered, the system will calculate the grand total number of part-time undergraduate students

(degree/certificate-seeking + non-degree/non-certificate-seeking) enrolled for credit by race/ethnicity and gender.

In addition, for each column of data, the system will calculate the total number of men, total number of women, and grand total

(men + women) enrolled for credit by student type.

The system will perform the following edits on the data entered:

• The calculated grand total (men + women) for Total part-time undergraduate students must be greater than

0.

• If your institution reported that it enrolls part-time, first-time degree/certificate-seeking undergraduates in Part B

of the IC Header survey, you must report students of this type here. If this type of student is not enrolled and you

are receiving this message in error, you may contact the IPEDS Help Desk for assistance.

• If your institution reported that it does not enroll part-time, first-time degree/certificate-seeking undergraduates

in Part B of the IC Header survey, you are not expected to report this type of student here. If this type of student

is enrolled and you are receiving this message in error, you may contact the IPEDS Help Desk for assistance.

• If you reported First-time certificate-seeking students on this screen, you are also expected to report Other

certificate-seeking and/or Non-certificate-seeking students.

Note:

◦ Academic Reporters: Students should ONLY be considered First-time if they enrolled in the institution for

the first time in the fall of the current year (or the summer immediately preceding).

◦ Program Reporters: Students should ONLY be considered First-time if they enrolled in the institution for

the first time between August 1 and October 31 of the current year.

• If the percent of Total, part-time undergraduate students reported in the Race and ethnicity unknown

category is between 20 percent and 80 percent, then an explanation is required.

• If the percent of Total, part-time undergraduate students reported in the Race and ethnicity unknown

category is greater than 80 percent, then a fatal error will occur.

• For each gender category, the total number of First-time certificate-seeking students is expected to be within

a certain range of the prior year value, as outlined below:

◦ If the total number of First-time certificate-seeking students reported in the prior year is less than or

equal to 25, then the current year value is expected to be between 1 and 30.

◦ If the total number of First-time certificate-seeking students reported in the prior year is between 26

and 100, then the current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of First-time certificate-seeking students reported in the prior year is between 101

and 500, then the current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of First-time certificate-seeking students reported in the prior year is greater than

500, then the current year value is expected to be with a 20% range of the prior year value.

• For each gender category, the total number of part-time undergraduate students is expected to be within a

certain range of the prior year value, as outlined below:

◦ If the total number of part-time undergraduate students reported in the prior year is less than or

equal to 25, then the current year value is expected to be between 1 and 30.

◦ If the total number of part-time undergraduate students reported in the prior year is between 26 and

100, then the current year value is expected to be with a 40% range of the prior year value.

◦ If the total number of part-time undergraduate students reported in the prior year is between 101 and

500, then the current year value is expected to be with a 30% range of the prior year value.

◦ If the total number of part-time undergraduate students reported in the prior year is greater than

500, then the current year value is expected to be with a 20% range of the prior year value.

Fall Enrollment by Distance Education, Page 1

Applicable to public non-degree-granting institutions
On this screen, you must report the number of Degree/Certificate-seeking and Non-Degree/Certificate-seeking

undergraduate students enrolled at the institution for each of the following categories:

• Enrolled exclusively in distance education courses

• Enrolled in some but not all distance education courses

• Not enrolled in any distance education courses

Based on the data entered, the system will calculate the total of all distance education categories by degree/certificateseeking status. Totals from Part A are displayed for your reference.

The system will perform the following edits on the data entered:

• If your institution reported offering distance education opportunities in this year's Institutional Characteristics survey,

then the total number of students reported for Enrolled exclusively in distance education courses and Enrolled in

some but not all distance education courses across all status options is expected to be greater than 0.

• If your institution reported NOT offering distance education opportunities in this year's Institutional Characteristics

survey, then the total number of students reported for Enrolled exclusively in distance education courses

and Enrolled in some but not all distance education courses across all status options is expected to be 0.

• If your institution reported that all programs are offered via distance education in this year's Institutional

Characteristics survey, then the total number of students reported for Not enrolled in any distance education

courses is expected to be 0.

• For each degree-seeking status, the calculated Total number of students for all distance education categories must

be equal to the Total from Part A.

Fall Enrollment by Distance Education, Page 2

Applicable to public non-degree-granting institutions

On this screen, you must report the number of Degree/Certificate-seeking and Non-Degree/Certificate-seeking

undergraduate students exclusively enrolled in distance education courses for each of the following location categories:

• Located in the state/jurisdiction of [state/jurisdiction where institution is located]

• Located in the U.S. but not in [state/jurisdiction where institution is located]

• Located in the U.S. but state unknown

• Located outside the U.S.

For each degree/certificate seeking status, the total number of students Enrolled exclusively in distance education

courses from Fall Enrollment by Distance Education, Page 1 is displayed for your reference. Based on the data entered,

the system will calculate the number of students whose location is unknown/unreported.

The system will perform the following edits on the data entered:

• For each degree-seeking status, if you report all students under the same location category an explanation error will

occur.

• For each degree-seeking status, the calculated value for Location unknown/unreported cannot be a negative

number. Please correct your values so that the total of each status is not greater than the preloaded Total students

exclusively enrolled in distance education from Distance Education, Page 1.

Fall Enrollment Summary

This screen displays a summary of the data reported in Part A of this survey, including Total full-time students, Total parttime students, and Grand total, all students enrolled at the institution by race/ethnicity and gender. 

The system will perform the following edit on the data entered:

• The calculated Grand Total (men + women) enrolled must be greater than 0.

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Part B: Fall Enrollment by Age and Gender

In Part B you must report the number of students enrolled for credit at the institution by age distribution and gender for each

of the following student types (as applicable based on enrollment reported in the IC Header survey):

• Full-time undergraduate

• Part-time undergraduate

For each applicable type of student, the system will calculate the total number of students reported in Part B by gender and

subtract this value from the corresponding total from Part A to determine the number of students with Age

unknown/unreported.

The system will perform the following edits on the data entered for each applicable student type:

• If the number of Men reported is greater than 0, then you are expected to report enrollment for the

corresponding student type in Part A.

• If the number of Women reported is greater than 0, then you are expected to report enrollment for the

corresponding student type in Part A.

• For each gender category, the number of full-time undergraduate students with Age unknown/unreported

must be greater than or equal to 0.

Note: If this number is less than 0, it is because the sum of men and women from all age groups is greater than

the number of students reported for the corresponding student type in Part A. Corrections must be made to the

data in one or both parts to resolve the fatal error that will occur.

• For each gender category, the number of students with Age unknown/unreported must be less than 20% of

the number of students reported for the corresponding student type in Part A.

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Part C: Residence

Applicable to institutions that answered Yes to the Part C Selection screening question at the beginning of the

survey

Screening Question
You must answer Yes or No to the following screening question. The answer given here will determine which screens your

institution is shown.

• Did any of the first-time, degree/certificate-seeking undergraduate students reported in Part A enroll within 12

months of graduating from high school or receiving their GED?

The system will perform the following edit on the data entered:

• If your institution reported that you enroll full-time, first-time degree/certificate seeking undergraduate students

in Part B of the IC Header survey, then you are expected to respond Yes to the screening question above.

First-time Residence (3 screens)

Applicable to institutions that answered Yes to the Part C Screening Question

On these screens you must report the number of first-time, degree/certificate-seeking undergraduate students enrolled in the

institution (column 1), and the number of these students who enrolled within 12 months of graduating from high school or

receiving their GED (column 2) by State of residence when student was first admitted. This includes all states and US

territories, along with additional "State Unknown" and "Foreign Countries" categories, each with its own unique 2-digit FIPS

Code.

On the final screen in Part C, the system will calculate the number of students with Residence unknown/unreported (FIPS

Code 98) by subtracting the sum of all students entered in column 1 from the total number of first-time, degree/certificateseeking undergraduate students (full-time and part-time) reported in Part A.

The system will perform the following edits on the data entered:

• For each FIPS Code, the number of students reported in column 1 must be greater than the number of students

reported in column 2.

• The total number of students entered in column 2 must be greater than 0.

• The total number of students entered in column 2 must be greater than or equal to 20% of the total number of

students entered in column 1.

• The number of students with Residence unknown/unreported must be greater than or equal to 0.

Note: If this number is less than 0, it is because the total number of students entered in column 1 is greater

than the total number of first-time, degree/certificate-seeking undergraduate students (full-time and part-time)

reported in Part A. Corrections must be made to the data in one or both parts to resolve the fatal error that will

occur.

• The number of students with Residence unknown/unreported must be less than or equal to 20% of the total

number of first-time, degree/certificate-seeking undergraduate students (full-time and part-time) reported in Part

A.

Note: You must report state of residence for the maximum number of students possible. If you are unable to

provide at least 20% of residences, you must enter an explanation.

• If you reported residence data for First-time degree/certificate-seeking undergraduates in Part C, you are

also expected to report First-time undergraduate students (either full-time or part-time) in Part A.

• The number of students from State Unknown (FIPS Code 57) is expected to be less than or equal to 20% of the

total number of first-time, degree/certificate-seeking undergraduate students (full-time and part-time) reported in

Part A.

• Applicable to public institutions only. The total number of first-time, degree/certificate seeking undergraduate

students in your institution’s "home state" is expected to be greater than or equal to 20% of the total number of

first-time, degree/certificate-seeking undergraduate students (full-time and part-time) reported in Part A.

First-time Residence (3 screens)

Applicable to institutions that answered No to the Part C Screening Question

On these screens you must report the number of first-time, degree/certificate-seeking undergraduate students enrolled in the

institution (column 1) by State of residence when student was first admitted. This includes all states and US territories,

along with additional "State Unknown" and "Foreign Countries" categories, each with its own unique 2-digit FIPS Code.

On the final screen in Part C, the system will determine the number of students with Residence unknown/unreported (FIPS

Code 98) by subtracting the sum of all students entered in column 1 from the total number of first-time, degree/certificateseeking undergraduate students (full-time and part-time) reported in Part A.

The system will perform the following edits on the data entered:

• The number of students with Residence unknown/unreported must be greater than or equal to 0.

Note: If this number is less than 0, it is because the total number of students entered in column 1 is greater

than the total number of first-time, degree/certificate-seeking undergraduate students (full-time and part-time)

reported in Part A. Corrections must be made to the data in one or both parts to resolve the fatal error that will

occur.

• The number of students with Residence unknown/unreported must be less than or equal to 20% of the total

number of first-time, degree/certificate-seeking undergraduate students (full-time and part-time) reported in Part

A.

Note: You must report state of residence for the maximum number of students possible. If you are unable to

provide at least 20% of residences, you must enter an explanation.

• If you reported residence data for First-time degree/certificate-seeking undergraduates in Part C, you are

also expected to report First-time undergraduate students (either full-time or part-time) in Part A.

• The number of students from State Unknown (FIPS Code 57) is expected to be less than or equal to 20% of the

total number of first-time degree/certificate-seeking undergraduate students (full-time and part-time) reported in

Part A.

• Applicable to public institutions only. The total number of first-time, degree/certificate seeking undergraduate

students in your institution’s "home state" is expected to be greater than or equal to 20% of the total number of

first-time, degree/certificate-seeking undergraduate students (full-time and part-time) reported in Part A.

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Part E: Retention Rates
In Part E, you must report the retention rates for the Full-time, first-time cohort and the Part-time, first-time cohort.

Note: Academic reporters report retention data as of the institution's official fall reporting date or as of October 15. Program

reporters report retention data on students enrolled in the institution at any time between August 1 and October 31.

Full-time, first-time cohort retention

You must report the number of students in the Full-time, first-time Fall 2011 cohort (E1), as well as any Exclusions from

the cohort (E2). Once the screen is saved, the system will display the difference between the two in the Adjusted cohort

(E3) field.

In addition, the number of Students from Fall 2011 still enrolled plus students from Fall 2011 who completed their

program as of Fall 2012 (E4) must be reported in order to determine the Full-time, first-time Fall 2011 cohort retention

rate (E5) percentage.

The system will perform the following edits on the data entered:

• The Full-time, first-time Fall 2011 cohort (E1) is expected to be within a certain range of the Prior year

data, as outlined below:

◦ If the preloaded cohort for E1 is less than 25, then the current year amount must be between 0 and the

preloaded amount plus 10.

◦ If the preloaded cohort for E1 is between 25 and 99, then the current year amount must be within a 30%

range of that amount.

◦ If the preloaded cohort for E1 is between 100 and 499, then the current year amount must be within a

20% range of that amount.

◦ If the preloaded cohort for E1 is greater than or equal to 500, then the current year amount must be

within a 10% range of that amount.

• The full-time, first-time cohort entered must be less than or equal to the total number of full-time, first-time

students reported in last year's Fall Enrollment survey component.

• If the Full-time, first-time Fall 2011 cohort is greater than 0, then the Exclusions from the cohort must be

less than 50% of this value.

• If the Adjusted cohort is greater than 0 and E1 is greater than 5, then the number of Students from Fall 2011

cohort still enrolled as of Fall 2012 is expected to be greater than 0.

• The number of Students from Fall 2011 cohort still enrolled as of Fall 2012 (E4) must be less than the

Adjusted cohort.

• The number of students reported for E4 is expected to be greater than or equal to 15% of the Adjusted cohort.

• If the number of students reported for E4 is equal to the Adjusted cohort, then you must confirm a retention rate

of 100% for that cohort.

• If you reported enrollment for full-time, first-time students in last year's Fall Enrollment survey or this year's

Institutional Characteristics Header component, then you are expected to report full-time, first-time students on

this screen. If this type of student is not enrolled and you are receiving this message in error, you may contact

the IPEDS Help Desk for assistance.

• If you did not report enrollment for full-time, first-time students in last year's Fall Enrollment survey or this year's

Institutional Characteristics Header component, then you are not expected to report full-time, first-time students

on this screen. If this type of student is enrolled and you are receiving this message in error, you may contact the

IPEDS Help Desk for assistance.

• The value reported for E5 is expected to be within 15% of the prior year retention rate.

Part-time, first-time cohort retention

You must report the number of students in the Part-time, first-time Fall 2011 cohort (E6), as well as any Exclusions from

the cohort (E7). Once the screen is saved, the system will display the difference between the two in the Adjusted cohort

(E8) field.

In addition, the number of Students from Fall 2011 still enrolled plus students from Fall 2011 who completed their

program as of Fall 2012 (E9) must be reported in order to determine the Part-time, first-time Fall 2011 cohort retention

rate (E10) percentage.

The system will perform the following edits on the data entered:

• The Part-time, first-time Fall 2011 cohort (E6) is expected to be within a certain range of the Preloaded

cohort, as outlined below:

◦ If the preloaded cohort for E6 is less than 25, then the current year amount must be between 0 and the

preloaded amount plus 10.

◦ If the preloaded cohort for E6 is between 25 and 99, then the current year amount must be within a 30%

range of that amount.

◦ If the preloaded cohort for E6 is between 100 and 499, then the current year amount must be within a

20% range of that amount.

◦ If the preloaded cohort for E6 is greater than or equal to 500, then the current year amount must be

within a 10% range of that amount.

• The part-time, first-time cohort entered must be less than or equal to the total number of part-time, first-time

students reported in last year's Fall Enrollment survey component.

• If the Part-time, first-time Fall 2011 cohort is greater than 0, then the Exclusions from the cohort must be

less than 50% of this value.

• If the Adjusted cohort is greater than 0 and E6 is greater than 5, then the number of Students from Fall 2011

cohort still enrolled as of Fall 2012 is expected to be greater than 0.

• The number of Students from Fall 2011 cohort still enrolled as of Fall 2012 (E9) must be less than the

Adjusted cohort.

• If the number of students reported for E9 is equal to the Adjusted cohort, then you must confirm a retention

rate of 100% for that cohort.
• If you reported enrollment for part-time, first-time students in last year's Fall Enrollment survey or this year's

Institutional Characteristics Header component, then you are expected to report part-time, first-time students on

this screen. If this type of student is not enrolled and you are receiving this message in error, you may contact

the IPEDS Help Desk for assistance.

• If you did not report enrollment for part-time, first-time students in last year's Fall Enrollment survey or this

year's Institutional Characteristics Header component, then you are not expected to report part-time, first-time

students on this screen. If this type of student is enrolled and you are receiving this message in error, you may

contact the IPEDS Help Desk for assistance.

• The value reported for E10 is expected to be within 15% of the prior year retention rate.

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Part F: Student-to-Faculty Ratio

On this screen, you must report your institution's Student-to-faculty ratio (e.g., student-to-instructional staff ratio) for Fall

2012 using the ratio format provided. Additional resources are available, including the prior year student-to-faculty ratio, and a

worksheet for assistance in determining your institution’s student-to-faculty ratio.

Note: The student-to-faculty ratio and any accompanying context provided on this screen will be displayed on College

Navigator.

The system will perform the following edits on the data entered:

• The ratio entered here is expected to be greater than 0 to 1.

• If the ratio entered is greater than 50 to 1, then a fatal error will occur.

• The ratio entered must be within a certain range of the prior year amount, as outlined below:

◦ If the prior year amount entered is between 0 and 10 to 1, then the current year amount must be within 5

integers of that amount.

◦ If the prior year amount entered is greater than 10 to 1, then the current year amount must be within a

50% range of that amount.

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