IPEDS

1. IPEDS What You Need to Know Vickie Linne-Robinson Director, Financial Aid Corinthian Colleges, Inc. 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

2. What is IPEDS? • Overview of IPEDS Surveys • Compliance with IPEDS Requirements • IPEDS and Student Consumer Information Disclosures • How is IPEDS Data Used? • What Can Go Wrong? • Changes to 2012-13 IPEDS Data Collection Agenda 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

3. IPEDS- Integrated Postsecondary Education Data System • Primary source for data on colleges, universities, and technical and vocational post-secondary institutions in the United States • IPEDS surveys are administered by the National Center for Education Statistics (NCES), who is the primary federal entity for collecting and analyzing data related to education • IPEDS consists of nine interrelated survey components that are collected over three collection periods (Fall, Winter, and Spring) each year. • Data reported to IPEDS is made publically available • Data reported to IPEDS used for Student Consumer Information Disclosures IPEDS 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

4. 2012-13 IPEDS Data Collection Schedule 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

5. Prior Year Revision System Calendar • Revisions to data submitted in the prior year (for example, during the 2011-12 data collection) can be made through the IPEDS Prior Year Revision System. • Components will be open for revision during their regular collection period. For example, revisions to the Completions component submitted last year can be made during the current year Fall collection period. 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

6. Overview- Registration and Fall Surveys • IC Header- collects basic institutional data including control or affiliation, calendar system and award levels and determine reporting for other IPEDS surveys. • Institutional Characteristics- collects basic institutional information including student charges data- tuition, fees, student budgets (on-campus or off-campus) • cost numbers used in the SFA survey collection to calculate net price of attendance. • Completions- awards conferred between 7/1 through 6/30 and whether program offered as a distance education program (new this year) • 12-Month Enrollment-unduplicated student enrollment counts and instructional activity data for a 12-month period. A full-time equivalent (FTE) student enrollment at the undergraduate and graduate level is estimated. Data used to compile student body diversity disclosures- depending on academic calendar. 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

7. Academic Calendar 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

8. IPEDS Universe of Institutions by Sector 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

9. Overview- Winter Surveys • Student Financial Aid- collects information about financial aid provided to various groups of undergraduate students. Item areas include: • Net Price Calculation for full-time, first-time degree/certificate-seeking students who were awarded grant aid. For public institutions, this includes only students who paid the in-state or in-district tuition rate. For program reporters, this includes only students enrolled in the institution's largest program. • Net Price Calculation for full-time, first-time degree/certificate-seeking students who were awarded any Title IV federal student aid by income. For public institutions, this includes only students who paid the in-state or in-district tuition rate. For program reporters, this includes only students enrolled in the institution's largest program. • Data are carried forward into SFA from other IPEDS components: • Institutional Characteristics- cost information and living arrangements • Fall Enrollment or 12-month Enrollment undergraduate count- depending on academic calendar 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

10. Overview- Spring Surveys • Fall Enrollment-data on students enrolled for credit in courses/programs that lead to awards/certificates of less than 1 year to doctoral degrees. • Broken down by level of student, attendance status, race/ethnicity, gender, undergraduate entering class, first-time student retention rates, and the student-to-faculty ratio. Retention rates must be disclosed in school’s Student Consumer Information. • whether students are enrolled in no distance education courses, some distance education courses, or exclusively distance education courses. Must report location of students enrolled exclusively in distance education courses • Graduation Rates-first-time, full-time degree/certificate-seeking undergraduates who completed within 100% and 150% of normal timeframe. Used for Student Right to Know disclosures • 200% Graduation Rates- calculates graduation rates at 200% of normal time for bachelor degree students at 4-year and for all students at less than 4-year institutions. • Finance-collects basic financial information from items associated with the institution's General Purpose Financial Statements (GPFS). • Human Resources 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

11. IPEDS Keyholder • Each institution is assigned an IPEDS Keyholder • Ensure survey components are submitted accurately and on time • Manage and coordinate all aspects of data submission • Institutional point of contact with NCES • Work with state and system coordinators (if applicable) • Resolve edit failures • “Lock” each survey • IPEDS Coordinator • Some states and systems have IPEDS Coordinators who are responsible for state or system-level coordination of IPEDS submissions, but roles vary from state to state. Some coordinators apply a second “lock” to the surveys. • Others on campus • IT Support in developing reports, financial aid, finance, human resources, etc. 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

12. 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. 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

13. 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 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

14. IPEDS Website 2012 CASFAA Annual Conference http://nces.ed.gov/ipeds December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

15. IPEDS Data Provider Center 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

16. IPEDS Survey Materials 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

17. Compliance with IPEDS Requirements • The completions of all IPEDS surveys in a timely and accurate manner is mandatory for any institution that participates in a Title IV program • Department of Education relies on institutions to report data accurately • Instances of intentional or significant misreporting can result in administrative action • May initiate a fine action or other administrative action such as limitation, suspension or termination of eligibility to participate in Title IV programs for institutions that do not comply with the requirements to complete and submit IPEDS surveys • Regulations permit a fine up to $27,500 per violation • Amount of fine is determined by gravity of offense and size of institution 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

18. IPEDS and Student Consumer Information Disclosures • Student Body Diversity- Institutions must make available to current and prospective students information about student body diversity, including the percentage of enrolled, full-time students in the following categories: • male; female; • self-identified members of a major racial or ethnic group; and • Federal Pell Grant recipients. • Note: The race/ethnicity and gender are collected in the IPEDS Fall Enrollment Survey or the 12-month enrollment. Pell Grant recipients are collected from the prior year in the IPEDS Student Financial Aid Survey. • Retention Rates- Institutions must make available to current and prospective students the retention rate of certificate- or degree-seeking, first-time, undergraduate students as reported to IPEDS. This information is collected in the Fall Enrollment survey. 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

19. IPEDS and Student Consumer Information Disclosures • Graduation Rates- Each institution must annually make available to prospective and enrolled students the completion or graduation rate of certificate- or degree-seeking, first-time, full-time, undergraduate students. The data are to be available by July 1 each year for the most recent cohort that has had 150 percent of normal time for completion by August 31 of the prior year. The completion or graduation rates must further be disaggregated by • gender; • major racial and ethnic subgroup (as defined in IPEDS); • recipients of a Federal Pell Grant; • recipients of a subsidized Stafford Loan who did not receive a Pell Grant; and • students who did not receive either a Pell Grant or a subsidized Stafford Loan. • These data are collected in the IPEDS Graduation Rate Survey (GRS) 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

20. How is IPEDS Data Used? • IPEDS Data are a public face of the institution • All IPEDS Data Publically Released in IPEDS Data Center • Subset of IPEDS Data Posted on College Navigator • FAFSA on-line • College Affordability and Transparency Center (CATC) • IPEDS Data Feedback Report to CEOs • Used at federal, state, and local level for policy analysis and development • Used by institutions for benchmarking and peer analysis • IPEDS First Looks • IPEDS Table Library 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

21. College Navigator 2012 CASFAA Annual Conference http://collegenavigator.ed.gov December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

22. FAFSA Federal School Code Search 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

23. CATC 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

24. College Affordability and Transparency Center • 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 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

25. 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) 2012 CASFAA Annual Conference 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 December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

26. CATC Lists • OPE data collection, NCES providing technical assistance • To meet statutory requirements in HEOA for additional information from institutions on highest tuition & fees and/or net price increase lists. • Short, web-based, annual survey that opens around April and will closes in June. Applicable Keyholders are notified. • Summary report is prepared for CATC (accessible via College Navigator); individual data submissions are also be publicly available. 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

27. College Affordability and Transparency Explanation Form 2012 CASFAA Annual Conference Triggers Additional Reporting December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

28. Data Feedback Report 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

29. IPEDS Data Center 2012 CASFAA Annual Conference http://nces.ed.gov/ipeds/datacenter/ December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

30. What Can Go Wrong? • Consumer Information disclosures pulled from IPEDS data will be wrong • Student Right to Know disclosures are pulled from graduation rate survey and subject to audit during the annual SFA audits • CATC uses three years of data to calculate highest tuition and fees or highest net price. Data reported incorrectly in prior years that was not corrected through the prior year revisions system can cause an institution to show up on the CATC list. • If inaccurately report data was used for CATC list, institution must explain what it will do to improve their IPEDS reporting • Data elements are interrelated to avoid duplicative reporting and is compared or carried forward from one survey into another. Inaccurate data in one survey will cause edits or fatal errors in another survey which will require explanations or corrections. • Be sure to revisit IPEDS Surveys instructions and forms each year for any changes to the surveys. 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

31. What Can Go Wrong? • Federal audits may require detailed back-up to support data in Consumer Information Disclosures pulled from IPEDS such as retention rates, student body diversity, Pell recipients and graduation rates. • Detailed back-up of the students included in the numbers reported to IPEDS should be retained for audit purposes • Data on race/ethnicity and gender of student is mandatory for IPEDS reporting. Failure to report gender for all students is not acceptable and will cause a fatal error. • The IC Header and Institutional Characteristics surveys submitted in the fall set up the institutional profile for the remaining surveys. Data reported inaccurately in these surveys can cause data to also be inaccurate in subsequent surveys. • Document all and any changes/edits made due to any new logic in comparison to prior years. • IPEDS edit responses need to be clear and concise because IPEDS can request further clarification. 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

32. Changes to 2012-13 IPEDS Data Collection • Institutional Characteristics • Add an item to collect whether distance education opportunities are offered and at what student level (undergraduate, graduate). • 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 • Completions • Add an item to collect the total number of students who earned degrees or certificates, by race/ethnicity and gender. • Add an item so that institutions can indicate, by CIP code and award level, if the program is available to be completed completely through distance education. • Fall Enrollment • Add a new Part to collect data on the number of students enrolled in any distance education and the number of students enrolled exclusively in distance education. Data will be broken out by student level (undergraduate, graduate) and student location (in same state as institution, in U.S. but not in same state, outside U.S.). 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

33. Changes to 2012-13 IPEDS Data Collection • Human Resources • Adopt new occupational categories to align with 2010 Standard Occupational Classification (SOC) System • Each job at institution needs to be categorized according to 2010 SOC • Student Financial Aid • 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 • CATAC 2013 (Average Net Price) • Data will all come from 2011-12 PYR: 2010-11, 2009-10, 2008-09 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

34. 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) 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

35. Resources for IPEDS Reporting IPEDS Help Desk 1-877-225-2568 or ipedshelp@rti.orgTraining & Tutorials (Association for Institutional Research)Short data submission tutorials based on key conceptsAvailable 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 CenterSurvey Materials: blank forms, instructions, glossary, FAQs, narrative edits, import specificationsNew Keyholder HandbookSign up for IPEDS listserv (1,500+ keyholders) 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

36. QUESTIONS 2012 CASFAA Annual Conference December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference