an update on recent developments & future directions sheeo/nces network conference may 13-15,...
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IPEDS Workshop. An Update on Recent Developments & Future Directions SHEEO/NCES Network Conference May 13-15, 2003 Phoenix, AZ. Postsecondary Studies Division. Dennis Carroll - Associate Commissioner Paula Knepper - Senior Technical Advisor Program Directors: - PowerPoint PPT PresentationTRANSCRIPT
An Update on Recent
Developments & Future DirectionsSHEEO/NCES Network
ConferenceMay 13-15, 2003
Phoenix, AZ
Postsecondary Studies Division
• Dennis Carroll - Associate Commissioner• Paula Knepper - Senior Technical Advisor
Program Directors:• James Griffith - Longitudinal and Sample
Surveys• Roslyn Korb - Postsecondary Cooperative
System, Analysis and Dissemination
Postsecondary Institutional Studies Program
• Susan Broyles - Program Director
• Samuel Barbett – Team Leader, File development, data quality and dissemination
• Janice Plotczyk – Team Leader, Data collection system updates, collection prep and processing; Minimum Data Set
More Staff
• Patricia Brown - Institutional Characteristics & Student Financial Aid
• Frank Morgan - Completions, Enrollment, and CIP
• Sabrina Ratchford - EAP, Fall Staff and Salaries
• Cathy Statham - Finance• Andrew Mary - Graduation Rates
Contractor Staff
RTI • Janice Kelly
– IPEDS Project Director• Jamie Isaac
– Help Desk Supervisor
IT Innovative Solutions, software developer –Mohamad Sakr
AIR Liaison–Terry Russell
Introduction ofState Coordinators
Recap of 2002-03 IPEDS Data Collection
Most Recent Collection Spring 2003
Opened March 5 Closed for institutions April 20 Closed for coordinators May 4
Components Enrollment Student Financial Aid Graduation Rates Finance
Reporting Status SummarySpring 2003 Reporting Status
SummaryTitle IV, as of 5/7/03
EF F GRS SFAN/A 221 612 941 764No Data 56 151 84 155Data, not clean
103 134 103 39Clean 4 0 0 0Locked/Complete
6202 5689 5458 5628Total 6586 6586 6586 6586
Migration
Migrated to date:EF = ~76%F = ~65%GRS = ~62%SFA = ~62%
Preliminary Response Rates
Early estimates, prior to cleaning up parents/children, partials:EF = ~97.5%F = ~95.2%GRS = ~96.7%SFA = ~96.7%
How did we do???
Server problem
•Spring collection was extended 4 days due to server time-outs– At times in the last 2 days, there
were 700+ concurrent IPEDS users– A small amount of traffic from
other NCES surveys– We would really prefer NOT to
implement staggered due dates, but…
System problems
•A few global edits did not run, so institutions were able to lock with errors– Finance – caught during collection– Fall Staff – discovered after migration
• A few edits did not work properly when the collection opened, but were fixed
• Special queries were done to identify cases affected
Survey/system design problems
•Completions – some institutions with no preloaded CIP codes had problems getting started with data entry
• IC – Student Charges Pt D was not edited enough, causing inconsistencies among item inter-relationships, e.g., room/board
Survey/system design problems
•EAP/SA/S – problems surfaced with almost all SQs for these 3 surveys
•Winter, Spring – problems arose with SQs that had been answered in the Fall collection and needed to be changed
Report from the Help Desk
Migration andData Availability
Peer Analysis System
Three levels of data release:
–Collection– Institution–Guest
Collection Level
• Collection level includes data that have been edited by the collection software and partial data (incomplete responses). These data have not been run through quality control procedures, but are suppressed.
• Accessed with your data collection UserID and Password
Data Available - Collection Level
• IPEDS 2002-03– Winter 2002-03
•Fall Staff•Employees by Assigned Position
– Spring 2002-03•Enrollment•Finance•Student Financial Aid
Institution Level
• Institution level data are edited, they have been run through NCES quality control procedures, and they are ready for imputation (both total institutional non-response and partial nonresponse). These are also suppressed.
• Accessed using an institution’s 6-digit IPEDS UnitID as both the UserID and Password.
Data Available - Institution Level
• IPEDS 2002-03– Fall 2002
•Institutional Characteristics•Completions
Data Available - Institution Level
• IPEDS 2001-02– Fall 2001
• Institutional Characteristics• Completions
– Winter 2001-02• Employees by Assigned Position• Fall Staff (totals only)• Salaries (suppressed version)
– Spring 2002• Enrollment• Finance• Student Financial Aid (suppressed version)• Graduation Rates (rates only)
More Data - Institution Level
• IPEDS 1999• Finance 1997 and 1998• Graduation Rates 1997 through
2000
Guest Level
Guest level data include data that have been edited, quality controlled, imputed for nonresponse and suppressed.
An ED Tab report using the data has been adjudicated and released on the NCES web site.
Data Available - Guest Level• IPEDS 1984, 1985, 1986, 1987
– Institutional Characteristics– Fall Enrollment– Completions– Salaries (not collected in 1986)– Finance
• IPEDS 1990 through 1996– All surveys
• IPEDS 1997 and 1998– Finance and GRS are not included
• IPEDS 2000-01– Fall 2000– Spring 2001 (GRS is not included)
Coming Soon to Guest LevelSchedule for adding archived data:
• IPEDS 1987,1988 May-June, 2003• HEGIS 1983 June, 2003• HEGIS 1972 July, 2003• HEGIS 1982 Sept, 2003
Electronic Code Book
• IPEDS 1998– Released October 2001
• Fall 2000 – Released March 2002– Includes IC and C
• Spring 2001– Expected release date May 2003– Will include Enrollment, Finance,
SFA
Schedule2003-04
Schedule IPEDS 2003-04July 23
IDs and passwords mailed to CEOs if no current (2002-03) keyholder (Title IV)
IDs and passwords emailed to current keyholders
July 30
Registration opens All keyholders must register (once) for
the 2003-04 collection cycle•keyholder contact information will be
preloaded
Schedule IPEDS 2003-04July 30
ALL IPEDS 2003-04 survey forms, instructions, and import specifications will be posted when the system opens for registration.
Schedule IPEDS 2003-04
August 27 Status of registration
determined
By September 3 Letter to CEOs if keyholder has not
registered•name of 2002-03 keyholder• request to followup or appoint a new one•certificate with UserID and password• instructions for changing password
Fall Collection
Components: Institutional Characteristics Completions
Schedule: September 10 Collection opens October 22 Collection closes for institutions November 5 Collection closes for
coordinators
Winter Collection
Components: Employees by Assigned Position Salaries Fall Staff (required for 2003) Enrollment (also available in Spring 2004)Schedule: December 3 Collection opens January 28 Collection closes for institutions February 11 Collection closes for
coordinators
Spring Collection
Components: Enrollment Student Financial Aid Finance Graduation RatesSchedule: March 10 Collection opens April 21 Collection closes for institutions May 5 Collection closes for coordinators
Followup Schedule
Email to KH (collection open) OpenLetter to CEO (FSA list) Close – 4wksLetter to CEO (no registered KH) Close – 4wksEmail to KH (no data) Close – 4wksPhone call to CEO (no registered KH) Close –
3wksPhone call to CEO/KH (no data) Close – 2wksEmail to KH (no data) Close – 2wksEmail to KH (not locked) Close – 2wksEmail to KH (no data) Close – 1wkEmail to KH (not locked) Close – 1wk
Tips for Coordinators
Coordination Tree Updates
The Coordination Tree is the term we use to describe who has what kind of access to which institutions.
Coordination Tree Updates Coordinators should review their
institution group and access to institutional data.
State coordinators have access to State List of Institutions not Coordinated by Your Office, under the Reports menu.
Updates can be made at any time during the collection periods, but this is a good time to make changes that will be reflected in your coordination plan for all 3 collections next year.
Coordination Tree Updates
You will soon receive an email asking for updates.
Please email [email protected] with any updates that you wish to be made.
Keyholder Changes
Keyholder changes can be made by the Help Desk or NCES until June 1 so that UserIDs and passwords can be emailed to newly appointed keyholders in July.
File Upload
Uploading a data file is an alternative method of reporting besides manually inputting your data into the data collection system
File Upload
There are predetermined layouts for each survey
fixed-length text file comma-delimited file
Both types are offered for all surveys
File Upload The record layouts are available
in the data collection system, as well as on the IPEDS web site http://nces.ed.gov/ipeds/web2000/
importsp.asp
The layouts may change based on revisions to the survey forms.
File Upload
2003-04 schedule
Import specifications for all three data collections will be available by July 30, 2003
File Upload Help us test File Upload send us your files and we will
test them for you helps make sure that you are
using the right format, as well ensure that our programs are working correctly
Title IV Compliance
All Title IV institutions
are required
to respond to IPEDS
Statutory Mandate
• Section 490 of the Higher Education Amendments of 1992 (P.L. 102-325) requires that “… institutions will complete surveys conducted as part of the Integrated Postsecondary Education Data System (IPEDS)...in a timely manner and to the satisfaction of the Secretary.”
Which means…
• Institutions are required to complete all of the IPEDS surveys in order to satisfy the requirements of the HEA.
• Full and complete responses will be required - an institution must “lock” a survey to be considered a respondent.
Nonrespondent Lists
• During the 2003-04 collection year, NCES must compile a list of non-respondents to each of the surveys.
• Nonrespondent lists are verified and forwarded to the office of Federal Student Aid, within 45 days of closeout, for appropriate action.
FSA List – Fall 2002
•Fall Noncompliance List to FSATotal = 224 institutions
•IC only 22•C only 138•Both 64
FSA List – Winter 2002-03
•Winter Noncompliance List to FSATotal = 105 institutions
•EAP only 55•SA only 25•Both 25
Consequences of Noncompliance
• An institution’s failure to submit data could jeopardize its participation in the federal student aid programs authorized by Title IV.
• Or, the Department may fine an institution any amount, up to $27,500, for each statutory or regulatory violation.
Past Performance• FSA has already sent warning
letters to over 100 institutions (nonrespondents to 2000/2001 IPEDS)
• Fine notices sent to 5 institutions – range from $13,000- $17,000
• One institution received a termination notice
What you’ll see in the future…
An increased emphasis on reporting compliance
Followup communications from IPEDS
Communications from the office of Federal Student Aid
Discussion ItemsSpecial encounters of the 3rd kind:
Parent/child reportingEAP/SA/S – who are the faculty?IC/EF/C – will levels/enrollment
match?EF/GRS/SFA – who are FTFT students?
What time is it? Census datesResidency of overseas HS
Changes For2003-04
IPEDS Architecture Registration and all three
data collections will be integrated into ONE system for ease of maintenance
Mostly transparent to users
Correction of Prior Year Data
Correction of 2002-03 survey data will be possible during 2003-04 collection.
Only data collected in 2002-03 will be available for correction
Correction of Prior Year Data
Call Help Desk to get survey unlocked one level
Data will need to be edited, locked, and remigrated
Corrected/revised data will be available through PAS
Customizing Screens Screening questions (SQs) are used to
determine survey applicability or to generate customized data screens
SQs may be asked during the same collection (eg, special CIPs on EF, sports on GRS)
SQs from a previous collection may also be used (eg, IC cohort question for GRS, IC SQ for Salaries applicability)
Screening Questions Next year we’ll provide information
with each question as to how it will be used
PLEASE read these questions carefully, because incorrect answers cause problems
KHs will need to call the Help Desk to get SQ responses from previous collections changed so that correct surveys and screens can be generated by the system
In general…
We will continue to introduce further customization of screens to lessen institutional burden.
In general…
Data items that were optional in 2002-03 will be mandatory in 2003-04.
Changes in Reporting Changes in reporting
requirements will be posted in advance on the IPEDS website.
All survey items, instructions, import specs will be posted by the time the registration system opens on July 30.
http://nces.ed.gov/ipeds/webbase.asp
Fall 2003 Collection Institutional Characteristics
New items: E-mail address of CEO
To facilitate communications; will not be output on files
Link to institution’s Mission Statement (or short text description of same)
Fall 2003 Collection Institutional Characteristics
New edits in Pt D, Student Charges New, shorter version of the survey
for private, <2-yr institutions Burden reduction
Spring 2004 Collection
Student Financial Aid No changes
Fall 2003 Collection Completions
New, easier-to-use CIP selection screen with enhanced program search utility
Optional reporting using CIP2000•The new SEVIS reporting system (US
Immigration and Naturalization Service) requires that institutions use CIP2000 now.
• IPEDS will make reporting using CIP2000 available next year, so that schools do not need to maintain two CIP versions…
Completions Respondents will specify which
CIP version they’re submitting Data will be stored in the data
collection system in the version in which they were submitted Data printed out or downloaded will
be returned as submitted 1990 CIP codes will be converted
to CIP2000 codes for data release (Peer Analysis System, etc)
1990CIP data
CollectionSystem
CIP2000 data
PASMigration
CIP2000 data
How CIP conversion will work
CIP:2000 Implementation Schedule
• NEW - 2003-04– OPTIONAL for Completions, Fall 2003 (awards conferred between July 1, 2002
and June 30, 2003)
• 2004-05– OPTIONAL for Completions, Fall 2004 – MANDATORY for Enrollment, Winter
2004-05 (data on selected CIPs for OCR)
• 2005-06– MANDATORY For Completions, Fall 2005
Resources
• Resources available:
• CIP:2000 Manual in .pdf format
• Electronic version with indices, search capabilities, crosswalks, downloadable Access and Excel files
http://nces.ed.gov/ipeds/whatsnew.asp
Winter 2003-04 Collection
Employees by Assigned Position (EAP)
Salaries (SA) Fall Staff (S)
What happened in 2002-03
• EAP: – Unexpected types of employees
reported under the faculty status columns
– Less than 4-year institutions reported medical school data
– More graduate assistants than other staff (faculty/non-faculty) employed at some institutions
Employees by Assigned Position
Faculty status cells for the following four job categories will no longer be applicable:– Technical and paraprofessionals– Clerical and secretarial– Skilled crafts– Service/Maintenance
Medical school pages Will be applicable to 4-year and
above institutions only
Salaries (SA)
• SA exclusion question asked on IC (e.g., all part-time, military, etc.) will be restructured into a 4-part question
• Contract length/teaching period SQ will be restructured into a 2-part question:– Do you have FT instructional faculty?– If yes, specify contract lengths/
teaching periods
Salaries (SA)
• Housing, tuition benefit questions will be restructured into a 3-option format:– Do you offer housing/tuition
benefits?•No, no housing/tuition benefits•Yes (restricted), •Yes (not restricted)
Fall Staff (S)
Required in 2003-04 Contract length/teaching period
SQ will be restructured into a 2-part question:– Do you have FT faculty?– If yes, specify contract lengths/
teaching periods
Winter 2003-04 Collection Enrollment (also available in Spring
2004) Age – required Residence – optional
Enrollment Survey Proposal: Collect detail (not totals) on FT, PT
undergraduate pages in Part AItem Description Current
Data Source
Proposed Data Source
1 First-time, first-year, degree/certif-seeking
Reported Reported
2 Other degree/certif-seeking
Calculated (3-1)
Reported
3 TOTAL degree/certif-seeking
Reported Calculated (1+2)
4 Non-degree/certif-seeking
Calculated (5-3)
Reported
5 TOTAL Reported Calculated (3+4)
Enrollment Survey 2 new items
Fall-to-fall retention for prior year full-time and part-time entering cohort (first-time, degree/certificate-seeking undergraduate students)
Spring 2004 Collection Graduation Rates
4-yr institutions - report on a 1997 cohort
<4-yr institutions – report on a 2000 cohort
Graduation Rates Replace transfer-out mission SQ
with statement that informs respondents that if they do have such a mission, they are expected to report transfer-out data if they have it available
Delete collection of time-to-degree for bachelor’s completers from the other-than-bachelor’s subcohort (Section III)
Finance
What’s the Deal with the New GASB?
Why the New Form?
Financial Accounting Standards Board
Governmental Accounting Standards Board
Change in accounting standards
3-Year Phase-in
2 more years to go
Largest institutions first
Last institutions will phase in for Spring 2005 (fiscal year 2004)
Basic Differences
• New form has statement of net assets (SNA) information (i.e., assets, liabilities, net assets)
• New form covers all funds, not just current (now includes plant, endowment, and loan funds)
• New form does not ask for endowment fund balances
Basic Differences (cont’d)
• Discounts and allowances (scholarships used to pay tuition)
• Breakdown of expenses by natural classification (salaries and wages, benefits, depreciation, other)
What happened?
• New GASB respondents: 1,279 in Spring 2003
Finance problems, Spring 2003
• Some global edits did not run (technical problem), so we found cases where:– Totals weren’t entered– Discounts and allowances amounts were
too high for scholarships reported– New FASB form – allocation of operation
and maintenance of plant expenses was confusing
• Schools within systems that cannot present SNA data are now child reporters
Upcoming changes
• New FASB expense reporting form no longer optional– Matrix format of functional and
natural classifications
Upcoming Changes• Public and private, not-for-
profit institutions will be asked to report endowment assets (optional Spring 2004, mandatory Spring 2005)– Market value at beginning and
end of year
Technical Review Panels
Technical Review Panels - Last Year
TRP #1 - Clustering – Parent/child reporting
TRP #2 - “Let’s Make IPEDS Work for
Community Colleges”
TRP #3 - IPEDS Jeopardy
This Year
TRP #4 – Graduation Rates• TRP #5 – Item changes for 2004-05• TRP #6 – Derived Variables
Format
Overall TRP has about 40 members– States - Contractors– Institutions - Feds– Associations
• Each TRP meeting will have about 20 attendees
• 1½ day workshops
TRP #1 - ClusteringHeld July 11 & 12, 2002• Looked at how institutions are
responding• Addressed issues posed by
parent/child reporting– How to deal with combined
reporting – should we be consistent?
– Impact on COOL and PAS
TRP #1 - Clustering• Consensus was to eliminate as
much combined reporting as possible– Combined reporting among
institutions that have different Program Participation Agreements is NOT allowed
– Eventually NCES hopes to eliminate all combined reporting except for Finance
• Read the report at http://nces.ed.gov/ipeds/trp.asp
TRP #2 - Community College Issues
Held October 28 & 29, 2002• Non-credit enrollment• Continuing education • Work-force development• Measuring “success” or “goal
achievement”• How IPEDS should collect some
data differently
TRP #3 - IPEDS Jeopardy
Held December 3 & 4, 2002• What is Distance Education?• How do we measure activity?• What is a first-professional
program?• How do we implement r/e on GRS?• COOL – what else do we include?
TRP #4 – Graduation RatesHeld April 23 & 24, 2003• Are we collecting the data that we
want?• Are we collecting too much data?• Do we need comparable data
across institutions?• What is the impact of data
suppression on release?• What should be put on IPEDS
COOL?
TRP #4 – Graduation RatesRecommendations:• Replace R/E/G collection for long
programs with one number• Look into allowing voluntary
reporting of full-year cohorts by term-based institutions
• IPEDS COOL – – 150% graduation/completion rate– 4-yr, 5-yr, 6-yr rates for bachelor’s
completers
TRP #4 – Graduation RatesRecommendations:• Ideas for data release:
– Tweak the current suppression algorithm
– Add aggregate records to suppressed data file
– Add rates to suppressed data file– Remove unitids from unsuppressed
file– Put out 2-yr average file, with years
not specified
TRP #5 – Item ChangesTarget Summer 2003• Will pull together
recommendations from TRP#2 – Community Colleges and TRP#3 – Jeopardy
• Will include ½ day session on Medical Schools
TRP #6 – Derived VariablesTarget Fall 2003• What derived variables would
aid in the use of IPEDS data through the web-based data access tools?
Race/Ethnicity
Race/Ethnicity• NCES will advise the
postsecondary education community as soon as resolution is reached – “What’s New”– “This Week in IPEDS”
• Keep posted at http://nces.ed.gov/ipeds/