F-1

Appendix F

Respondent Communication Materials –

Institutions and Students

Note: The materials included in this appendix reference the field test study to be conducted in 2015.

These materials will also be updated for use during for the full-scale study.

BROCHURE TEXT...................................................................................................................................................2

STUDENT LEAD LETTER .......................................................................................................................................4

PARENT LETTER ....................................................................................................................................................5

INCENTIVE LETTER................................................................................................................................................6

DATA COLLECTION E-MAIL...................................................................................................................................7

E-MAIL REMINDER 1 - EXAMPLE..........................................................................................................................8

E-MAIL REMINDER 2 - EXAMPLE..........................................................................................................................9

E-MAIL REMINDER 3 - EXAMPLE........................................................................................................................10

E-MAIL REMINDER 4 - EXAMPLE........................................................................................................................11

E-MAIL REMINDER 5 - EXAMPLE........................................................................................................................12

E-MAIL REMINDER 6 - EXAMPLE........................................................................................................................13

REINTERVIEW REMINDER LETTER/EMAIL FOR CATI COMPLETES ..............................................................14

REINTERVIEW LETTER/EMAIL FOR WEB COMPLETES...................................................................................15

EXAMPLE OF TYPE OF STUDENT RECORD INSTRUCTIONS THAT WILL BE PROVIDED TO INSTITUTIONS

................................................................................................................................................................................16

STUDENT RECORDS REQUEST LETTER TO INSTITUTION COORDINATOR ................................................19

POSTSECONDARY DATA PORTAL FREQUENTLY ASKED QUESTIONS (FAQS)...........................................21

NPSAS:2016 STUDENT RECORDS FREQUENTLY ASKED QUESTIONS (FAQS)...........................................23

ONLINE POSTING ABOUT THE NCES POSTSECONDARY DATA PORTAL ....................................................26

SCREENSHOT OF POSTSECONDARY DATA PORTAL TASK MENU...............................................................27

DISCLOSURE NOTICE FOR NPSAS....................................................................................................................28

STUDENT RECORDS REMINDER EMAIL 1 TO INSTITUTION COORDINATOR ..............................................29

STUDENT RECORDS REMINDER EMAIL 2 TO INSTITUTION COORDINATOR ..............................................30
F-2

BROCHURE TEXT

What is NPSAS?

The National Postsecondary Student Aid Study (NPSAS) field test is a national survey of approximately

4,500 undergraduate and graduate students who were enrolled during the 2014-2015 academic year. In 

order to have a complete picture of the costs and benefits of postsecondary education, it is important that 

we include students from a wide variety of schools and backgrounds.

NPSAS will collect information about students’ enrollment and employment history, income and 

educational expenses, and future plans. We also collect financial aid, student record, and related 

information from your institution and other sources, such as student loan databases and admissions 

testing agencies.

Why am I being asked to participate?

You are being asked to participate in NPSAS because you were enrolled in postsecondary education 

during the 2014-2015 academic year. Postsecondary education is any education beyond high school, 

including career and technical school, college, and graduate school.

Why is my participation important?

Your survey responses help educators, researchers, and policymakers at the local, state, and national 

levels understand national trends in enrollment patterns, education goals, employment, and backgrounds 

of students who pursue education after high school. Your experiences are unique, and if you choose not 

to participate in NPSAS, no one else can be substituted for you.

Did you know? About 71 percent of all undergraduates received some form of financial aid in the 2011-

2012 school year. Nearly 60 percent of undergraduates received grant aid, and 42 percent took out loans 

to pay for their education.

What happens to the results?

As with results from previous rounds of NPSAS, results from the current study are scheduled to be 

released in [spring 2017] and will be posted on the NCES website (http://nces.ed.gov/surveys/npsas/) as 

soon as they are available. Your responses will be combined with those of other students and will be 

presented in summary form only. No individually-identifying information will be published.
F-3

Researchers will use NPSAS data to explore a wide variety of topics, including student loan debt and 

persistence in postsecondary education.

Who is conducting NPSAS?

The 2015-16 National Postsecondary Student Aid Study is conducted under the authority of the Higher 

Education Opportunity Act (HEOA) of 2008 (20 U.S.C. § 1015) and the Education Sciences Reform Act 

(ESRA) of 2002 (20 U.S.C. § 9543), which authorize NCES to collect and disseminate information about 

education in the United States.

NPSAS data are being collected under contract by RTI International, a nonprofit research organization 

based in North Carolina.

How will my information be protected?

NCES is required to follow strict procedures to protect personal information in the collection, reporting, 

and publication of data. All individually identifiable information supplied by individuals or institutions may 

be used only for statistical purposes and may not be disclosed or used in identifiable form for any other 

purpose, except as required by law (20 U.S.C. § 9573).

Data security procedures for NPSAS:16 are reviewed and approved by NCES data security staff. Your 

answers are secured behind firewalls and are encrypted during internet transmission using Secure 

Sockets Layer (SSL) protocol. All data entry modules are password protected and require the user to log 

in before accessing confidential data. Project staff is subject to large fines or imprisonment if individual 

responses are disclosed.

How do I participate?

You can complete the NPSAS interview online or over the phone.

ONLINE

Log onto the study website at https://surveys.nces.ed.gov/npsas/ using the Study ID and password 

provided in your welcome letter. The survey is mobile-optimized, so it can be easily completed on a 

mobile device.

OVER THE PHONE

Call our Help Desk at 1-877-677-2766 to speak to one of our professional interviewers.

Contact Us

NPSAS HELP DESK

1-877-677-2766

npsas@rti.org

https://surveys.nces.ed.gov/npsas/

Jennifer Wine, Ph.D.

NPSAS Project Director (RTI)

jennifer@rti.org

1-877-225-8470

Tracy Hunt-White, Ph.D.

NPSAS Project Officer (NCES)

tracy.hunt-white@ed.gov

1-202-502-7438
F-4

STUDENT LEAD LETTER

NPSAS

Endorsed by

American Association of

Collegiate Registrars and

Admissions Officers

American Association of 

Community Colleges

American Association of State 

Colleges and Universities

American Council on Education

Association for Institutional 

Research

Association of American Colleges 

and Universities

Association of Catholic Colleges 

and Universities

Association of Private Sector 

Colleges and Universities

Association of Public and

Land-Grant Universities

Association of Schools of Allied 

Health Professions

The Carnegie Foundation for the 

Advancement of Teaching

The College Board

Council of Graduate Schools

The Council of Independent 

Colleges

Hispanic Association of Colleges 

and Universities

Midwestern Higher Education 

Compact

National Accrediting Commission 

of Cosmetology Arts and Sciences

National Association of College 

and University Business Officers

National Association for Equal 

Opportunity in Higher Education

National Association of 

Independent Colleges and 

Universities

National Association of Student 

Financial Aid Administrators

New England Board of Higher 

Education

Southern Regional Education 

Board

State Higher Education Executive 

Officers

The United Negro College Fund

Western Interstate Commission 

for Higher Education

February 10, 2015

«casenamenosuffixALLCAPS»

«addr1»

«addr2»

«city», «state» «zip»

Dear «casenamenosuffix»:

I am writing to inform you that you have been selected to participate in the 2015-16 National 

Postsecondary Student Aid Study (NPSAS) field test, an important study that will help determine how 

students and their families meet the cost of education beyond high school.

Students from all types of institutions and all financial situations have been randomly selected for NPSAS. 

Many types of students are selected for NPSAS, ranging from first-time students to doctoral students, 

even if they are no longer enrolled in postsecondary education. Your survey responses will represent 

other students enrolled at <Duke University> who were not selected to participate in NPSAS. Therefore, 

your participation is critical to the success of the study.

If you complete the survey, you will receive $<incamt> as a token of our appreciation.

To complete the mobile-optimized survey:

1. Go to: https://surveys.nces.ed.gov/npsas/.

2. Type the Study ID and password (provided below) on the Home/Login page.

3. Click “Login” to begin the survey.

Please complete the survey by March 10, 2015.

On average, the survey takes about <time> minutes to complete, depending on your answers. Your 

participation in this study is voluntary and will not affect any aid or other benefits you receive.

The enclosed brochure answers many common questions about the study and contains additional 

information on laws and procedures that protect the confidentiality of your responses. If you have 

questions about the study, or prefer to complete the survey over the phone, call the NPSAS help desk at 

1-877-NPSAS-NOW (1-877-677-2766), or send an e-mail to npsas@rti.org. You can also learn more by 

visiting the study website at https://surveys.nces.ed.gov/npsas/.

I thank you in advance for your participation in this important study. Your cooperation is greatly 

appreciated.

Sincerely,

Peggy G. Carr

Associate Commissioner

National Center for Education Statistics

Enclosures

Study ID: «caseID»

Password: «password»m

To complete the NPSAS survey:

https://surveys.nces.ed.gov/npsas/

Your Study ID: «caseID»

Your password: «password»m

«panelinfo» / «controlID»
F-5

PARENT LETTER

March 10, 2015

Parent or Guardian of «casenamenosuffix»

«addr1»

«addr2»

«city», «state» «zip»

Dear Parent or Guardian,

We are pleased to inform you that your student, «casenamenosuffix», has been selected to participate in the 2015-16 

National Postsecondary Student Aid Study (NPSAS) field test, an important study that will help determine how students and 

their families meet the cost of education beyond high school.

Approximately 4,500 students from about 300 schools across the nation have been selected to participate in NPSAS. Students 

are being asked to complete a survey about their enrollment during the 2014-2015 academic year, including questions about 

[fname]’s degree, field of study, financial aid, employment while enrolled, educational experiences, and background. The 

survey only takes about <time> minutes, and «fname» will receive $<incamt> as a token of our appreciation for 

participating.

NPSAS is sponsored by the National Center for Education Statistics, part of the U.S. Department of Education. RTI 

International, an independent nonprofit research organization based in North Carolina, is conducting NPSAS data collection

for NCES. Participation in NPSAS is voluntary and will not affect any aid or benefits [fname] may receive.

[Fname]’s responses are important to ensure that the results of NPSAS accurately reflect the circumstances of all types of 

students. Please help us today by encouraging «fname» to participate, and by calling the NPSAS Help Desk at 1-877-677-

2766 to provide us with a phone number or email address that we can contact «fname». The survey is mobile-optimized 

and can be completed online or over the phone.

The enclosed brochure provides more information about the study, including information about confidentiality procedures. If 

you have any questions about NPSAS, please visit the NPSAS website at https://surveys.nces.ed.gov/npsas/, call the NPSAS 

Help Desk toll-free at 1-877-677-2766, or email npsas@rti.org.

I thank you in advance for your cooperation in this important research.

Sincerely,

Peggy G. Carr

Associate Commissioner

National Center for Education Statistics

Enclosures
F-6

INCENTIVE LETTER

March 25, 2015

«casename»

«addr1»

«addr2»

«city», «state» «zip»

Dear «casename»:

On behalf of the National Center for Education Statistics in the U.S. Department of Education’s Institute 

of Education Sciences and the staff of the 2015-16 National Postsecondary Student Aid Study field test 

(NPSAS), we would like to thank you for completing your NPSAS survey. Your participation in this study is 

very important to its success. IF CHECK: [Enclosed you will find a check for $<incamt>].

IF SM AGREED TO REINTERVIEW: [We would also like to thank you for agreeing to complete the Quality 

Control Interview. We will contact you soon when your Quality Control Interview is available.]

Please do not hesitate to contact us directly at 1-877-677-2766 if we can provide any additional 

information or assistance.

Again, thank you for your time and willingness to participate.

Sincerely,

Jennifer Wine, Ph.D. Tracy Hunt-White, Ph.D.

Project Director, NPSAS Project Officer, NPSAS

RTI International National Center for Education Statistics

FS310/62483/1004

Study ID: «caseID»
F-7

DATA COLLECTION E-MAIL

SUBJECT: The National Postsecondary Student Aid Study (NPSAS)

Congratulations [FNAME], you have been selected to participate in the 2015-16 National Postsecondary 

Student Aid Study (NPSAS) field test, an important study that will help determine how students and their 

families meet the cost of education beyond high school.

For your participation in NPSAS, we are asking you to complete a mobile-optimized survey. The survey 

will take about [time] minutes to complete, depending on your answers.

Click here to start your survey on our secure website.

If you complete the survey, you will receive $[incamt] as a token of our appreciation [ - payable by 

PayPal or check]. Please complete the survey by [March 10, 2015].

If you’d like more information about NPSAS, visit the study website at 

https://surveys.nces.ed.gov/npsas/, or call the NPSAS Help Desk at 1-877-NPSAS-NOW (1-877-677-

2766). You can also complete the survey over the phone if you prefer.

Thank you for helping to make NPSAS a success.

Jennifer Wine, Ph.D. Tracy Hunt-White, Ph.D.

Project Director, NPSAS Project Officer, NPSAS

RTI International National Center for Education Statistics

jennifer@rti.org tracy.hunt-white@ed.gov

877-225-8470 202-502-7438

You can log in at https://surveys.nces.ed.gov/npsas/ using the Study ID and password provided below.

Study ID = [case id]

Password = [password]e
F-8

E-MAIL REMINDER 1 - EXAMPLE

SUBJECT LINE; The NPSAS Survey Needs Your Participation

[Fname], we still need you for NPSAS to be a success!

I noticed that you haven’t yet participated in the 2015-16 National Postsecondary Student Aid Study 

(NPSAS) field test. As a [student type], your participation is critical to the success of the study, so I hope 

you will participate soon. As a reminder, the survey is mobile-optimized and can be done completely 

online, and you’ll receive $<incamt> for participating [, payable by PayPal or check].

I understand that you may have questions or concerns about NPSAS – and we’re here to help! I’ve listed 

the answers to some of the most frequently asked questions about NPSAS below.

How can I participate in NPSAS?

It’s easy! Just [click here] to start to online survey, or go to https://surveys.nces.ed.gov/npsas/ and log 

in:

Study ID: [caseid]

Password: [password]

Or, complete the survey over the phone at 1-877-677-2766.

I’m enrolled in [graduate school]. Can I participate in NPSAS?

Yes! NPSAS includes students enrolled in all levels of postsecondary education, including [graduate and 

professional schools.] Your participation is important to making sure that the NPSAS results represent all 

types of students.

What if I don’t have time to complete the entire survey right now?

No problem! You can start the survey now and finish it later – you’ll pick up right where you left off.

If you have other questions, please contact the NPSAS Help Desk at 1-877-677-2766 or email us at 

npsas@rti.org. Thank you in advance for making NPSAS a success.

Jennifer Wine, Ph.D.

Project Director, NPSAS

RTI International
F-9

E-MAIL REMINDER 2 - EXAMPLE

SUBJECT: NPSAS Data Collection Continues...

...and it won’t be a success without you, [FNAME]!

Data collection for the 2015-16 National Postsecondary Student Aid Study (NPSAS) field test continues! 

The survey – which can easily be completed on your mobile device - takes approximately [time] 

minutes to complete, and when you complete your survey, you will receive $<incamt> as a token of 

our appreciation [, payable by PayPal or check].

To access the online survey on our secure website, click here.

Need help accessing the online survey? Prefer to complete the survey by telephone? Please call our Help

Desk at 1-877-677-2766.

Thank you in advance for your participation in this very important study.

Sincerely,

Jennifer Wine, Ph.D.

Project Director, NPSAS

RTI International

Your secure login credentials:

https://surveys.nces.ed.gov/npsas/

Study ID: [caseid]

Password: [password]
F-10

E-MAIL REMINDER 3 - EXAMPLE

SUBJECT: Don’t Forget to Complete Your NPSAS Survey!

[FName], start it on your mobile device today!

We still need you to participate in the 2015-16 National Postsecondary Student Aid Study (NPSAS) field 

test for the U.S. Department of Education.

It only takes about <time> minutes and, once you’ve completed the survey, you’ll receive $<incamt>[, 

payable by PayPal or check]! Click here to get started right away!

You can complete the survey by phone by calling 1-877-677-2766, and find more information on the 

study website at https://surveys.nces.ed.gov/npsas/.

Thanks!

Jennifer Wine, Ph.D.

Project Director, NPSAS

RTI International

jennifer@rti.org

877-225-8470

YOUR SECURE LOGIN CREDENTIALS:

https://surveys.nces.ed.gov/npsas/

Study ID: [caseid]

Password: [password]
F-11

E-MAIL REMINDER 4 - EXAMPLE

SUBJECT: Don’t Delay! Participate in NPSAS Today!

We’ve been contacting you and other students at [NPSAS school] about participating in NPSAS, [Fname]!

NPSAS is an important study that will help policymakers understand the experiences of students 

enrolled in education after high school.

We know that you have a lot of demands on your time, but we need your help to make sure that the 

study is representative of all types of students. The survey takes only [time] minutes to complete, and 

we will send you $incamt for doing it -- just click here to get started!

You can also log in at our secure website:

https://surveys.nces.ed.gov/npsas/

Study ID: <caseID>

Password: <password>

Call 1-877-677-2766 to get more information about NPSAS or complete the survey by phone.

Thank you for considering participating in this important study. We hope you will – NPSAS won’t be the 

same without you.

Thanks!

Jennifer Wine, Ph.D.

Project Director, NPSAS

RTI International

jennifer@rti.org
F-12

E-MAIL REMINDER 5 - EXAMPLE

SUBJECT: NPSAS Needs You

[FName], NPSAS needs your help!

NPSAS only takes about <time> minutes and is easy to complete on your mobile device. And, when you 

complete the survey, you’ll receive $<incamt>[, payable by PayPal or check]!

To get started, just click here!

You can complete the survey by phone by calling 1-877-677-2766, and find more information on the 

study website at https://surveys.nces.ed.gov/npsas/.

Thanks!

Jennifer Wine, Ph.D.

Project Director, NPSAS

RTI International

jennifer@rti.org

877-225-8470

YOUR SECURE LOGIN CREDENTIALS:

https://surveys.nces.ed.gov/npsas/

Study ID: [caseid]

Password: [password]
F-13

E-MAIL REMINDER 6 - EXAMPLE

SUBJECT: Only You Can Make NPSAS A Success

NPSAS is easy to complete, <Fname>!

NPSAS can be completed on your mobile device! The survey only takes about <time> minutes. And, 

when you complete the survey, you’ll receive $<incamt>[, payable by PayPal or check]!

Click here to get started right away!

You can complete the survey by phone by calling 1-877-677-2766, and find more information on the 

study website at https://surveys.nces.ed.gov/npsas/.

Thanks!

Jennifer Wine, Ph.D.

Project Director, NPSAS

RTI International

jennifer@rti.org

877-225-8470

YOUR SECURE LOGIN CREDENTIALS:

https://surveys.nces.ed.gov/npsas/

Study ID: [caseid]

Password: [password]
F-14

REINTERVIEW REMINDER LETTER/EMAIL FOR CATI COMPLETES

«date»

«fname» «mname» «lname» «suffix» Study ID: «caseid»

«addr1» «panelinfo»

«addr2»

«city», «state» «zip»

Dear «fname» «lname»:

You may recall recently completing the National Postsecondary Student Aid Study (NPSAS) survey with a 

telephone interviewer. Thank you for your participation!

At the end of your survey, you were randomly selected for and agreed to participate in a quality control 

survey. This second survey will take just 10 to 15 minutes to complete and will determine how well our 

questions collected reliable information.

Please call 1-877-677-2766, provide our interviewer with the Study ID number listed below, and inform 

them that you are calling in reference to the quality control survey.

Study ID = «caseid»

If you have any questions or need assistance, you can call us toll-free at 1-877-225-8470 or e-mail us at 

npsas@rti.org.

If you have already received a telephone call and have completed this quality control survey, please 

disregard this message. Again, thank you for your time and willingness to participate.

Sincerely,

Jennifer S. Wine, Ph.D. Tracy Hunt-White, Ph.D.

Project Director, NPSAS Project Officer, NPSAS

RTI International National Center for Education Statistics
F-15

REINTERVIEW LETTER/EMAIL FOR WEB COMPLETES

«date»

«fname» «mname» «lname» «suffix» Study ID: «caseid»

«addr1» «panelinfo»

«addr2»

«city», «state» «zip»

Dear «fname» «lname»:

You may recall recently completing the National Postsecondary Student Aid Study (NPSAS) web survey.

Thank you for your participation!

At the end of your survey, you were randomly selected for and agreed to participate in a quality control 

web survey. This second survey will take only about 10 to 15 minutes to complete, and will determine 

how well our questions collected reliable information.

To complete the quality control survey, please log in to our secure website at 

https://surveys.nces.ed.gov/npsas/ using the Study ID and password provided below:

Study ID = «caseid»

Password = «password»

If you have any questions or need assistance, you can visit our web site at 

https://surveys.nces.ed.gov/npsas/, you can call us toll-free at 1-877-225-8470, or you can e-mail us at 

npsas@rti.org.

If you have already completed this quality control survey, please disregard this message.

Again, thank you for your time and willingness to participate.

Sincerely,

Jennifer S. Wine, Ph.D. Tracy Hunt-White, Ph.D.

Project Director, NPSAS Project Officer, NPSAS

RTI International National Center for Education Statistics
F-16

EXAMPLE OF TYPE OF STUDENT RECORD INSTRUCTIONS THAT WILL BE

PROVIDED TO INSTITUTIONS

From	NPSAS:12	Student	Record	Instructions

In	order	to	provide	student	records	for	the	National	Postsecondary	Student	Aid	Study	

(NPSAS),	you	will	need	to	access	the	secure	NPSAS	Student	Records	System	at	

https://surveys.nces.ed.gov/NPSASschool.	Log	in	using	the	username	and	password	printed	on	the	

letter	you	received	from	RTI	and	you	will	see	the	Data	Entry	Tasks	menu.

NOTE:	You	will	need	your	institution’s	username	and	password	each	time	you,	or	other	

users	at	your	institution,	log	in	to	the	website.	To	ensure	the	security	of	your	student	data,	it	is	

important	that	you	log	off	when	you	are	going	to	be	away	from	your	computer	and	when	you	are	

finished	with	a	data	entry	session.

Before	you	begin	providing	student	records	data,	we	need	to	collect	some	information	about	

your	institution,	including	term	start	and	end	dates,	types	of	placement	exams	for	entering	

students,	and	the	most	prevalent	institution	aid	programs.	From	the	Data	Entry	Tasks	menu,	click	

Provide	Institution	Information.	Then	click	on	each	of	the	buttons,	such	as	Term	Information	and	

Institution	Aid,	to	provide	your	institution’s	information,	then	click	Save	and	Continue.	When	you	

have	entered	information	in	all	three	sections,	click	the	Submit	button	on	the	Institution	

Information	page.	After	clicking	Submit,	the	information	can	be	viewed,	but	not	changed,	because	it	

is	then	loaded	into	the	student-level	component	of	the	system.	The	link	changes	to	View	Institution	

Information	and	the	Submit	button	disappears.	For	institutions	with	continuous	enrollment,	the	

Term	Information	button	will	be	disabled.

There	are	2	steps	for	providing	and	submitting	student	records	data.

1	Provide	Student	Records	Data

The	student-level	data	we	are	requesting	include	contacting	information,	budget,	enrollment	

during	the	study	year	(July	1,	2011-June	30,	2012),	and	financial	aid	awarded.	You	can	find	details	

on	what	data	NPSAS	needs	from	the	Forms/Instructions	link	on	the	NPSAS	website.

From	the	Data	Entry	Tasks	menu,	click	Provide	Student	Records	Data	to	route	to	the	Student	

Records	Data	page.	Data	can	be	provided	via	the	NPSAS	Student	Records	System	by	either	entering	

data	online	or	preparing	data	offline	and	then	uploading	completed	data	files.	Specifically,	there	are

four	options	to	choose	from,	described	below.

Entering	Student	Records	online

Option	A:	Case-Mode.	Enter	data	online	for	one	student	at	a	time.	Click	on	Case	Mode,	then	

select	a	student	and	a	section	to	begin	keying.	After	you	have	entered	those	data,	you can	set	the	

Navigate	Using	button	to	either	move	to	another	section	for	that	student	or	remain	in	the	section	

and	select	another	student.	Validation	can	be	performed	at	any	time	by	clicking	Validate.	This	will	

highlight	missing	data	as	well	as	data	values that	are	out	of	the	expected	range	or	type.

Option	B:	Grid-Mode.	Enter	data	online	for	multiple	students	at	a	time,	in	a	format	

resembling	a	spreadsheet.	Click	on	Grid	Mode	and	select	one	or	more	students	and	a	section	to	
F-17

begin	keying.	After	you	have	entered	those	data,	you	can	either	move	to	another	section	for	those	

students	or	select	other	students	in	the	same	section.	Some	fields	allow	you	to	cut	and	paste	data.	

Validation	can	be	performed	at	any	time	by	clicking	Save.	This	will	highlight	missing	data	as	well	as	

data	values	that	are	out	of	the	expected	range	or	type	and	list	these	issues	below	the	grid.

Preparing	Student	Records	offline	and	then	uploading	data	files

Option	C:	Upload	Data	Files	Created	From	Our	Excel	Template.	You	may	download	an	Excel	

template,	fill	in	the	requested	data,	and	then	upload	the	data.	There	is	a	button	on	the	Student	

Records	Data	page	to	request	the	template.	Because	it	must	be	customized	for	your	institution,	once	

you	request	it, the	file	will	be	prepared	overnight.	When	the	file	is	ready,	you	will	be	able	to	click	

Download	Your	Excel	Template	and	an	e-mail	will	be	sent	to	your	institution’s	NPSAS	coordinator	

to	alert	him/her.	You	will	need	to	enable	macros	so	that	the	validations	can	be	performed	and	so	

the	data	will	be	formatted	in	the	way	we	can	process.	If	you	need	assistance	enabling	macros,	

contact	the	Help	Desk	(information	below)	or	view	the	tutorial	available	from	the	

Forms/Instructions	link	on	the	study	website.	Each	of	the	four	Student	Records	sections	has	its	own	

worksheet	in	the	template	file.	If	you	key	in	the	data,	it	will	be	validated	as	you	enter	it.	If	you	cut	

and	paste,	the	data	will	not	be	checked	for	errors	until	you	click	Validate	or	upload	to	the	website.	

When	keying	is	complete,	click	Generate	Contact	Information	CSV	on	the	Contact	Information	

worksheet	of	the	template	and	note	where	the	file	that	is	created	will	be	saved.	Do	this	for	each	of	

the	worksheets.	Then,	click	Upload	on	the	Student	Records	Data	page	and	follow	the	instructions.

Option	D:	Upload Data	Files	a	Programmer	Creates.	A	programmer	can	create	and	upload	

four	data	files	following	the	specifications	that	are	accessed	from	the	Student	Records	Data	page.	

We	can	only	accept	comma	separated	values	(CSV)	formatted	files.	Institutions	with	programming	

capability	and	relatively	large	sample	sizes	may	prefer	this	option.	When	the	files	are	ready,	click	

Upload	on	the	Student	Records	Data	page	and	follow	the	instructions.

For	Option	C	and	Option	D,	when	a	file	is	uploaded, it	is	checked	for	errors	such	as	values	

outside	of	expected	ranges.	When	errors	are	detected,	they	are	displayed	onscreen.	Please	correct	

these	errors	before	attempting	to	upload	the	file	again.	The	Upload	Status	table	contains	indicators	

for	whether	the	file	was	uploaded	successfully	and	with	or	without	errors.

Regardless	of	the	way	in	which	you	provide	student	records	data,	you	may	review	and	edit	

your	data	onscreen	in	the	NPSAS	Student	Records	System	in	either	Case-Mode	or	Grid-Mode.

2	Finalize	and	Submit	Student	Records	Data

Review	Progress	and	Edit	Data.	When	you	click	Review	Summary	Data	on	the	Student	

Records	Data	page,	you	will	be	routed	to	the	Student	Records	Summary	page	where	each	student	

has	his/her	own	row	and	each	section	has	its	own	column.	Note	the	links	No	Data	and	Data	Saved	in	

the	four	section	columns	(e.g.,	Contact	Information).	No	Data	indicates	that	nothing	has	been	saved	

(or	uploaded)	for	the	section.	Please	review	these	carefully	before	locking	the	data	for	a	student.	

Data	Saved	indicates	that	the	section	has	been	accessed	and	the	Save	button	pushed	(or	that	one	or	

more	data	elements	were	uploaded),	but	does	not	necessarily	indicate	that	all	data	have	been	

provided.	If	you	need	to	edit	or	key	data,	click	on	the	No	Data	or	Data	Saved	link	to	route	to	Case-
F-18

Mode	for that	student	and	section	where	you	can	enter	or	edit	data	as	needed.	If	you	prefer	GridMode,	return	to	the	Student	Records	Data	page	and	select	Grid	Mode.

Change	Student	Study	Eligibility.	If	you	discover	that	a	student	does	not	meet	the	eligibility	

criteria	for	NPSAS	(found	by	clicking	the	criteria	on	the	Student	Records	Summary	page),	indicate	

this	by	unchecking	the	box	in	the	Student	is	Eligible	column	in	the	student’s	row.	Then	check	the	

box(es)	next	to	the	reason(s)	on	the	screen	that	appears	and	click	Mark	Ineligible.	This	action	will	

alert	us	to	not	expect	Student	Records	data	for	the	student.

Lock	Cases	(Students).	After	you	have	provided	and	validated	a	student’s	data,	you	will	need	

to	lock	the	case	by	clicking	Lock	in	the	Action	column	of	that	student’s	row. Locking	indicates	that	

the	data	for	that	student	are	final	and	ready	to	be	processed	by	RTI.	You	can	also	click	Lock	all	in	the	

column	header	to	indicate	that	all	available	data	have	been	provided	for	all	students.

Submit	Data.	When	you	have	provided	data	for	all	of	your	students	and	the	cases	are	locked,	

please	alert	us	by	clicking	the	Submit	(Process	My	Records)	button	on	the	Student	Records	Data	

page.	Clicking	the	button	will	generate	an	e-mail	to	your	institution’s	NPSAS	coordinator	confirming	

submission	of	the	data.

Additional	information	is	available	on	the	NPSAS	website,	including	a	tutorial	for	using	the	

system	from	the	Forms/Instructions	link. If	you	need	assistance,	please	contact	the	Help	Desk	tollfree	at	1-888-677-2741	or	via	e-mail at	NPSASrecords@rti.org
F-19

STUDENT RECORDS REQUEST LETTER TO INSTITUTION COORDINATOR

The text of the letter is also sent in an e-mail.

<date>

«salutation» «fname» «lname»

«Title»

«entity_name»

«phys_addr1»

«phys_addr2»

«phys_city», «phys_state» «phys_zip»

Your IPEDS UNITID: «entity_id»

Your password: «password»

Student Records Data Due: «expected_Date_curr»

Dear «salutation» «lname»,

Thank you for your continued participation in the 2015-16 National Postsecondary Student Aid Study 

(NPSAS) field test. We have finished processing the student enrollment file you provided, and have 

selected a random sample of [# sampled] students from your institution for participation in NPSAS. We 

now ask that you provide student record data for your sampled students using our secure Web 

application. Please complete the record abstraction and provide the requested data for these students 

on or before [DUE DATE]. We will send separate correspondence to the sampled students asking that 

they complete the NPSAS survey either online or by telephone interview.

We have developed an Internet-based Student Records System through which you (or someone on your 

staff) will be able to provide data for your selected students. The Student Records System is located on 

the same secure website that you have used for prior components of the study: 

https://surveys.nces.ed.gov/portal.

To assist you with the process of providing student record data, we have enclosed a Quick Guide to 

Providing Student Records Data describing how to access and use the Student Records software. You can 

find details on what data are needed for each sampled student from the Reference Materials page on 

the portal website. A list of your sampled students can also be found on the website, and you can easily 

print a hardcopy if you would like one.

There are three different methods available for providing the student data through the Student Records 

System:

 Case-mode – enter data online for one student at a time.

 Upload a data file created from our template – download an Excel template, fill in the requested 

data for all students, and upload the completed file.

 Upload data files created by an institution programmer – create and upload data files following 

the specifications on the portal website.
F-20

Please be assured that the security of your students’ data is of the utmost importance, and the Student 

Records software has been developed with this in mind. The system encrypts all data, with the latest 

technologies, before transmitting them over the Internet to NCES. In addition, access to the list of 

students (and to the forms used to enter their data) will require authentication using your IPEDS UNITID 

and unique password. They are printed near the top of this letter for your convenience. Please ensure 

that access is given only to those at your institution who will provide student records data.

Soon, we will call you to confirm your receipt of this material and the completion date for providing 

student records data. Help Desk staff will be available from 9:00 a.m. to 6:30 p.m. ET, Monday through 

Friday, to answer any questions you may have about the study or about using the Student Records 

System. You may contact the Help Desk at 1-855-500-1441, toll-free, or via e-mail at PortalHelp@rti.org.

Again, thank you for your continued participation in this important study.

Sincerely,

Jennifer Wine, Ph.D. Tracy Hunt-White, Ph.D.

Project Director, NPSAS Project Officer, NPSAS

RTI International National Center for Education Statistics

jennifer@rti.org tracy.hunt-white@ed.gov

1-855-500-1441 1-202-502-7438

Your institution’s response to the National Postsecondary Student 

Aid Study may be completed online at:

https://surveys.nces.ed.gov/portal

To access the Student Records System, log in using the IPEDS

UNITID below as your Username and enter the password below.

Your IPEDS UNITID: «entity_id»

Your password: «password»
F-21

POSTSECONDARY DATA PORTAL

FREQUENTLY ASKED QUESTIONS (FAQS)

1. Who is collecting these data?

The National Center for Education Statistics (NCES), in the United States Department of 

Education's Institute of Education Sciences, has contracted with RTI International to collect data 

for the studies that use this website. The studies are listed on the Home page. RTI International 

is an independent, nonprofit research organization located in Research Triangle Park, NC that 

was established as a joint action of the three major universities in North Carolina: University of 

North Carolina at Chapel Hill, North Carolina State University, and Duke University. RTI 

International began operations in 1958 and has provided contract support to NCES on 

postsecondary education research since 1971.

2. By what authority does NCES collect this information?

Congress has authorized (20 U.S.C. § 9543) the National Center for Education Statistics 

within the U.S. Department of Education to conduct these studies in compliance with the 

Education Sciences Reform Act of 2002 (20 U.S.C. § 9573), the Federal Statistical 

Confidentiality Order of 1997, the Privacy Act of 1974 (5 U.S.C. § 552a), and the E-Government 

Act of 2002. Each study has been approved by the U.S. Office of Management and Budget 

(OMB).

3. Do we need to have the student’s permission before providing this information?

No. Student or parental consent is not required for release of student record information 

for the purposes of these studies. The data request conforms fully to the requirements of the 

Family Educational Rights and Privacy Act of 1974 (FERPA) (34 CFR Part 99). Under FERPA’s 

general consent rule, NCES is authorized to obtain student level data from institutions for any 

study-eligible student, without prior consent, if the disclosure is to an organization conducting 

studies for, or on behalf of, NCES. Student data are subject to strict protections that are adhered 

to by NCES and its contractor organizations. You can review this legislation on the U.S. 

Department of Education's website at http://www2.ed.gov/policy/gen/reg/ferpa.

FERPA regulations also stipulate that all disclosures be reported in the student record, 

with an indication of who received the information and their legitimate interests in the 

information. For schools without electronic student record systems, a Disclosure Notice may 

also be printed after log in from the Reference Materials page. These notices fulfill the 

requirements of 34 CFR 99.32(a) pursuant to the Family Educational Rights and Privacy Act (20 

U.S.C. 1232g). Electronic student record systems will require the insertion of a similar 

statement.

4. Are the data secure when sending via the portal website?

Yes. Secure Sockets Layer (SSL) protocol is used to encrypt the data transmitted over 

the Internet. All data entry modules are password-protected and require users to log in before 

they are allowed access to confidential data. The system automatically logs the user out after 20 

minutes of inactivity. These safeguards prevent unauthorized access to the password-protected 

site.
F-22

The forms that gather data on the website require session cookies to run. RTI upholds 

the U.S. Department of Education's privacy policy with respect to the use of cookies. Web 

servers will send a cookie containing a unique session ID to the Web user in order to remember 

the user as he or she moves from page to page during a session. The cookie does not get 

written to the user's hard disk, nor does it contain personal data about the user. At the end of 

the session, the cookie is deleted when the user closes his/her browser. The most recent 

versions of Microsoft Internet Explorer, Google Chrome, and Mozilla Firefox allow for rejecting 

all cookies other than those required for session tracking.

5. What about confidentiality of the data collected?

Both NCES and RTI International follow strict procedures to protect the privacy and 

confidentiality of study participants. All project staff members have signed confidentiality 

agreements and affidavits of nondisclosure. Any data released to the public will be in aggregate 

form (e.g., statistical tables, graphs). Information obtained may be used only for statistical 

purposes and may not be disclosed or used in identifiable form for any other purpose, except as 

required by law (Education Sciences Reform Act of 2002, 20 U.S.C. § 9573).

6. How do we provide the data?

The data are submitted by either uploading a data file generated from your system or 

entering information into a web form or Excel template. After logging in, you will see a list of 

what is needed on the Postsecondary Data Portal Task Menu. You can click on any active menu 

option.

7. What assistance is available from RTI staff?

The Help Desk at RTI International is available to answer your questions about the 

studies and using this website. Please call 1-855-500-1441 or e-mail PortalHelp@rti.org with 

your concerns. Help Desk staff are available from 9:00 a.m. to 6:30 p.m. Eastern time, Monday -

Friday.
F-23

NPSAS:2016 STUDENT RECORDS

FREQUENTLY ASKED QUESTIONS (FAQS)

1. Who is collecting these data?

The National Center for Education Statistics (NCES), in the United States Department of 

Education's Institute of Education Sciences, has contracted with RTI International to collect data 

for the studies that use this website. The studies are listed on the Home page. RTI International 

is an independent, nonprofit research organization located in Research Triangle Park, NC that 

was established as a joint action of the three major universities in North Carolina: University of 

North Carolina at Chapel Hill, North Carolina State University, and Duke University. RTI 

International began operations in 1958 and has provided contract support to NCES on 

postsecondary education research since 1971.

2. By what authority does NCES collect this information?

Congress has authorized (20 U.S.C. § 9543) the National Center for Education Statistics 

within the U.S. Department of Education to conduct these studies in compliance with the 

Education Sciences Reform Act of 2002 (20 U.S.C. § 9573), the Federal Statistical 

Confidentiality Order of 1997, the Privacy Act of 1974 (5 U.S.C. 552a), and the E-Government 

Act of 2002. Each study has been approved by the U.S. Office of Management and Budget 

(OMB).

3. How was my institution selected?

The National Postsecondary Student Aid Study (NPSAS) scientifically samples 

institutions from all Title IV institutions included in the Integrated Postsecondary Education Data 

System (IPEDS). For the longitudinal studies, sample members have identified which institutions 

they attended when completing the student interview; this information may also come from other 

administrative data sources. Transcripts and financial aid records are collected from the 

postsecondary institutions attended by sample members.

4. Why is participation important?

The quality and affordability of postsecondary education are vital concerns for students 

and their families. The National Postsecondary Student Aid Study (NPSAS) is designed to 

describe how students meet the cost of education beyond high school and it provides 

comprehensive data on the enrollment status, education goals, employment, and demographic 

characteristics of postsecondary students.

The longitudinal studies collect data from transcripts, financial aid records, and/or student 

interviews to provide much-needed information on the course of study of today’s college 

students as they begin, leave, and re-enter postsecondary study, transfer between institutions, 

and complete programs at all levels of institutions. The combination of transcripts and other 

study data collected through interviews, file matching, and record abstraction affords 

researchers the opportunity to summarize the undergraduate and graduate paths taken by 

sample members and provides them with an important link between academic performance and 

outcomes.
F-24

5. Do we need to have the student’s permission before providing this information?

No. Student or parental consent is not required for release of student record information 

for the purposes of these studies. The data request conforms fully to the requirements of the 

Family Educational Rights and Privacy Act of 1974 (FERPA) (34 CFR Part 99). Under FERPA’s 

general consent rule, NCES is authorized to obtain student level data from institutions for any 

study-eligible student, without prior consent, if the disclosure is to an organization conducting 

studies for, or on behalf of, NCES. Student data are subject to strict protections that are adhered 

to by NCES and its contractor organizations. You can review this legislation on the U.S. 

Department of Education's website at http://www2.ed.gov/policy/gen/reg/ferpa.

FERPA regulations also stipulate that all disclosures be reported in the student record, 

with an indication of who received the information and their legitimate interests in the 

information. For schools without electronic student record systems, a Disclosure Notice may 

also be printed after log in from the Reference Materials page. These notices fulfill the 

requirements of 34 CFR 99.32(a) pursuant to the Family Educational Rights and Privacy Act (20 

U.S.C. 1232g). Electronic student record systems will require the insertion of a similar 

statement.

6. Are the data secure when sending via the portal website?

Yes. Secure Sockets Layer (SSL) protocol is used to encrypt the data transmitted over 

the Internet. All data entry modules are password-protected and require users to log in before 

they are allowed access to confidential data. The system automatically logs the user out after 20 

minutes of inactivity. These safeguards prevent unauthorized access to the password-protected 

site.

The forms that gather data on the website require session cookies to run. RTI upholds 

the U.S. Department of Education's privacy policy with respect to the use of cookies. Web 

servers will send a cookie containing a unique session ID to the Web user in order to remember 

the user as he or she moves from page to page during a session. The cookie does not get 

written to the user's hard disk, nor does it contain personal data about the user. At the end of 

the session, the cookie is deleted when the user closes his/her browser. The most recent 

versions of Microsoft Internet Explorer, Google Chrome, and Mozilla Firefox allow for rejecting 

all cookies other than those required for session tracking.

7. What about confidentiality of the data collected?

Both NCES and RTI International follow strict procedures to protect the privacy and 

confidentiality of study participants. All project staff members have signed confidentiality 

agreements and affidavits of nondisclosure. Any data released to the public will be in aggregate 

form (e.g., statistical tables, graphs). Information obtained may be used only for statistical 

purposes and may not be disclosed or used in identifiable form for any other purpose, except as 

required by law (Education Sciences Reform Act of 2002, 20 U.S.C. § 9573).
F-25

8. Where do I go for the information requested?

The information needed for each of the sampled students is typically collected from three 

distinct sources at your institution: the Admissions or Registrar’s Office, the Bursar’s or Business 

Office, and the Financial Aid Office. If you require assistance after reviewing the Quick Guide to 

Providing Student Records Data, please contact the Help Desk with your questions at 1-855-

500-1441, toll-free, or via e-mail at PortalHelp@rti.org.

9. How long does it take to collect student records data for NPSAS?

Our estimates indicate that providing the requested student records data will take about 

[{if field test}13 / {if full-scale} 20] hours on average. If you have any concerns with the amount 

of time it is taking you to provide the requested data, please call the Help Desk at 1-855-500-

1441, toll-free. RTI will work with you to successfully complete this data collection effort.

10. How do we provide the data?

There are three methods available for providing the student records data through the 

online NPSAS Student Records System: keying data into the system, filling in and then 

uploading an Excel template, or uploading data files created by an institution programmer.

11. Can I provide a data file instead of using the online data entry option?

Yes. You can download an Excel template to create the data file we need, or a 

programmer can create data files according to the specifications available on the Student 

Records Data page of the website. If you have questions, please contact the Help Desk at 1-

855-500-1441 or e-mail PortalHelp@rti.org.

12. Do I need to supply the student’s Social Security Number (SSN) in NPSAS Student 

Records if we already provided it on the student enrollment list?

No. If your institution provided each student’s SSN on the student enrollment list, it will be 

displayed in the Student Records System so that you can be sure you are entering data for the 

correct student. Please correct the SSN if needed. The student’s SSN is needed to perform file 

matches to other data sources, including the Central Processing System (CPS).

13. What assistance is available from RTI staff?

The Help Desk at RTI International is available to answer your questions about the 

studies and using this website. Please call 1-855-500-1441 or e-mail PortalHelp@rti.org with 

your concerns. Help Desk staff are available from 9:00 a.m. to 6:30 p.m. Eastern time, Monday -

Friday.
F-26

ONLINE POSTING ABOUT THE NCES POSTSECONDARY DATA PORTAL

Welcome to the NCES Postsecondary Data Portal

About this website

This website serves as a portal for institutions to provide data for studies sponsored by the National 

Center for Education Statistics (NCES), United States Department of Education. Each of the studies 

collects data that are used by NCES for reporting and analysis. Any data released to the public will 

be in aggregate form (e.g., statistical tables, graphs). Review the FAQs or log in to learn more. 

Background information on each study can be accessed from the Home page.

The Education Sciences Reform Act of 2002 (ESRA) (20 U.S.C. § 9543) authorizes NCES to collect 

and disseminate information about education in the United States. NCES is the primary federal 

entity for collecting and analyzing data related to education in the U.S. and other nations. NCES is 

located within the Institute of Education Sciences of the U.S. Department of Education. NCES fulfills 

a Congressional mandate to collect, collate, analyze, and report complete statistics on the condition 

of American education; conduct and publish reports; and review and report on education activities 

internationally.

NCES has contracted with RTI International* to conduct these studies. RTI is an independent, 

nonprofit contract research organization located in Research Triangle Park, NC, that was 

established by a joint action of three major universities in North Carolina: University of North 

Carolina at Chapel Hill, North Carolina State University, and Duke University. RTI began operations 

in 1958 and has provided contract support to NCES on postsecondary research that dates back to 

1971.

Annually, NCES also conducts a system of interrelated surveys entitled the Integrated 

Postsecondary Education Data System (IPEDS) through a different website. IPEDS gathers 

information from every college, university, and technical and vocational institution that participates in 

the federal student financial aid programs. These data are made available to students and parents

through the College Navigator college search Web site and to researchers and others through the 

IPEDS Data Center.

*RTI International is a registered trademark and trade name of Research Triangle Institute.
F-27

SCREENSHOT OF POSTSECONDARY DATA PORTAL TASK MENU
F-28

2015-16 National Postsecondary Student Aid Study

(NPSAS:16) Field Test

DISCLOSURE NOTICE FOR NPSAS

Information from student records for this individual has been provided to RTI International, a

data collection agent for the U.S. Department of Education for NPSAS. This disclosure 

statement fulfills the requirement of 34 CFR 99.32(a) pursuant to the Family Educational Rights 

and Privacy Act of 1974 (20 U.S.C. 1232g).

This individual is included in the sample for the 2015-16 National Postsecondary Student Aid 

Study (NPSAS) field test. Strict protection of all information obtained from individuals selected 

for participation in NPSAS is assured by current federal laws and regulations. All responses that 

relate to or describe identifiable characteristics of individuals may be used only for statistical 

purposes and may not be disclosed or used in identifiable form for any other purpose, except as 

required by law (20 U.S.C. § 9573).

March 2015

OMB # 1850-(insert number)

Expiration Date: (insert date)
F-29

STUDENT RECORDS REMINDER EMAIL 1 TO INSTITUTION COORDINATOR

Dear «salutation» «lname»:

I am writing as a follow-up to the package you should have received recently that included a letter from 

me about NPSAS Student Records data collection, which is the final institutional component of the 2015-

16 National Postsecondary Student Aid Study (NPSAS) field test. The letter requests that you log on to 

the secure website and provide student records data for sampled students through the Student Records 

System.

NPSAS data collection is being conducted for the National Center for Education Statistics (NCES), U.S. 

Department of Education by RTI International, a not-for-profit research organization. The data your 

institution provides are very important to the success of the study.

Please find below a link to the NCES Postsecondary Data Portal website as well as the username and 

password needed to access the site and provide data.

Website: https://surveys.nces.ed.gov/portal

Your IPEDS UNITID: «entity_id»

Your PASSWORD: «password»

If you have any questions about the study or procedures involved, please contact the Help Desk at 1-

855-500-1441 or via e-mail at PortalHelp@rti.org.

Thank you again for your cooperation.

Sincerely,

Jennifer Wine, Ph.D.

Project Director, NPSAS

RTI International
F-30

STUDENT RECORDS REMINDER EMAIL 2 TO INSTITUTION COORDINATOR

Dear «salutation» «lname»:

I am writing to remind you about the 2015-16 National Postsecondary Student Aid Study (NPSAS) field 

test that your institution is participating in this [spring/summer]. Data collection is conducted by RTI 

International for the National Center for Education Statistics in the U.S. Department of Education’s 

Institute of Education Sciences. By providing student records data for the sampled students, you make 

an important contribution to research that will help determine how students and their families meet the 

cost of education beyond high school.

If you are currently preparing the data, thank you. If you have not begun, please do so. We need 

representation of all the types of institutions and students to compile the most valuable, accurate data.

Please find below a link to the NCES Postsecondary Data Portal website as well as the username and 

password needed to access the site and provide data.

Website: https://surveys.nces.ed.gov/portal

Your IPEDS UNITID: «entity_id»

Your PASSWORD: «password»

If you have any questions about the study or procedures involved, please contact the Help Desk at 1-

855-500-1441 or via e-mail at PortalHelp@rti.org.

Thank you for your participation in this important study.

Sincerely,

Jennifer Wine, Ph.D.

Project Director, NPSAS

RTI International