F - 1 

# App **endix F** 

**Respondent Communication Materials –** 

**Institutions and Students Note: The materials included in this appendix reference the field te**  **st 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 REINTERVIEWREMINDER LETTER/EMAIL FOR CATI COMPLETES ................................ .............................. 14 REINTERVIEWLE TTER/EMAIL FOR WE B COMPLETES ................................ ................................ ................... 15 EXAMPLE OF TYPE OF STUDENT RECORD INSTRUCTIONS THAT WI LL 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 ................................ .............. 30F -2 **BROCHURE TEXT What is NPSA** **S?** The National Postsecondary Studen t 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. W e also collect financial aid, stu dent 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 i f 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 NPSA S?**  The 2015 - 16 National Postsecondary Student Aid Study is conducted under the authority of the Higher E ducation 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 p ublication 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 fo r NPSAS:16 are reviewed and approved by NCES data security staff. Your a nswers are secured behind firewalls and are encrypted during internet transmission using Secure Sockets Layer (SSL) protocol. All data entry modul es 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** 

### NPSA**S HELP DESK 1**  **- 877**  **- 677**  **- 2766**  npsas@rti.org https://surveys.nces.ed.gov/npsas/ Jennifer Wi ne, Ph.D. NPSAS Project Director (RTI) jennifer@rti.org 1 - 877 - 22 5- 8470 Tracy Hunt-Wh ite, Ph.D. NPSAS Project Officer (NCES) tracy.hunt-white@ed.gov 1 - 202 - 502 - 7438F -4 

### STUDENT LE **AD 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 Associa tion 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 Nationa l 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 st udents to doctoral students, even if they are no longer enrolled in postsecondary education. Your survey responses will represe nt other students enrolled at <Duke University> who were not selected to participate in NPSAS . Therefore, your participation is c ritical 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 p articipation 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 confidentiali ty 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 als o 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/n psas/ Your Study ID: «caseID» Your password: «password» m «panelinfo» / «controlID»F - 5 

### PA**RENT 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 Stu dent 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 parti cipate 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. Departme nt 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 en closed 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 -fr ee 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 EnclosuresF - 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 tha nk 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 - 8 77 - 677 - 2766 if we can provide any additional information or assi stance. 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 

### DA**TA COLLECTION E**  **- MA** **IL** 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 Hel p 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 Int ernational 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]eF - 8 

### E **- MA** **IL REMINDER 1 -**  **EXA MPLE**  **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 partici pate 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://su rveys.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! Y ou 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. Jen nifer Wine, Ph.D. Project Director, NPSAS RTI InternationalF - 9 

### E **- MA** **IL REMINDER 2 -**  **EXA MPLE**  **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 **- MA** **IL REMINDER 3 -**  **EXA MPLE**  **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 **- MA** **IL REMINDER 4 -**  **EXA MPLE**  **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.orgF - 12 

### E **- MA** **IL REMINDER 5**  **- EXA** **MPLE 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 **- MA** **IL REMINDER 6 -**  **EXA MPLE**  **SUBJECT:** Only You Can Make NPSAS A Success NPSAS is easy to complete, <Fname>! NPSAS can be compl eted 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]**  **! C**  **lick 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/EM **AI L FOR CA** **TI 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 se cond 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 StatisticsF - 15



### REINTERVIEW LETTER/EM **AI L 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 willin gness 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 StatisticsF - 16



### EXA**MPLE OF TYPE OF STUDENT RECORD INSTRUCTIONS THA T 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 use rs	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 Provi de	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	toF - 17

begin	keying.	After	you	have	ente red	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	th e	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	I nformation	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	su ch	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	successful ly	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 Revi ew	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	be en	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	Grid Mode,	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	cli ck	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	p rovided	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	confirm ing 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	toll free	at	1 - 888 - 677 - 2741	or	via	e - mail at	NPSASrecords@rti.orgF - 19



### STUDENT RECORDS REQUEST LETTER TO INSTITUTION COORDINA**TOR 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 thes e 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 t he 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 throu gh 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 de veloped 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 u sing 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 you r 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 t he 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 

### POSTSECONDA**RY DA TA**  **PORTA L**  **FREQUENTLY A SKED QUESTIONS (FA** **QS) 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 Inte rnational began operations in 1958 and has provided contract support to NCES on postsecondary education research since 1971. **2. By** 

**w hat 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 auth orized 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 adhe red 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 stipu late 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 printe d 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 simil ar statement. **4. Ar** **e 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. W eb servers will send a cookie containing a unique session ID to the W eb user in order to remember the user as he or she moves from page to p age 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 In ternet 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 ( Educati on 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 clic k 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 you r concerns. Help Desk staff are available from 9:00 a.m. to 6:30 p.m. Eastern time, Monday - Friday.F -23 

### NPSA**S:2016 STUDENT RECORDS**  **FREQUENTLY A SKED QUESTIONS (FA** **QS) 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, nonprofi t 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 I nternational began operations in 1958 and has provided contract support to NCES on postsecondary education research since 1971. **2. By** 

**w hat authority** 

**does NCES collect this information?** Congress has authorized ( 20 U.S.C. § 9543 ) the National Center for Educa tion 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** **w as 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 co ncerns 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, em ployment, 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 stu dents 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 ab straction 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 (FE RPA) ( 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. Ar** **e 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 pa ssword - 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. W eb servers will send a cookie containing a unique session I D to the W eb 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 col lected?**  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 p ublic 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 NPSA S?**  Our est imates 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 He lp 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 NPSA** **S Student Records if we already**  **provided it on the student enrollment list?** No. If your institution provided each student’s SSN on the stu dent 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, inc luding 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 A**BOUT THE NCES POSTSECONDA** **RY DA TA**  **PORTAL Welcome to the NCES Postsecondary**  **Data Portal** About this website Thi s website serves as a portal for institutions to provide data for studies sponsored by the National Center for Education Statistics (NCES) , United States Departm ent 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 m ore. Background inform ation on each study can be accessed from the Hom e page. The Education Sciences Reform Act of 2002 (ESRA) (20 U.S.C. § 9543 ) authorizes NCES to collect and dissem inate information about education in the United States. NCES is the prim ary federal entity for collecting and analyzing data related to educati on in the U.S. and other nations. NCES is located within the Institute of Education Sciences of the U.S. Departm ent of Education . NCES fulfills a Congressional m andate to collect, collate, analyze, and report com plete statistics on the condition of Am erica n 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 m aj or 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 con tract 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 inform ation from every college, university, and technical and vocational institution that participates in the federal student financial aid program s. These data are m ade available to students and parents through the College Navigator college search W eb site and to researchers and others through the IPEDS Data Center. *RTI International is a registered tradem ark and trade nam e of Research Tri angle Institute.F -27



### SCREENSHOT OF **POSTSECONDA RY DA** **TA PORTA** **L TA** **SK MENU**F -28



### 2015 **- 16 National Postsecondary Student Aid Study** 

**(NPSAS:16) Field Test** 

### DISCLOSURE NOTICE FOR NPSA**S** 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 individua l 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 EMA**IL 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 recor ds 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. T he 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 InternationalF - 30 

### STUDENT RECORDS REMINDER EMA**IL 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 Educa tion 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 preparin g 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 t he 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