Session 7 IPEDS What You Need to Know

Session 7 IPEDS: What You Need to Know Jessica Shedd | Nov. 2012 U. S. Department of Education 2012 Fall Conference

Agenda • What is IPEDS? • • Use of IPEDS Data • • • By ED External Entities Reporting IPEDS Data • • 2 Overview Why is it Important? Compliance Accessing IPEDS Survey Materials & Data Screens Student Financial Aid Component Resources for Reporting Upcoming Changes to IPEDS

What is IPEDS? • Overview • Why is it Important? • Compliance 3

IPEDS Overview Integrated Postsecondary Education Data System • Annual data collection conducted by ED’s National Center for Education Statistics (NCES) • A system of nine interrelated surveys that collects institution-level data • Required of every college, university, and technical and vocational institution that participates in federal student financial aid programs • • 4 Program Participation Agreement (PPA) with the U. S. Department of Education

IPEDS Cycle & Components Fall • Institutional Characteristics • Completions • 12 -month Enrollment Winter Spring • Student Financial Aid • Fall Enrollment Keyholder deadline: February 6, 2013 • Graduation Rates 200 • Finance • Human Resources 5

Who is Responsible? • IPEDS Keyholder • • • IPEDS Coordinator • • Responsible for state or system-level coordination of IPEDS submissions, but roles vary from state to state Others on campus • 6 Coordinates data submission at the institution level Arranges for others to access the Data Collection System Works with other offices to compile necessary data for submission Responsible for “locking” each survey, and therefore ensuring the institution’s data are submitted accurately and on time Administrators from financial aid, enrollment management, finance, human resources, etc.

Why is IPEDS Reporting Important? • IPEDS reporting in a timely and accurate manner is mandatory for Title IV institutions • • Assuring the quality of information provided to the public • 7 Penalties • Fines of up to $27, 500 per violation • Suspension of institution’s participation in Title IV programs Instances of intentional and significant misreporting • FSA may take administrative action Revisions possible through Prior Year Revision system All data reported to IPEDS is made publicly available

Compliance with IPEDS Reporting 8

Use of IPEDS Data • By ED • External Entities 9

ED Use of IPEDS Data • Consumer Information (prospective students & parents) • • • College Navigator FAFSA College Affordability & Transparency Center • Data Feedback Reports to CEOs • Public Availability for Researchers & Policy Analysts • 10 IPEDS Data Center and other tools

College Navigator http: //collegenavigator. ed. gov 11

FAFSA Federal School Code Search 12

CATC 13

CATC Lists: For: 1. Highest tuition & fees (top 5% - academic reporters) 1. 4 -yr public 2. 4 -yr private not-for-profit 2. Highest average net price (top 5% - academic reporters) 3. 4 -yr private for-profit 3. Lowest tuition & fees (bottom 10% - academic reporters) 4. 2 -yr public 5. 2 -yr private not-for-profit 6. 2 -yr private for-profit 7. <2 -yr public 8. <2 -yr private not-for-profit 9. <2 -yr private for-profit 4. Lowest net price (bottom 10% - academic reporters) 5. Highest percentage increases in tuition & fees (top 5% - all) 6. Highest percentage increases in average net price (top 5% - all) Triggers Additional Reporting 7. Sortable list of tuition & fees for largest program (program reporters) Listed by 4 -digit CIP, with 2 -digit CIP detail and program length for context 8. Sortable list of net prices for largest program (program reporters) 14

CATC List Data • 2012 lists (posted 6/11/12) • • • 2011 lists (posted 6/30/11) • • • Used IPEDS data reported in 2009 -10 Correction period in PYR during fall 2010 (10/25 -12/1) Institutions should check their data • • 15 Used IPEDS data reported in 2010 -11 (IC, SFA) Correction period in PYR was through 1/15/12 Data Collection System summary screens, College Navigator, Data Feedback Reports Data cannot be changed after lists are published

Data Feedback Report 16

IPEDS Data Center http: //nces. ed. gov/ipeds/datacenter/ 17

External Use of IPEDS Data 18

Reporting IPEDS Data • • 19 Accessing Survey Materials & Data Screens Student Financial Aid component Resources for Reporting Upcoming Changes to IPEDS

IPEDS Website http: //nces. ed. gov/ipeds 20

IPEDS Data Provider Center 21

IPEDS Survey Materials 22

Reporting IPEDS Data • • 23 Accessing Survey Materials & Data Screens Student Financial Aid component Resources for Reporting Upcoming Changes to IPEDS

IPEDS SFA Overview Collects financial aid data about all undergraduate students • Collects financial aid data about full-time, first-time (FTFT) degree/certificate-seeking students • Calculates net price for FTFT degree/certificate-seeking students who were awarded grant aid • Calculates net price for FTFT degree/certificate-seeking students who were awarded Title IV federal student aid by income • 24

Reporting Period & Student Cohort Reporting Type Reporting Period (“Academic Year”) Academic Period of time generally extending from Sept to June; usually equated to 2 semesters or trimesters, 3 quarters, or period covered by a 4 -1 -4 calendar system Program Hybrid 25 Student Cohort Undergraduates enrolled as of October 15 or as of the institution’s official fall reporting date To be defined by the institution, Undergraduates enrolled so long as it falls within the full anytime during the aid year period of July 1–June 30 academic year, as defined by the institution

Student Groups for Reporting Group 3 Group 1 All undergrads Group 2 All FTFT who were awarded grant/ scholarship aid from the federal government, state/ local government, or the institution* Group 4 All FTFT who were awarded Title IV federal student aid* * For public institutions, report only on those students who paid the in-state or in-district tuition rate. For program reporters, report only those students enrolled in the institution’s largest program. 26

Structure of SFA Component • • 27 Part A: Establish Your Groups Part B: Data on Group 1 Part C: Data on Group 2 Part D: Data on Group 3 Part E: Data on Group 4 Part F: Net Price Worksheet for Group 3 Part G: Net Price Worksheet for Group 4

Types of Aid Reported • Federal grants • • • 28 Title IV aid Educational assistance funds from other federal agencies NOT veterans education benefits Federal loans to students State/local government grants, scholarships, waivers Institutional grants, scholarships, waivers Private grants or scholarships Private loans to students Other sources of aid known to the institution

Report Aid Awarded • Report on grant or scholarship aid awarded to students, which could be different from aid actually disbursed Example: A student may be awarded grant or scholarship aid at the beginning of the academic year but then leave the institution before the entire amount is disbursed. Report the original amount of grant or scholarship aid that was awarded, even though the entire amount was not actually disbursed to the student • Report on student loans that were awarded to, and accepted by, the student • 29 Do not include any loans that were not awarded to the student (e. g. , Parent PLUS)

Data from Other Components • Data are carried forward into SFA from other IPEDS components: • • 30 Institutional Characteristics (IC) • Cost information • Living arrangement options Fall Enrollment (EF)/12 -Month Enrollment (E 12) • Undergraduate count

Average Net Price Institution’s cost of attendance for FTFT students (IC Component) Total need- and merit-based federal, state, and institutional grant aid awarded to FTFT students (SFA Component) Number of FTFT students receiving such aid (SFA Component) Cost of Attendance = average annual cost of tuition and fees, room and board, books, supplies, and other expenses 31

Edits & Errors The IPEDS Data Collection System includes automatic edits to check for blank fields and invalid or out of range values • Types of edits • • • 32 Confirmation Explanation Fatal Institutions should provide adequate and reasonable information to resolve system edits that require explanations. The IPEDS Help Desk will follow up with institutions that provide inadequate explanations for data

Context Boxes Optional • Allow institutions to provide more information about the reported data • Example: “Full-time, first-time, undergraduate students are also awarded an average of $x, xxx from private sources” • Some context box information is posted on College Navigator, so make sure your entry is easily understood by students, parents, and the general public and free from grammatical or spelling errors • 33

Reporting IPEDS Data • • 34 Accessing Survey Materials & Data Screens Student Financial Aid component Resources for Reporting Upcoming Changes to IPEDS

Resources for IPEDS Reporting • IPEDS Help Desk 1 -877 -225 -2568 or ipedshelp@rti. org • • Training & Tutorials (Association for Institutional Research) • Short data submission tutorials based on key concepts • • • Available from the survey screens, Data Collection System “Help” menu, Data Provider Center, IPEDS website “Training & Outreach” section, and AIR website (www. airweb. org) Face-to-Face workshops (i. e. New Keyholders) Data Provider Center Survey Materials: blank forms, instructions, glossary, FAQs, narrative edits, import specifications • New Keyholder Handbook • Sign up for IPEDS listserv (1, 500+ keyholders) • 35

Reporting IPEDS Data • • Accessing Survey Materials & Data Screens Student Financial Aid component Resources for Reporting Upcoming Changes to IPEDS • Highlights of 2012 -13 Changes • 2014 -15 and beyond 36

Origins of Changes for 2012 -13 • Technical Review Panel (TRP) • • NCES • • Impacts Institutional Characteristics & Student Financial Aid components 2010 Standard Occupational Classification (SOC) • 37 Collecting Data on Distance Education (April 2008) • Impacts Institutional Characteristics, Completions, & Fall Enrollment components Improvements to Completions (December 2009) Improvements to Human Resources (June 2010) Impacts Human Resources component

What is the IPEDS TRP? • Group of technical experts that meets ~3 x/yr to: • • Meetings conducted by RTI International • • • TRP makes suggestions for NCES to consider Any changes proposed by NCES must be approved by OMB Website, hosted by RTI • • • 38 Implement legislation and regulations into IPEDS Address emerging areas of concern Balance reporting burden with necessary data for policy making Available from “Newsroom” section of the IPEDS website Summaries of meetings and calls for comment Dates for upcoming meetings

Distance Ed: Institutional Charact. • Add item to collect whether distance ed is offered and at what level Distance education: Education that uses one or more technologies to deliver instruction to students who are separated from the instructor and to support regular and substantive interaction between the students and the instructor synchronously or asynchronously. Note: in 2011 -12 an item was added to the Institutional Characteristics component to collect whether the institution is an exclusively distance education institution. 39

Distance Ed: Completions • Add item to collect which programs are available to be completed entirely by distance ed courses, by CIP code, and award level Distance education program: A program for which all the required coursework for program completion is able to be completed via distance education courses. 40

Distance Ed: Fall Enrollment • Collect # of students enrolled in any distance ed courses and the # enrolled exclusively in distance ed courses (broken out by undergraduate and graduate students) • For students enrolled exclusively in distance ed courses, a further breakout by student location (in same state as institution; in U. S. but not same state; in U. S. but state unknown; outside U. S. ) Distance education course: A course in which the instructional content is delivered exclusively via distance education. Note: Requirements for coming to campus for orientation, testing, or academic support services do not exclude a course from being classified as distance education. 41

IC and SFA: One year of data • IC in Fall • • SFA in Winter • • Collect financial aid data for 2011 -12 only Display financial aid data for 2010 -11, 2009 -10 Use PYR to revise 2010 -11, 2009 -10, 2008 -09 CATC 2013 (Average Net Price) • 42 Collected cost data for 2012 -13 only Displayed cost data for 2011 -12, 2010 -11, 2009 -10 Used PYR to revise 2011 -12, 2010 -11, 2009 -10, 2008 -09 Data will all come from 2011 -12 PYR: 2010 -11, 2009 -10, 2008 -09

SOC: Human Resources component Changes to occupational categories on IPEDS Human Resources component to align with 2010 Standard Occupational Classification System • Institutions need to be ready to report in 2012 -13 using the new categories • • 43 Each job at institution needs to be categorized according to 2010 SOC

Proposed for 2014 -15 & beyond… • Changes resulting from TRPs • • Academic libraries (8/11) Veterans (11/11) Part-time and non-first-time student outcomes (2/12 &10/12) For-profit finance (8/12) All proposed changes must receive clearance from OMB • All approved changes will be displayed as “preview screens” a year in advance (2014 -15 changes will be available for preview in 2013 -14) • 44

QUESTIONS? Contact Information: Jessica Shedd jessica. shedd@ed. gov 45