2. Agenda
O IPEDS Update
O National Post-Secondary Report Card
O Fall Utah I.R. Meeting
O Lunch
O USHE Data Issues
3. IPEDS Workshop Agenda
O Notes from 2013-14 Data Collection
O 2014-15 Data Collection Calendar
O Changes for 2014-15 and 2015-16 Data
Collection
O Resources Reminder
5. Reporting Noncompliance
O As of 10/2012, the fine amount for IPEDS
reporting noncompliance has increased
O The regulations permit a fine of up to $35,000
for each violation of any provision of Title IV,
or any regulation or agreement implementing
that Title
O Increased from $27,500
O Remember, noncompliance encompasses both
timely and accurate reporting
6. Institutional Characteristics
and Student Financial Aid
O Cost of Attendance (COA) data for prior years
moved to the SFA component from IC
O Moved to improve the calculation of
average net price of attendance
O Key Holders can revise/verify COA data at
the same time they submit fin aid data on
SFA and see the net price calculation
O No revisions in Prior Year Revision System
7. Moved Graduation Rate and
Graduation Rate 200
O GR and GR200 joined the SFA component in
the Winter data collection
O Institutions were able to meet new due date
O Allows NCES to provide graduation rates
data to legislators, policy makers, students,
and data users earlier
8. Human Resource
O 2012: New format + SOC = huge challenge
O What we learned:
O OC was not designed with postsecondary
education in mind
O Clarified screens, rewrote instructions, new
FAQs
O Please note: there were NO changes in
reporting for 2013-14; all work on instructions
was done to provide CLARIFICATION
9. Postsecondary Teachers
O No more Postsecondary Teachers terminology
– too confusing
O We’ve returned to the old terminology:
O Instructional staff, includes:
O Primarily instruction
O Instruction combined with research,
public service
O Research staff
O Public Service staff
10. Renamed Some Categories
O New: Community, Social Service, Legal, Arts, Design,
Entertainment, Sports, and Media Occupations
(21-0000 + 23-0000 + 27-0000)
O Old: Community Service, Legal, Arts, and Media Occupations
O New: Student and Academic Affairs and Other Education
Services Occupations (25-2000 + 25-3000 + 25-9000)
O Old: Other Teaching and Instructional Support Occupations
O New: Library and Student and Academic Affairs and Other
Education Services Occupations
(25-4000 + 25-2000 + 25-3000 + 25-9000)
O Old: Library and Instructional Support Occupations
11. More Clarifications
O One contract type category has been expanded:
O New: Multi-year or continuing or at-will
contract
O Old: Multi-year contract
O See the instructions for the NEW Key Reporting
Concepts section -- basic reporting concepts that
will assist you in completing the HR component
O SOC codes added to screens
12. How can you help?
O Please continue to let us know if you identify
additional issues you are struggling with
O The SOC 2018 Revision process is underway!
O NCES has proposed changes that will help
better align the SOC with postsecondary
education, particularly in the areas of academic
and student affairs
13. 2018 SOC Revision
O How you can get involved:
O Submit comments to the Federal Register
notice slated to be published in early 2014
O Let your voices be heard and make
suggestions about how the SOC can be
improved and updated to better reflect the
occupations at postsecondary institutions
14. Important Concepts: SOC
Occupational Hierarchy
O 23 Major occupational groups
O 97 Minor occupational groups
O 461 broad occupations
O 840 detailed occupations
O For example:
O Major Group 25-0000 Education, Training and
Library Occupations
O Minor Group 25-1000 Postsecondary Teachers
O Broad Occupation 25-1060 Social Science Teachers,
Postsecondary
O Detailed Occupation 25-1064 Psychology Teachers,
Postsecondary
15. Important Concepts: Key SOC
Classification Principles
O Principle 2: Classification is based on work performed
O Occupations are classified based on work performed and, in
some cases, on the skills, education, and/or training needed to
perform the work at a competent level.
O Principle 9: Collectability
O The U.S. Bureau of Labor Statistics and the U.S. Census
Bureau are charged with collecting and reporting data on total
U.S. employment across the full spectrum of SOC major
groups.
O Thus, for a detailed occupation to be included in the SOC,
either the Bureau of Labor Statistics or the Census Bureau
must be able to collect and report data on that occupation.
16. Suggesting New or Revised
Occupations
O Provide specific information on the nature of
the work performed – this is the most
important type of information!
O Include specific activities and tasks
O Indicate which activities and tasks are required
of all workers in the occupation
17. Keep in Mind
O How the work performed is distinct from
that of other detailed SOC occupations.
O For example, why shouldn’t academic and
student affairs professionals be classified
under 11-9099, Education Administrators,
Other or 21-1012, Educational, Guidance,
School, and Vocational Counselors? What
makes their duties and responsibilities distinct?
19. General System Notes
O Can now have 7 additional users; more
in the future
O Adding Library Contact info this spring
so we can communicate with those
folks
21. 2014-15 Data Collection
Calendar
Registration Fall
(6 wks)
Winter
(9 wks)
Spring
(17 wks)
Open date Aug 6 Sept 3 Dec 10 Dec 10
Keyholder
close date
Oct 15 Feb 11 Apr 8
Coordinator
close date
Oct 29 Feb 25 Apr 22
Includes
Registration
Mapping
Institution ID
IC-H
IC
C
E12
SFA
GR
GR200
ADM
EF
F
HR
AL
22. Registration Review Date
O Register by August 27
O If a Keyholder has not registered as of this
date, a letter will be sent to the CEO
requesting appointment of a new Keyholder
23. Prior Year Revision (PYR)
System
O Survey components will be open for revision
during their regular data collection period
O EXCEPT: Fall components will open on 9/10
instead of 9/3
O Revise cost of attendance data on Institutional
Characteristics or any Student Financial Aid data
through current year Student Financial Aid
O For next year only, revise Admissions data through
Institutional Characteristics in both Fall and
Winter
24. Other Important Dates
O Update Registration Contact information
O 8/6/14 – 7/17/15
O Update Institution Identification information
O 8/6/14 – 6/1/15
O Upload Custom Comparison Group for 2015
Data Feedback Report
O 1/5/15 – 7/17/15
26. Institutional Characteristics –
Veterans
O Which of the following are available to veterans,
military service members, or their families?
O Post-9/11 GI Bill, Yellow Ribbon Program
O Credit for military training
O Dedicated point of contact for support services for
veterans, military service members, and their
families
O Recognized student veteran organization
O Member of Servicemembers Opportunity Colleges
O URL for tuition policies specifically related to veterans
and military service members
28. Institutional Characteristics –
Screening Question
O Screening question for academic libraries data:
O What are your annual total library
expenditures?
O If annual total library expenditures = 0
there is no additional reporting
O If annual total library expenditures >0,
institution will submit the new Academic
Libraries component
30. Delete Institutional Characteristics
– Early Fall Estimates
O Early Fall Enrollment Estimates
O Full-time and part-time undergraduate
students
O First-time undergraduate students
O Graduate students
O Why?
O Data are not of particularly good quality
O Source of confusion in Data Center
O Evidence that they’re not widely used
31. Move from Institutional
Characteristics to Admissions
O Delete the items that collect admissions
information from IC, and create a separate small
component in the Winter collection
O Screening Question will remain on IC (Do you
have an open admissions policy?)
O New component will be collected only from
institutions that do not have an open admission
policy
O Moving these items to Winter will mean all
institutions can report data for the most recent fall
period
32. Add to Student Financial Aid –
Veterans
O Post-9/11 GI Bill benefits:
O Number of undergraduate and graduate students receiving
benefits
O Total dollar amount of tuition and fee benefits awarded to them
through the institution
O DoD Tuition Assistance:
O Number of undergraduate and graduate students receiving
O Total dollar amount of awarded to them through the institution
34. Admissions (ADM)
O Newly separated component in Winter
O Admissions items from Institutional
Characteristics – nothing new
35. ADM – Admissions
Requirements
O Admissions requirements (required, recommended, neither
required nor recommended, don’t know):
O Secondary school GPA
O Secondary school rank
O Secondary school record
O Completion of college-preparatory program
O Recommendations
O Formal demonstration of competencies (e.g., portfolios,
certificates of mastery, assessment instruments)
O Admission test scores
O SAT/ACT
O Other test (ABT, Wonderlic, WISC-III, etc.)
O TOEFL
36.
37. Admission – Counts
O Number of first-time, degree/certificate-
seeking students in the following categories.
For each category, report men, women, and
total as available
O Number of applicants
O Number of admissions
O Number (of admitted) that enrolled full-time
O Number (of admitted) that enrolled part-time
39. Admission – Test Scores
O If test scores are required for admission for
first-time, degree/certificate-seeking
undergraduate students, provide the number
and percentage of enrolled students submitting
SAT and/or ACT scores, and the 25th and 75th
percentile scores for each test listed:
O SAT Critical Reading, Math, Writing
O ACT composite, English, Math, Writing
42. New Academic Libraries (AL)
O The Academic Libraries Survey (ALS) was collected by
Census Bureau/NCES from degree-granting institutions
every other year in even-numbered years, through 2012
O The Academic Libraries (AL) component of IPEDS will
be collected from degree-granting institutions annually
in the Spring collection, and will have fewer data
elements
O Collected only if total annual library expenditures >
0
O Questions about staff will be moved to the Human
Resources component for the 2014-15 collection.
43. Academic Libraries – Collection,
Circulation
O If expenditures > 0:
O Is the library collection entirely electronic? (Y/N)
O Library collections counts, physical and
digital/electronic, as applicable:
O Books
O Serial titles (deleted because it was deleted from
2012 ALS)
O Databases
O Media
O Circulation, physical and digital/electronic, as
applicable
45. Academic Libraries -
Expenditures
O If expenditures > $100,000:
O Number of branch and independent libraries—
exclude main or central library
O Total salaries and wages
O Are staff fringe benefits paid out of the library
budget? (Y/N)
O Fringe benefit expenditures if paid by the library
budget
O One-time purchases of books, serial back files and
other materials
O Ongoing commitments to subscriptions
46. Academic Libraries –
Expenditures, Interlibrary
O If expenditures > $100,000 (continued):
O Other information resources
O Preservation services
O All other operations and maintenance expenditures
O Total interlibrary loans and documents provided to
other libraries
O Total interlibrary loans and documents received
O Does your library support virtual reference services?
47.
48.
49. Academic Libraries
Communications
O IPEDS team will upload current library
contacts into the Data Collection System as
Library Contacts
O NCES will begin communicating with Key
Holders, Coordinators, and Library
Contacts this spring about next year’s
collection
50. Academic Libraries Resources
O NCES will develop an Academic
Libraries Resources website
ODefinitions
OFAQs
OComparison chart for ALS
(Census) and AL (NCES)
51. All Survey Components
O Voluntary item: 2014-15, every 3rd year
O Time required to complete the component:
O Review instructions
O Query and search data sources
O Complete and review the component
O Submit the data through the Data
Collection System
O Will be used in calculating future burden
estimates
52. Summary 2014-15
Fall Collection Winter
Collection
Spring Collection
• Institutional
Characteristi
cs
• Completions
• 12-month
Enrollment
• Student
Financial
Aid
• Graduation
Rates
• 200%
Graduation
Rates
• Admissions
• Fall
Enrollment
• Human
Resources
• Finance
• Academic
Libraries
54. New Outcome Measures
(OM)
O New Winter component for degree-granting
institutions
O Collect outcome measures data on 4
degree/certificate-seeking student cohorts
O Full-time, first-time students
O Part-time, first-time students
O Full-time, non-first-time entering students
O Part-time, non-first-time entering students
55. Why?
O Improve the quality and availability of student
success data
O Collect more comprehensive measures of
student success for a broader group of students
56. Outcome Measures – 6 years
O For each of the 4 cohorts, collect a status
update 6 years after the cohort enters the
institution using the following category:
O Received award
57. Outcome Measures – 8 year
O For each of the 4 cohorts, collect a status update 8 years after the
cohort enters the institution using the following categories:
O Received award
O Did not receive award, still enrolled at reporting institution
O Did not receive award, subsequently enrolled at another
institution
O Did not receive award, subsequent enrollment status unknown
O A total of students who did not receive an award will be
calculated
58. Outcome Measures
O Academic reporting institutions will report on
Fall cohorts; program and hybrid reporters will
report on full-year cohorts
O Outcome Measures data collection will begin
in 2015-16 2014-15, with institutions reporting
on their 2007 2006 cohorts
O Data will not be disaggregated by race,
ethnicity, or gender
59. Outcome Measures
Resources
O We will develop an OM Resources website
O Definitions
O FAQs
O Help with developing retrospective cohorts
60. Summary, 2015-16
Fall Collection Winter
Collection
Spring Collection
• Institutional
Characteristics
• Completions
• 12-month
Enrollment
• Student
Financial Aid
• Graduation
Rates
• 200%
Graduation
Rates
• Admissions
• Outcome
Measures
• Fall Enrollment
• Human
Resources
• Finance
• Academic
Libraries
62. Help Desk
O RTI International manages the Help Desk
O The Help Desk provides outstanding service
O They are expert representatives, most with
years of IPEDS experience
O Data Collection Help Desk
O Tools Help Desk
63. Help Desk Activity 2013-14
(through March 26, 2014)
Fall 2013
(includes
registration)
Winter/Spring
2013-14 Total
Number of calls
handled
11,236 11,703 22,939
Number of calls
made
11,638 12,088 23,726
Number of e-mails
received
4,288 5,567 9,855
Total 27,162 29,358 56,520
64. Training
• Association for Institutional Research (AIR)
– Holds the subcontract for IPEDS training
– Provides training in a variety of modalities:
• Face-to-Face Workshops
• Online Video Tutorials
• Online Keyholder Courses (new for 2014-15)
www.airweb.org/IPEDS
65. Face-to-Face Workshops
• Most co-hosted with other higher education organizations
• Include instruction, videos, hands-on exercises, and discussions
30 Workshops Annually
• Keyholder Training
• Best Practices for Reporting and Using IPEDS Data to Improve
Efficiencies
• IPEDS Data as the Public Face of an Institution
• IPEDS Data and Benchmarking: Supporting Decision Making and
Institutional Effectiveness
• IPEDS Finance Training for IR Professionals
Workshops Topics
66. Online Video Tutorials
Component
Overviews
• 10 tutorials,
over 40
minutes of
content
• Brief
introduction to
each
component
Definitions
and Concepts
• 30 tutorials,
over 95
minutes of
content
• Linked from
data collection
forms
Data Tools
• Over 165
minutes of
content
• Data Center,
Trend
Generator, etc.
IPEDS
Related
• Additional
tutorials related
to IPEDS
• New
Keyholder, Net
Price
Calculator, etc.
67. New Online IPEDS Resources
• Course 1 – For keyholders with 0-9 months of experience, explains keyholder
responsibilities, campus planning for IPEDS submission, key IPEDS concepts,
and where IPEDS data appear in the public domain (available August 2014)
• Course 2 – For keyholders with 9-24 months of experience, covers how to
improve IPEDS data quality, increase data submission efficiency, and access
and use IPEDS data (available late Fall 2014)
IPEDS Keyholder Courses
(courses are self-paced, mentor supported, and take 10-15 hours to complete)
• Review of changes to collection process and survey components
(available August 2014)
Annual IPEDS Update
68. Listservs
O IPEDS listserv
O >1500 subscribers
O Very lively discussions
O Biggest challenge: Communicating to
Keyholders when to contact Help Desk, and
when to post on listserv
69. This Week in IPEDS
O Important news
O Data submission topics
O Data releases, publication releases
70. IPEDS Resource Center
O Data release procedure Data tip sheets
O Survey instrument archive; changes
O Information Centers
O HR/SOC
O Race/Ethnicity
O CIP
O Net Price Calculator
O Net price FAQs
72. IPEDS Data Release
Procedure
O 4 stages:
O Collection Level
O Preliminary
O Provisional
O Final
O Outlined in IPEDS Resource Center
73. Collection Level
O Data are locked
O Then they are reviewed by the Help Desk
O Then they are migrated to the Collection Level
Data Center (login available only through the
Data Collection System)
O At Collection Level, any respondent whose
data have already been migrated can see their
own data, as well as the data for all of the
other institutions that have already been
migrated
74. Preliminary Data
O After an IPEDS data collection cycle closes:
O A First Look publication based on preliminary data
is released
O Preliminary data are made publicly available
through the IPEDS Data Center
O Preliminary data have been edited but are subject to
further NCES quality control procedures
O Imputed data for non-responding institutions are not
included
75. Provisional Data
O After all quality control procedures are
complete:
O The First Look publication is reissued
based on the provisional data
O Provisional data are made publicly
available through the IPEDS Data Center
O Data have been imputed for non-responding
institutions
76. Final Data
O Institutions may submit revisions to data in the
subsequent data collection year.
O After editing of these revised data is complete:
O Final data are made public through the IPEDS
Data Center
O The First Look publication is not reissued
78. Publication/Data Release
Schedule
O Preliminary Data [data released and First Look
published]:
O Fall Survey Data (ICH, IC, E12, C): mid- to late-May
following the collection
O Winter Survey Data (SFA, GR, GR200): early- to mid-
September following the collection
O Spring Survey Data (HR, EF, F): early- to mid-October
following the collection
O Provisional Data [data released and First Look
published]:
O Approximately 4-6 weeks after the Preliminary data
release
79. IPEDS First Looks
O What Is A First Look? A brief publication and set of tables
that coincides with the release of IPEDS data files. Recent
releases:
O IPEDS Fall 2013-14 data collection (preliminary data)
O Soon!
O IPEDS Spring 2012-13 data collection (provisional
data)
O Pub #2013-183, 12/31/13
O IPEDS Winter 2012-13 data collection (provisional
data)
O Pub #2013-178, 10/21/13
O IPEDS Fall 2012-13 data collection (provisional data)
O Pub #2013-289rev, 07/09/13
80. 2013 Data Feedback Report
O Uses IPEDS data submitted in 2012-13
O Emailed to keyholders 01/07/14
O Mailings
O Sent by 02/07/2014
O Available in Data Center
O Use Data Center for additional 2013 reports
82. Data Center
O Institution Profile Improvements
O More data on student charges, net price, distance
education enrollment, enrollment by age and
enrollment by residence.
O New graphics visually describe the data
83. Data Center
O Statistics Report Improvements
O Revamped the questions asked for the
output to make them clearer and more
intuitive – and also put them on one page!
O Reformatted format to reduce the number
of blank/not applicable cells
O Download feature produces a zip file that
will have both formats
O Improved speed
91. Trend Generator
O Added more questions and subjects, allowing
users to create trends from more IPEDS data
than before
O Finally, the results can now be filtered so that
trends will only include certain groups of
institutions, allowing users more flexibility
92.
93.
94.
95.
96.
97.
98.
99. NCES DataLab
O IPEDS Tables Library
O Link from Data Center, home page
O Sample survey tables available, too
O IPEDS Analytics: Delta Cost Project Database
O 2010 update available
O 2011 update in progress
O http://nces.ed.gov/datalab/
102. What is the IPEDS TRP?
O Group of technical experts that meets ~3x/yr to:
O Implement legislation and regulations into
IPEDS
O Address emerging areas of concern
O Decrease reporting burden AND retain federal
data necessary for policy making and analysis
O Meetings conducted by RTI International and
under the new contract will be held at Department
of Education meeting space
103. TRP Website
O TRP Website, hosted by RTI
O Summaries of meetings
O Calls for comment and
O Dates for upcoming meetings
O Available through the IPEDS Newsroom tab
under Technical Review Panel Reports
O Contact Janice Kelly-Reid at jrk@rti.org if
interested in serving
104. Integration/Other Projects
O Crosswalk
O Gainful employment
O College Scorecard
O Shopping Sheet
O Net price calculator
O Standard Occupational Codes (SOC) working
group
105. Other Topics
O Utah Data Alliance Update
O Access
O Ad Hoc - Group Tracking
O http://www.utahdataalliance.org/
O U.S. Post-Secondary Institution Rating System
O Rating not Ranking
O Taking comments
106. Fall Utah I.R. Meeting
O Format
O Presentations
O Training
O Location
O Dates
O RMAIR Sept. 24-26 Coeur d’Alene, Idaho
O OCT 15 Fall IPEDS Data Collection Closes
109. USHE Data Issues
O HB 32 – Military Credit.
O Legislative intent language / Data collection
and reporting requirements
O New/Changed items
O USHE Missionary File
O Data submission calendar
O SSID update portal with USOE
110. HB 32 – Military Credit
O What, how, and when to collect the data.
O Amount of credit awarded for Military Service
(4) The State Board of Regents and the Utah College of Applied
Technology Board of Trustees shall annually report the
number of credits awarded under this section by each
institution of higher education to the Education Interim
Committee and the Utah Department of Veterans' Affairs.
111. Legislative Intent Language
The Legislature intends that the USHE Institutions Report on the following
performance measures:
(1) Graduation rates (100 percent, 150 percent, and 200 percent) by cohort, with
comparisons to national averages;
(2) Transfer and retention rates by cohort;
(3) Job placement rates following graduation by classification of instructional
program (CIP) where feasible
(4) Cost per degree as defined by CIP, with comparisons to national averages, if
available;
(5) percentage of students enrolling in, and successfully completing, developmental
mathematics course that immediately or concurrently enroll in college level math
(1030 or higher)
112. New or Changed Items
O Course Budget Codes - C-11 (R-506)
O Data Cookbook
O S_Age field does not match age calculated
from birthdate.
113. Other
O Passport
O Citizenship Code
O Changing Degree Intents
O Math/English/Reading placement
recommendations
O Performance Funding Indicators
114. Missionary File
Data Elements from the Institutions:
1. Institution Code
2. SSN
3. Banner ID
4. Last Name
5. First Name
6. Middle Name
7. Birthdate (yyyymmdd)
8. Cohort Year
9. Search Begin Date
115. Data Submission
1st
Submission
Verified
by Impact Areas
Grade Updates (Previous
Academic Year)
July 11th July 17th Concurrent Enrollment
Perkins - Participant List July 31st Sept 26th Perkins Funding (PELL, BIA,
etc.)
Missionary File (Fall) Aug 29th Graduation & Retention Rates
Fall Third Week Sept 29th Oct 3rd Press Release, Budget Requests,
Legislative
Graduation/Completions Oct 13th Oct 17th Data Book - Economic Report
Summer EOT Extracts Oct 20st Oct 24th Data Book - EOY Projections
Fall EOT Jan 20th Jan 23rd Concurrent Enrollment,
Legislative
Spring Third Week Feb 9th Feb 13th Press Release, Legislative
Lobbying
Financial Aid Feb 9th Feb 13th
Missionary File (Spring) Feb 27th Graduation & Retention Rates
Spring EOT June 22nd June 26th EOY Reports, Concurrent
Enrollment
117. Enrollment Projections Review
O University of Utah
O Utah State University
O Weber State University
O Southern Utah University
O Snow College
O Dixie State University
O Utah Valley University
O Salt Lake Community College