Understanding IPEDS Reporting for Higher Education Institutions

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

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

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

4. IPEDSOverview • 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 • Program Participation Agreement (PPA) with the U.S. Department of Education

5. IPEDS Cycle & Components

6. Who is Responsible? • IPEDS Keyholder • 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 • IPEDS Coordinator • Responsible for state or system-level coordination of IPEDS submissions, but roles vary from state to state • Others on campus • Administrators from financial aid, enrollment management, finance, human resources, etc.

7. Why is IPEDS Reporting Important? • IPEDS reporting in a timely and accurate manner is mandatory for Title IV institutions • 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 • Assuring the quality of information provided to the public • All data reported to IPEDS is made publicly available

8. Compliance with IPEDS Reporting

9. Use of IPEDS Data • By ED • External Entities

10. 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 • IPEDS Data Center and other tools

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

12. FAFSA Federal School Code Search

13. CATC

14. CATC Lists Triggers Additional Reporting

15. CATC List Data • 2012 lists (posted 6/11/12) • Used IPEDS data reported in 2010-11 (IC, SFA) • Correction period in PYR was through 1/15/12 • 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 • Data Collection System summary screens, College Navigator, Data Feedback Reports • Data cannot be changed after lists are published

16. Data Feedback Report

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

18. External Use of IPEDS Data

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

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

21. IPEDS Data Provider Center

22. IPEDS Survey Materials

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

24. IPEDS SFAOverview • 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

25. Reporting Period & Student Cohort

26. Student Groups for Reporting Group 3 All FTFT who were awarded grant/ scholarship aid from the federal government, state/ local government, or the institution* Group 1 All undergrads Group 2 All FTFT 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.

27. Structure of SFA Component • 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

28. Types of Aid Reported • Federal grants • 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

29. 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 • Do not include any loans that were not awarded to the student (e.g., Parent PLUS)

30. Data from Other Components • Data are carried forward into SFA from other IPEDS components: • Institutional Characteristics (IC) • Cost information • Living arrangement options • Fall Enrollment (EF)/12-Month Enrollment (E12) • Undergraduate count

31. Average Net Price Total need- and merit-based federal, state, and institutional grant aid awarded to FTFT students (SFA Component) Institution’s cost of attendance for FTFT students (IC 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

32. 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 • 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

33. 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

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

35. 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)

36. 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

37. Origins of Changes for 2012-13 • Technical Review Panel (TRP) • 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) • NCES • Impacts Institutional Characteristics & Student Financial Aid components • 2010 Standard Occupational Classification (SOC) • Impacts Human Resources component

38. What is the IPEDS TRP? • Group of technical experts that meets ~3x/yr to: • Implement legislation and regulations into IPEDS • Address emerging areas of concern • Balance reporting burden with necessary data for policy making • 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 • Available from “Newsroom” section of the IPEDS website • Summaries of meetings and calls for comment • Dates for upcoming meetings

39. 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.

40. 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.

41. 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.

42. IC and SFA: One year of data • IC in Fall • 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 • 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) • Data will all come from 2011-12 PYR: 2010-11, 2009-10, 2008-09

43. 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 • Each job at institution needs to be categorized according to 2010 SOC

44. 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)

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