IPEDS: New Collection and Updates 2015 Kansas Board of Regents Data Quality and Planning Conference June 10, 2015 9:40 AM -10:30 AM Presenters: Alexus Mattingly, Project Specialist & Samantha Christy-Dangermond, Reporting & Research Specialist Data Collections
Agenda What is IPEDS? 2015-16 : Changes 2014-15: Lessons Learned Policies and Availability of Data Prior Year Revision System Explanations Enhancements to Homepage Resources Sources 2
What is IPEDS? Integrated Postsecondary Education Data System National Center for Education Statistics (NCES) conducts an annual series of interrelated surveys. Data is gathered from every college, university, and technical institution participating in the federal student financial aid programs. Data from many areas, including Institutional costs Enrollments Human Resources Completions 3
What is IPEDS? Data becomes available for public use Used in reports issued by NCES Used at the federal and state level for policy analysis and development Used at the institutional level for benchmarking and peer analysis Used by students and parents to make informed college choice decisions Used by KBOR in research and publications such as Data Books and Foresight 2020 4
What is KBOR s Role? IPEDS coordination for public and independent higher education institutions in Kansas Review surveys for errors or inconsistencies Contact institutions to clarify and/or make corrections Send out reminders about collection close dates Assist with institution changes during coordinator review period Secondary lock (Coordinator Lock) Update Project Calendar 5
IPEDS 2015-16 Data Collection Calendar Aug 26 6
Changes for 2015-16 Collection 7
Outcome Measures (OM) 2015-16 8
Outcome Measures (OM) 2015-16 New Outcomes Measures Survey will be added to the Winter Collection Why? Improve quality and availability of student success data Collect more comprehensive measures of student success for a broader group of students 9
Outcome Measures (OM) 2015-16 Report on Fall cohorts unless a program or hybrid reporter (full-year) First collection (2015-16) will be 2007 cohorts Data will not be disaggregated by race, ethnicity, or gender 10
Outcome Measures (OM) 2015-16 Collect outcome measures data on 4 degree/certificate-seeking student cohorts Full-time, first-time students Part-time, first-time students Full-time, non-first-time entering students Part-time, non-first-time entering students 11
Outcome Measures (OM) 2015-16 For each of the 4 cohorts, collect status update eight years after the cohort enters the institution in the following categories: Received award Did not receive award, still enrolled at institution Did not receive award, subsequently enrolled at another institution Did not receive award, subsequent enrollment status unknown A total of students who did not receive an award will be calculated. 12
Outcome Measures (OM) 2015-16 For each of the 4 cohorts, collect a status update six years after the cohort enters the institution in the following category: Received award 13
Outcome Measures Helpful Hints Students should be included in cohort only if eligible for federal student aid and have clearly stated degree-seeking intent In order to receive federal student aid, a student must be degree/certificate seeking. If the student is eligible for federal student aid they should be included in the cohort, even if they do not actually receive aid. If they are not eligible and have not clearly stated their intent, they should not be counted. Helpful Hints come from IPEDS, KBOR does not currently have any additional information on these issues. 14
Outcome Measures Helpful Hints Students that transfer from 4-year to 2-year institutions and complete a lower level degree would be counted as receiving an award At this time, IPEDS will not collect the level of the award received at the subsequent institution. IPEDS will not place a judgment on success based on different award levels. If two institutions are counting an award There will be double counting However, the students will be in different cohorts and the award will be counted in different columns. This is not a unique issue for OM, since students are likely double counted in other components as well (e.g., enrollment). Helpful Hints come from IPEDS, KBOR does not currently have any additional information on these issues. 15
Fall Enrollment Flow Chart Year 1 Year 3 Source: IPEDS, 2015 IPEDS Workshop Presentation Year 2 16
Fall Enrollment Flow Chart Year 1 Source: IPEDS, 2015 IPEDS Workshop Presentation Year 2 Year 3 17
Outcome Measures FAQs What is meant by still enrolled? A student actively enrolled at the institution during the most recent Spring term What is meant by non-first-time? Any student who is not attending a postsecondary institution for the first time, mostly referring to transfer-in students However, there may be students who have postsecondary experience but who are not considered transfer students. FAQs come from IPEDS, KBOR does not currently have any additional information on these issues. 18
Outcome Measures FAQs If an institution classified a student as first-time but learns later that a student should have been classified as non-first-time, what should they do? When an institution learns something that would improve their reporting of cohorts, they should revise the cohort as appropriate (Prior Year Revision System) What about Spring cohorts? Should those students be included? No, at this time OM does not cover students who started in the Spring. FAQs come from IPEDS, KBOR does not currently have any additional information on these issues. 19
Outcome Measures FAQs How should a student be reported if they entered the institution, left the institution, then returned? The student should be reported in the cohort in which they originally started. Remember once in a cohort, always in a cohort (unless subsequent information about their original status requires a change). Does any award really mean any award? At this time IPEDS has not further defined this term, and any award means any award and can be a certificate or degree. FAQs come from IPEDS, KBOR does not currently have any additional information on these issues. 20
Outcome Measures FAQs Should stackable credentials count as any award? Stackable credentials can count as an award. Should a student who earns multiple awards one in 6 years and one in 8 years, be counted in both award columns (e.g. 8/2013 and 8/2015)? No, multiple awards should not be counted. The student will be included in 8 years if they have earned the award within 6 years. FAQs come from IPEDS, KBOR does not currently have any additional information on these issues. 21
IPEDS 2015-16 Additional details on the changes can be found at: http://surveys.nces.ed.gov/ipeds/vis ChangesForNextYear.aspx 22
Lessons Learned from 2014-15 Collection 23
Academic Libraries Reporting expenditures in IC Header Libraries may not have accurate estimates of expenditures in the Fall Question will change in 2015-16 Lessons Learned come from IPEDS, KBOR does not currently have any additional information on these issues. 24
Academic Libraries Reporting e-books Digital/electronic books as e-book or database? General rule: if the library selects a package of titles and not the individual titles for the collection, count as database. Rule doesn t address when librarians select: Some titles in a package Some packages in a collection of packages Vendors don t differentiate the counts 2015-16 changes to instructions: Count as e-book if titles are searchable through the catalog Include e-book titles in aggregated sets Lessons Learned come from IPEDS, KBOR does not currently have any additional information on these issues. 25
Academic Libraries Reporting unit for e-books/e-media Current instructions: when deciding what to report, consider if the item or unit is restricted to a finite or unlimited number of simultaneous users. Finite number of simultaneous users: based on the number of simultaneous usages allowed if one, count as one if 10, count as 10 Unlimited number of simultaneous users: based on the number of titles in the collection. If a collection has 100 titles, count 100 units. No separation of finite vs unlimited titles on the form 2015-16 changes to instructions: Titles should simply count as the equivalent of one volume, regardless of the number of users Lessons Learned come from IPEDS, KBOR does not currently have any additional information on these issues. 26
Academic Libraries Physical circulation: Instructions say to report circulation of physical items from general collections and reserve collections. Circulation from general collection is better metric for usage 2015-16 changes to instructions: Report circulation from general collections only Lessons Learned come from IPEDS, KBOR does not currently have any additional information on these issues. 27
Academic Libraries Digital/electronic circulation: Instructions indicate that circulation is the number of downloads Some vendors don t provide downloads, just use statistics (# times a user has clicked to open and view an e-resource) 2015-16 changes to instructions: Circulation to include viewing or otherwise opening a digital/electronic book or media (which may not be a download) as well as downloads Lessons Learned come from IPEDS, KBOR does not currently have any additional information on these issues. 28
Academic Libraries Interlibrary loans transactions: Instructions states to include all returnable and nonreturnable interlibrary loans and documents. Non-returnables are faxes, photocopies, etc, that the library does not expect to have returned, so maybe it shouldn t be included in determining usage of the library collection Non-returnables should not be lumped with returnables 2015-16 changes to instructions: Include ILL transactions for items owned by the library and that have charge record. Exclude all non-returnables and items the library borrows from another institution Lessons Learned come from IPEDS, KBOR does not currently have any additional information on these issues. 29
Academic Libraries Reporting salaries/wages: Instructions indicate include salary/wages if it comes from the library budget Librarians still want to include salary/wages even though it s funded by institutional budget Other types of expenditures can come from sources not in library budget 2015-16 instructions: Salary/wages, along with fringe benefits, should only be reported if paid from the library budget Lessons Learned come from IPEDS, KBOR does not currently have any additional information on these issues. 30
Fall Enrollment Helpful Hints Study abroad FAQ Students who are enrolled in your institution and attend classes in a foreign country should NOT be included in your enrollment report if: The students are enrolled ONLY in courses offered by another institution; The students are enrolled at a branch campus of your institution in a foreign country; Your institution does not provide the instructional resources (i.e., classrooms, instructors), even if the student pays tuition to your institution. Their enrollment at your institution serves only as an administrative record. Helpful Hints come from IPEDS, KBOR does not currently have any additional information on these issues. 31
Fall Enrollment Helpful Hints Reporting transfer students How to count transferring degree-seeking and nondegree-seeking students? General Rule: At the same institution, once in a cohort a student may not be reassigned to another cohort. Regardless of how often the student leaves the institution and returns, they remain in the originally assigned cohort. Additionally, students who attend or transfer into the institution for the first time the prior summer term as degree-seeking students are to be included in the first-time or transfer-in cohorts, as applicable. Helpful Hints come from IPEDS, KBOR does not currently have any additional information on these issues. 32
Policies and Availability of Data 33
Availability of Data Preliminary Data Available after First Look publication is released - approximately 7-8 months after collection closes May have some edits, but are subject to further NCES quality control procedures Imputed data for non-responding institutions are not included Provisional Data Released after all quality control procedures have been completed Includes imputed values for non-responding institutions Released 4-6 weeks after preliminary data is released 34
Availability of Data Final Data After prior year revisions period (next collection cycle) has closed and all editing/quality control procedures have been completed First Look publication is not reissued 35
Close Dates and Compliance Institution keyholders cannot input data or make changes after the keyholder close date KBOR cannot change data or make edits after the coordinator close date Only the IPEDS Help Desk can make revisions to data after coordinator close date Data entered should be both accurate and on time in order to be in compliance with IPEDS Fine of up to $35,000 for each violation of any provision of Title IV can be charged to the institution 36
One Last Chance Policy How does it work? 1. After the close date of a collection, the IPEDS Help Desk will contact institutions that have not locked all of their surveys and have not used their One Last Chance opportunity 2. Keyholders are given two weeks to submit data to IPEDS 3. The Help Desk enters, edits and works with keyholder to get data clean and locked. Institutions that have used One Last Chance are not contacted If institution contacts Help Desk, they are given 24 hours to submit data 37
One Last Chance Policy IPEDS does not grant extensions for surveys Each institution may receive One Last Chance postcollection assistance with one survey without being fined To avoid a fine for noncompliance or to avoid using One Last Chance opportunity KBOR may be able to help institutions complete survey after keyholder deadline has passed Only if data is received with adequate time before the coordinator lock date If data is not received before the coordinator lock date, KBOR cannot be of assistance for entering data and solving errors 38
Prior Year Revision System 39
Prior Year Revision System Website Revision page can be found here: http://surveys.nces.ed.gov/ipeds_py/ 40
When to Revise Prior year surveys are open for revision during regular data collection period EXCEPT Fall components will open 9/9 instead of 9/2 Revise cost of attendance data on IC or any SFA data through current year SFA, NOT in Prior Year Revisions to Admissions data submitted in 2014-15 must be made through the IC survey in Fall and Winter collections. 41
Revising Data If you failed to respond to one or more of the prior year surveys, you may also supply missing data using this system The availability of this system DOES NOT IMPLY that institutions are no longer required to report data according to the current year IPEDS collection schedule. This is NOT an extension of your due date and the Office of Federal Student Aid will continue to take appropriate action against schools that do not meet their IPEDS reporting requirements. 42
Data Revision Process If errors in prior year surveys are discovered by institution staff during compilation of current survey Institution will need to email the IPEDS help desk (ipedshelp@rti.org) to request that the survey be unlocked AND will need to email KBOR to inform them of the issue Current suggested KBOR contact: Alexus Mattingly Will need coordinator approval, so when email is sent the individual should carbon copy (Cc) both state coordinator and the staff member notified at KBOR IPEDS will notify the institution once the survey has been unlocked It is best to unlock the survey as errors are discovered. IPEDS can get busy and it may take several days for the process to be completed. Once unlocked, the institution will have until the Keyholder lock date to submit revisions as needed. Survey must be re-locked when revisions are completed. 43
Data Revision Process If errors in prior year surveys are discovered by KBOR staff during review process KBOR will send an inquiry for review to institution Institution will need to email the IPEDS help desk (ipedshelp@rti.org) to request that the survey be unlocked Will need coordinator approval, so when email is sent the individual should carbon copy (Cc) both state coordinator and the sender of the original email Current IPEDS State Coordinator: Marti Leisinger IPEDS will notify the institution once the survey has been unlocked It is best to unlock the survey before the errors are resolved. IPEDS can get busy and it may take several days for the process to be completed. Once unlocked, the institution will have until the Keyholder lock date to submit revisions as needed. Survey must be re-locked when revisions are completed. 44
Initiating Revision of Data KBOR encourages institutions to initiate prior year revisions as necessary This saves time for both institution and KBOR staff The earlier in the collection period these revisions are made, the earlier the institution can have complete and accurate data submitted Remember: As with the current year surveys, the institution will not be able to make edits in the Prior Year Revision System after the Keyholder deadline. KBOR staff have until the Coordinator deadline to make any additional changes for institutions. 45
Do s and Don ts of Explanations 46
Explanations Required for Edits Explanations are required, but they are not published Fatal errors require the data to be corrected or to contact IPEDS to resolve the issue KBOR reviews all explanations prior to locking a collection and will notify institutions if an explanation is unsatisfactory IPEDS Help Desk reviews all explanations and if they have questions, they will contact the state coordinator and/or the institutional data provider
DOs and DON Ts of Explanations Don t assert data is correct without an explanation. Don t assert data is correct based on another source. Don t assert that IPEDS accepted the same explanation previously. 48
DOs and DON Ts of Explanations Don t give an explanation which does not pertain to the error Don t give obvious explanations that only restate the error Our enrollment increased. 49
DOs and DON Ts of Explanations Do explain variance in data. Do provide adequate and reasonable information to resolve system edits that require explanations. Do verify and clarify that the data is correct and provide a thorough explanation for edit. Do clarify why an amount is different from what is expected. 50
DOs and DON Ts of Explanations Do research to provide a detailed explanation which actually clarifies the error. The large increase in enrollment is due to the addition of our nursing program that has attracted many new students to our institution. 51
Enhancements to Homepage 52
Enhancements to IPEDS Homepage Source: IPEDS, 2015 IPEDS Workshop Presentation 53
Enhancements to IPEDS Homepage Started work the summer of 2014 Goals Create an integrated look and feel Organize information Guide visitors quickly Enhance website navigation Release plan In a few phases within the next two years First release, Fall 2015 54
Enhancements to IPEDS Homepage Source: IPEDS, 2015 IPEDS Workshop Presentation 55
Resources 56
IPEDS Resources Main Page for Training and Outreach http://nces.ed.gov/ipeds/outreach/ Online Tutorials http://www.airweb.org/educationandevents/ipedstraining /Tutorials/Pages/default.aspx Face-to-face workshops http://www.airweb.org/educationandevents/ipedstraining /Workshops/Pages/AttendIPEDSWorkshop.aspx IPEDS Listserv http://ipedslistserv.rti.org/ IPEDS Website http://surveys.nces.ed.gov/ipeds/ Keyholder Handbook http://surveys.nces.ed.gov/ipeds/downloads/2014-15%20new%20kh%20handbook%20all%20final.pdf 57
IPEDS on Twitter Follow @ipeds_nces View profile https://twitter.com/ipeds_nces IPEDS Twitter Goals 58
KBOR Contact Information For immediate help on issues contact KBOR: IRHelp@ksbor.org Institutions are encouraged to contact the IPEDS help desk for clarification on IPEDS definitions and/or when having difficulty with an edit. 1-877-225-2568 or IPEDSHelp@RTI.org 59
Data Feedback Report (DFR) Gives institution a context for examining data submitted to IPEDS E-mailed to CEOs, keyholders and coordinators each fall Available in Data Center Users can downloaded DFRs from current or previous year Users can create custom DFRs or compare institutions from latest collection year http://nces.ed.gov/ipeds/datacenter/expt/selectco mparisoninstitution.aspx 60
Data Feedback Report (DFR) 61
Presentation Sources: IPEDS, 2015 IPEDS Workshop Presentation, Keyholder Handbook 62