Session #45

Integrated
Postsecondary
Education Data System
(IPEDS)

Jan Plotczyk,
NCES
Agenda
• IPEDS data collection
– 2007-08 collection schedule
– 2007-08 changes
– 2008-09 and beyond
– Keyholder responsibilities
– Reporting compliance
– IPEDS training
• IPEDS data use tools
– New College Navigator!!!
– New website
– Data Feedback Report & Executive Peer Tool
– Peer Analysis System
Acronyms Used
• KH = Keyholder
• SRK = Student Right-to-Know
• OMB = Office of Management & Budget
• TRP = Technical Review Panel
• HEA = Higher Education Act
• PPA = Program Participation Agreement
• FSA = Office of Federal Student Aid
• AIR = Association for Institutional
Research
IPEDS Survey Components
• Institutional Characteristics (IC)
• Completions (C)
• 12-Month Enrollment (E12)
• Human Resources (HR)
• Fall Enrollment (EF)
• Graduation Rates (GRS)
• Student Financial Aid (SFA)
• Finance (F)
IPEDS Data Tools
• COOL – College Opportunities
Online Locator
• ExPT – Executive Peer Tool
• DFR – Data Feedback Report
• PAS – Peer Analysis System
• DCT – Dataset Cutting Tool
• DAS – Data Analysis System
 IPEDS
Data Collection
Collection schedule
2007-08
Registration
Registration opened August X
1 4

UserIDs to KHs August X

1 4

Survey materials posted August X

1 4

Status of registration taken August 29

Letters to CEO (if KH not
August 31
registered)
Fall Collection

Institutional Characteristics
Surveys Completions
12-month Enrollment

Collection open September 5

Keyholder close October 17
Coordinator
October 31
close
Winter Collection
Human Resources (required)
Surveys Fall Enrollment (available)
Finance (available)
Collection
December 5
open
Keyholder
January 23
close
Coordinator
February 6
close
Spring Collection
Fall Enrollment
Finance
Surveys
Student Financial Aid
Graduation Rates
Collection open March 5
Keyholder close April 16

Coordinator close April 30

Followup schedule
Email to KH (collection open) Open
Letter to CEO (no registered KH) Close – 4wks
Email to KH (no data) Close – 4wks
Phone to CEO (no registered KH) Close – 3wks
Phone to CEO/KH (no data) Close – 2wks
Email to KH (no data, not locked) Close – 2wks
Email to KH (no data, not locked) Close – 1wk
Changes for 2007-08
Changes for 2007-08
• See following screens for information
about which changes are mandatory
for 2007-08
• No race/ethnicity changes for 2007-
08
Institutional Characteristics
• Institutional identification:
–Collect website addresses for
admissions and financial aid
offices, instead of phone numbers
–Add question: Does your
institution have an online
application? If yes, provide URL.
Link will be added to COOL website
Enrollment
• 12-month Unduplicated Count and
Instructional Activity (old Parts E & F)
–Remove from Enrollment survey
collected in winter & spring
–Create new component (E12) to
collect these data in the fall
–No changes to data collected, only
to collection in which they appear
–Mandatory in 2007-08
Enrollment
• Part G, Retention Rates
–Rather than collect only the rates
for full-time and part-time
students, collect the numerator
and denominator and have the
system calculate the rates
–(now Part E)
–Mandatory in 2007-08
Graduation Rates
• Sections V and VI, athletically
related student aid
–Eliminate these sections from
IPEDS GRS
–Institutions will no longer be
required to report these data to
IPEDS, but will still be required to
disclose these data, per SRK
–Add item to report URL used for
disclosure
2008-09 and beyond
Race/ethnicity!!!
Race/ethnicity
• Final guidance on Maintaining, Collecting,
and Reporting Racial and Ethnic Data to
the U.S. Department of Education
• Published in Federal Register 10/19/07
• For implementing 1997 OMB standards
• http://a257.g.akamaitech.net/7/257/2422
/01jan20071800/edocket.access.gpo.gov/
2007/pdf/E7-20613.pdf
Institutions notified
• This Week in IPEDS, wk of 10/22
• Newsflash
• Posted on website
– http://nces.ed.gov/IPEDS/news_room/
– Newsroom, Announcements & Alerts
• WEBINAR:
http://www.airweb.org/?page=843
Race/ethnicity – some history
• Proposed Dept of ED guidance
posted in Federal Register
8/7/06
• Public comment period ended
9/21/06
• Final guidance includes
discussion of comments received
Final Guidance
• Calls for implementation no by
Fall 2010, in order to report data
for the 2010-11 academic year
• Covers 2 separate issues:
–Collection of R/E data by
institutions
–Reporting of aggregate data to
US Dept of ED
Collection by institutions
• Two-question format REQUIRED:
• Is respondent Hispanic/Latino?
• Respondent selects one or more
races:
– American Indian or Alaska Native
– Asian
– Black or African American
– Native Hawaiian or Other Pacific
Islander
– White
Additionally…
• Standards call for self-identification
of race/ethnicity
–If missing, ensure that respondent
is refusing rather than overlooking
• Dept of ED encourages institutions
to allow current students and staff to
re-identify their race and ethnicity
Reporting aggregate data – 9
categories
1. Nonresident aliens
2. Race/ethnicity unknown

3. Hispanics of any race

For non-Hispanics only:

1. American Indian or Alaska Native
2. Asian
3. Black or African American
4. Native Hawaiian or Other Pacific Islander
5. White
6. 2 or more races
R/E Technical Review Panel
• IPEDS R/E TRP held last fall to
discuss implementation issues, such
as:
–If students are no longer at the
institution, how to report? (C,
GRS)
–If data are collected in 2 formats
for several years, how to release?
Proposed implementation
• 2008-09 and 2009-10
–Optional years
• 2010-11
–Mandatory year for EF, HR
–3rd optional year for C, E12, GRS
• 2011-12
–Mandatory for all components
5+7+2 Format
• Will be used in data collection system in
optional years
• 5 = current categories
• 7 = new categories
• 2 = Nonresident alien, R/E unknown
• Institutions have option to report
– All individuals using current categories
– All individuals using new categories
– Mixed reporting
Proposed timeline
HR, EF C, E12, GRS
2008-09, Current (5+2) Current (5+2)
2009-10 New (7+2) New (7+2)
Mixed (5+7+2) Mixed (5+7+2)
2010-11 New (7+2) Current (5+2)
New (7+2)
Mixed (5+7+2)
2011-12 New (7+2) New (7+2)
Data Release
• College Navigator
–Show only selected R/E
categories for comparability
• PAS
–Navigator categories
–Raw data + flag
Data Release
• DFR and ExPT
–New categories when available
–Navigator categories during
mixed years
• DAS and First Look pubs
–Navigator categories
Questions for institutions
• Categories needed for collection
• Aggregation for reporting to
IPEDS
• Data storage, file maintenance,
updating
• Re-surveying
• Mapping or bridging
HEA Reauthorization
HEA Reauthorization

• Senate passed its version in July (S1642)

• House Republicans introduced a bill 10/4/07
(HR3746), but House has also passed bill to
extend current HEA through 4/30/08
• Possible (but unlikely) that reauthorization will
happen this year
• When it happens, likely to have impact on
IPEDS
S1642
• Bans federal unit record system
– But calls for state pilot programs for unit
record systems in up to 5 states
• Calls for development of
– Higher Education Price Index
– U-CAN
• Template for voluntary sharing of accountability info
by institutions in consumer-friendly way
– Net Price Calculator
S1642
• Calls for enhancements to COOL
website
– “so that it better meets the needs of students,
families, and consumers for accurate and appropriate
information on institutions of higher education”
HR3476

• Prohibits federal unit record system

• Includes affordability reports for
institutions whose tuition increases
more than twice CPI over three year
interval (version of College Affordability
Index formerly introduced)
HR3476

• Calls for redesign of COOL

• New data/additions to COOL:
– Instructional expenditures per FTE
– Faculty-to-student ratios
– Transfer rates for 2-year institutions
– Net tuition price of the institution for the 3
most recent academic years; change in net
tuition, sticker price, and CPI
HR3476

• New data/additions to COOL -- continued:

– Link to the institution’s website with
information of interest to students including
mission, accreditation, student services
(including services for students with
disabilities), transfer of credit policies and, if
appropriate, placement rates and other
measures of success in preparing students
for entry into or advancement in the
workforce
XML Upload
Still working with PESC…
• On XML upload formats for
IPEDS reporting
• If ready during 2007-08 data
collection we’ll release them
then
• Else, should have them for
2008-09 data collection
 Keyholder
responsibilities
Keyholder Responsibilities
• Register, and keep contact
information current
–Receive all email messages
from ED
Keyholder Responsibilities
• Coordinate all aspects of data
submission at the institution level
–Make sure all data are entered
(step 1)
–Make sure all surveys are edited
and clean (step 2)
–Lock the data for all surveys
before the collection close date
(step 3)
Contact the Help Desk if…
• You have ANY questions
• You haven’t received your
UserID and password
• You think your list of applicable
surveys is not correct
• You think a survey status is not
correct
Contact the Help Desk if…
• You have problems entering
data
• You have problems resolving
edit failures
• You have problems locking your
data
• You have questions concerning
ANY follow-up email you receive
Reporting Compliance
Mandatory reporting of IPEDS
• Reporting IPEDS is mandatory
for all institutions with PPA with
US Dept of ED for Title IV
federal student financial aid
Mandatory reporting of IPEDS
• Since 2002-03, Office of Federal
Student Aid has been enforcing this
with fines, warnings
• Penalties for noncompliance include
–Fine of up to $27,500 per violation
–Institution’s eligibility to
participate in Title IV programs
can be suspended
 FSA Noncompliance Actions:
Total Fines Assessed
$1,400,000

$1,200,000 $1,241,000

$1,000,000

$800,000
Fines
$600,000

$400,000 $370,000
$200,000 $175,500
$76,250
$0 $67,500
2002- 2003- 2004- 2005- 2006-
03 04 05 06 07
 FSA Noncompliance Actions:
Institutions Fined, Warned
450
400
350
300
Total
250
# Warned
200
# Fined
150
100
78
50 39 39
0 11 6
2002- 2003- 2004- 2005- 2006-
03 04 05 06 07
 2006-07 Nonresponse:
# of Institutions

• IC = 2 • EF = 6
•C=1 • GRS = 7
• HR = 1 • SFA = 8
•F=8

Total institutions = 11
Followup
• Unfortunately, it takes a lot of work
to make these low numbers happen
• We are doing a lot of followup,
during and after collections
• This fall we sent letter to CEO and
KH of institutions that have had their
one and only second chance
However,
• We also sent email/letter
thanking CEO of institutions that
locked ALL 2007 fall surveys by
3 wks before close
• Letter referred to KH by name
so CEO would know who was
responsible for this good thing
Important to Remember:

• There are NO reporting

extensions in IPEDS!!!
IPEDS Training
IPEDS Training
• AIR & IPEDS are continuing to develop
new training materials
– Webinars
– Tutorials
– Online course – Basic IPEDS
IPEDS Training Materials
• Cover both data submission and use
– Beginning, intermediate, and advanced
• Available FREE on AIR website:
http://airweb.org/
Webinars
• On-demand
• >11,000 downloads Jan – May 2007 !!!
• IPEDS Data Collection Training Center
– New Keyholders
– All survey components
• IPEDS Data Use Tools
– Overview of College Navigator - soon
– Overview of ExPT
– Introduction to Peer Analysis System
(soon)
– NEW!!! New features of new PAS
Online course
• FREE & open to everyone
• Overview of IPEDS: A Self-
Paced Interactive Course
–Opened for registration July 16
–600 registrations THAT DAY
–900 registrations as of 9/21
–70 have graduated - certificate
• http://www.airweb.org/?page=838
What’s next?
• Video enhanced webinars
• Podcasts – 10-15 min
• More online courses
–Advanced IPEDS
–New Keyholders
 IPEDS
Data Use Tools
Tools Help Desk!!!
• For assistance with any IPEDS
data use tool
• 1-866-558-0658
• ipedstools@rti.org
College Navigator
COOL’s successor….
• College Navigator
• Located at
http://collegenavigator.ed.gov
College Navigator
• Offers a wide range of information
previously found on COOL, such as
–Programs offered, degrees
awarded
–Retention and graduation rates
–Price of attendance
–Aid available
–Campus safety
–Accreditation
But also
• Offers users valuable new
information about colleges and
universities
• Does so in a way that is vastly
more user-friendly
New Features - Search
• Search toolbar on every page
–Modify or change search from
any page
• Guided search feature
• Search by name and AKA
New Features - Search
• Expanded search options
– Programs offered, awards granted
– Tuition and fees (in-state, out-of-state)
– % admitted and test scores
– School size and type
– Campus setting, housing
– Location, distance from home
– Institutional mission (HBCU, TCU, single-sex)
– Extended learning opportunities for adults
– Intercollegiate athletics programs
New Features – Compare &
Favorites
• Make comparisons of up to 4
institutions in a single view
• Maintain a list of up to 15
favorite institutions from
different searches
New Features - Save &
Export
• Save sessions and receive an
email with a link back to session
• Export search results to easily-
used formats, such as Excel
Plans for the future
• Continuing improvements in
content and function
• Spanish version in the coming
months
• Please send ideas, suggestions
to elise.miller@ed.gov
New IPEDS Website
Redesign of IPEDS Website
• http://nces.ed.gov/ipeds/
• Released in early May 2007
Redesign of IPEDS Website
• Develop user-friendly website for
IPEDS
–Reorganize content intuitively
–Simplify site structure so users can
find info
–Update content
–Enhance site appeal
–Create design that enhances
usability
New IPEDS Website
• Opening page organized with three
entry points based on user type:
–Students/parents
• COOL
–Data users
•PAS, DCT, ExPT, DAS
–Data providers
•Data collection system + materials
IPEDS Lifecycle
New features
• Tool finder/Tool matrix
• Newsroom
–This Week in IPEDS
–Announcements and Alerts
–TRP info
• Newsflash – specific IPEDS
announcements
• Fact sheets
• Calendar of events
Data Feedback Report &
Executive Peer Tool
DFR & ExPT
• 2007 report emailed to KHs in
mid-October and mailed to CEOs
in late October
• 2007, 2006, 2005 reports
available through ExPT at
http://nces.ed.gov/ipedspas/
DFR & ExPT 2007
• Enhanced ExPT
–Add new figures (ExPT only)
–Upload comparison group files
–Replicate full version of DFR in
.pdf
New figures for ExPT
• Enrollment – detail by level
• Transfers-in (2008)
• Admissions
– Yield rate, SAT/ACT
• Personnel services by function (salaries,
benefits) as % of total operating expenses
• Core revenues and expenses figures by
both percentage distribution by source
and by per FTE enrollment
• Endowment per FTE
Peer Analysis System
New Features
• Multiple year selection for
variables
• Variable search feature
• New navigation
• PowerUser upload
• Built-in trend reports
• Grad rates templates
PAS – Forms Facsimile
SFA
PAS – Report Template
SFA
PAS – Report Template
SFA

Downloaded version
Wrap Up Q&A
Contact Information
We appreciate your feedback and
comments. We can be reached at:
Jan Plotczyk
janice.plotczyk@ed.gov
202-502-7459

IPEDS Help Desk IPEDS Tools Help Desk

ipedshelp@rti.org ipedstools@rti.org
1-877-225-2568 1-866-558-0658