New IPEDS Keyholder Tutorial Script

New IPEDS Keyholder Tutorial Script 2015-16 Data Collection Cycle Slide 1 - Introduction On behalf of the National Center for Education Statistics, NCES, and the Association for Institutional Research, AIR, welcome to this tutorial for New IPEDS Keyholders. Slide 2 This tutorial is intended for new keyholders and will provide valuable information that you will find helpful as you prepare your institution s IPEDS data submission. We will cover: An overview of the Integrated Postsecondary Education Data System; Keyholder responsibilities; Getting ready for data submission and the 2015-16 Data Collection Schedule; Using the IPEDS Data Collection System to enter, edit, and lock data; Communications from NCES; and Where to find help. Slide 3 Some survey screens in this tutorial are from a previous data collection cycle. These screens are examples of how the data system works, and may not be accurate representations of the current survey component screens. For the current survey component screens, please refer to the NCES Data Provider Center, which will be discussed later in this tutorial. Slide 4 - Overview of IPEDS Slide 5 The Integrated Postsecondary Education Data System (IPEDS) is the core postsecondary education data system for NCES. IPEDS is a single, comprehensive system of interrelated survey components designed to collect information from all types of postsecondary institutions. IPEDS components collect institution-level data on student charges, student financial aid, enrollments, program completions, graduation and retention rates, faculty, staff, and finances. Slide 6 The 12 IPEDS survey components can be separated into three main categories: General information; Resource information; and Student information. General information is collected through the IC Header and Institutional Characteristics survey components. New Keyholders (NK) 2015-16 1

Resource information is collected through the Finance, Human Resources, and Academic Libraries components. Student information is collected through seven components, which are: Admissions, Outcome Measures 12-month Enrollment, Fall Enrollment, Student Financial Aid, Completions, Graduation Rates, and 200% Graduation Rates. Slide 7 Every institution that has a Program Participation Agreement with the U.S. Department of Education to participate in federal student financial aid programs authorized by Title IV of the 1965 Higher Education Act must complete all applicable IPEDS components. The obligation for institutions to report data accurately and on schedule is stated in the Higher Education Act, which reads in part: 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. Slide 8 Data collected through IPEDS provide a basis for postsecondary education analysis and consumer information. Any postsecondary institution receiving Title IV federal financial aid is required to submit data to IPEDS. Institutions that do not comply are reported to the Office of Federal Student Aid (FSA). Fines may be levied and/or loss of Title IV funding may occur if an institution fails to complete all applicable survey components. Slide 9 As the keyholder, you are responsible for ensuring that your institution complies with the Higher Education Act s requirement to submit IPEDS data, and that your institution is not subject to warnings or fines for noncompliance. You can also ensure that accurate information about your institution is available to the public. IPEDS data are available to the public in many ways. One of the most well known is the College Navigator Web site. Designed for students, guidance counselors, and parents, College Navigator provides easy access to information on postsecondary institutions in the U.S. IPEDS data are also available through the IPEDS Data Center and Tables Library, and are used by policymakers, researchers, other institutions, the media, and state and local agencies, to name a few. New Keyholders (NK) 2015-16 2

Finally, your institution s CEO receives an annual Data Feedback Report, which contains key IPEDS data elements. As an IPEDS Keyholder, the accuracy and quality of your institution s data depends on you. Slide 10 - New Keyholder Responsibilities Slide 11 Keyholders are appointed by the institution s Chief Executive Officer and are responsible for the accurate and timely submission of IPEDS data. Submitting data is a three-step process: First, enter your institution s data into the IPEDS web-based Data Collection System. Second, run an edit check program against the data. This program is part of the Data Collection System, and looks for problems in the data. If the edit check program notes any problems, you will clean (meaning fix or revise) the data. And third, lock the data, which indicates that your institution is satisfied that the submitted data are accurate. While others at an institution may assist in entering data, only the keyholder can lock it. Locking the data completes the survey component. Slide 12 Keyholders are responsible for managing and coordinating all aspects of the data submission at their institution. As the keyholder, you are ultimately responsible for making sure that all survey components are completed. This may mean working with other offices in the institution to ensure data are compiled and submitted. If other offices are involved in the data gathering or data submission process, it is your responsibility to make sure those offices have all the information they need in order to gather the data accurately. As the keyholder, you may, or may not, physically enter the data. You may need to arrange access to the Data Collection System so that others can enter and edit data. You can obtain up to 16 additional UserIDs and passwords for others at your institution. Slide 13 As the keyholder, you are the contact person for communications between IPEDS and your institution. E-mail messages and telephone calls from the IPEDS Help Desk go to the keyholder first. If the keyholder cannot be reached, the Help Desk will contact your institution s CEO. Keyholders are responsible for keeping their contact information up to date in the IPEDS system. You can do this through the IPEDS Data Collection System at any time during the year, except for June or July, when you should call or write the IPEDS Help Desk to update your contact information. New Keyholders (NK) 2015-16 3

Slide 14 IPEDS coordinators are responsible for state- or system-level coordination of IPEDS data. The role of an IPEDS coordinator varies from state to state. Coordinators may provide data, have access to edit data, or only be able to view data, depending on state and system needs. Some coordinators have an additional lock to apply after institutional keyholders have submitted and locked their institution s data. Some institutions have several coordinators, while others have none. It is important for keyholders to know how their IPEDS role intersects with that of their coordinator, and communicate with them when necessary, whether those coordinators are on campus or somewhere else in the state. Please be aware that your state may have additional reporting requirements or deadlines that you need to know about. Slide 15 As your institution s keyholder, you are responsible for staying informed. Be sure to carefully read emails you receive from IPEDS. The This Week in IPEDS emails contain important and valuable information. Finally, training announcements publicize availability of training through face-to-face workshops and web tutorials. Consider signing up for the IPEDS Listserv, which will allow you to learn from colleagues as they discuss issues surrounding IPEDS reporting. You can join the conversation as well, and submit questions for discussion. Slide 16 Keyholders can call or email the IPEDS Help Desk with any questions or concerns. The IPEDS Help Desk staff receives consistently high ratings from keyholders and coordinators for customer service, helpfulness, and knowledge of IPEDS. They are there to help you get your IPEDS data submitted accurately and on time. The Help Desk phone number is at the top of each screen in the Data Collection System. Don t hesitate to use this valuable resource. Slide 17 The IPEDS Help Desk can assist with specific problems in data entry and with general problems. Examples of when keyholders and coordinators might call the Help Desk include: A UserID and start-up password have not been received; The list of survey components seems to be incorrect, given the type of institution and which survey components are anticipated; A survey component status (such as Locked ) seems to be wrong; You have questions concerning any e-mail communications; You have problems entering data, resolving edit failures, or locking the data; or Any other unresolved questions. New Keyholders (NK) 2015-16 4

Slide 18 - Getting Ready for Data Submission Slide 19 There are four steps in getting ready for each data collection cycle. First, become familiar with the data collection calendar for the entire cycle. Remember, there are no reporting extensions for late data submission, so be sure to complete your survey by the due date. Second, review the reporting requirements, by looking at the survey materials, especially the blank forms and instructions, and by consulting the glossary. It is also important to review how each survey component has changed from the previous year. Third, determine any areas where you feel you need additional training. Use the AIR/IPEDS web tutorials for additional training. Finally, communicate with others on campus who will need guidance when gathering data for submission. Slide 20 You can access information to help you complete IPEDS components on the Login page of the Data Collection System. Access this page by clicking on the Report Your Data link in the top blue bar. Slide 21 The menu on the Login Page of the Data Collection System provides links to information about IPEDS data collection, including the data collection schedule, survey materials, and survey changes. Slide 22 Click on the link for the data collection calendar. You will be able to view the full data collection schedule, including when the collection period opens, when it closes for keyholders and coordinators, and the components included in each collection period. Slide 23 Registration opens in early August. At this time, UserIDs and passwords for the upcoming data collection period are sent to all institutions, and all survey materials (blank forms, instructions, frequently asked questions, import specifications, and narrative edits) for all survey components are available. Institution CEOs who have not yet designated keyholders receive letters containing registration information. If by late August, an institution has not designated a keyholder, or the former keyholder has not registered, NCES will send a letter to the CEO requesting appointment of a new keyholder. NCES will continue to send reminders until a keyholder has registered. New Keyholders (NK) 2015-16 5

Slide 24 All keyholders must register at the beginning of every data collection cycle. In addition, institutions may complete Institutional Identification, Report Mapping, and the IC Header component during the registration period. Registration and Institutional Identification must be completed before IC Header can be started. IC Header must be locked before the Fall components can be started. Slide 25 IPEDS survey components are collected in three collection periods: Fall, Winter, and Spring. The fall data collection includes the following components: Institutional Characteristics, Completions, and 12-month Enrollment This year, the fall data collection period for keyholders runs from September 2nd through October 14th, 2015 There are no deadline extensions for IPEDS components. IC Header plus all three fall components must be completed and locked by the keyholder by October 14 th, 2015. Slide 26 The winter data collection includes the following survey components: Student Financial Aid, Admissions, Outcome Measures, Graduation Rates, and 200% Graduation Rates For keyholders, the winter collection runs from December 9th, 2015, through February 10th, 2016. Slide 27 The spring data collection includes the following survey components: Fall Enrollment, Finance, Human Resources, and Academic Libraries. The spring collection opens December 9th, 2015, the same date that the winter collection opens. However, the spring collection components will stay open continuously until April 6th, 2016. Slide 28 If your UserID starts with a P, you are a keyholder. If your user ID begins with 88G, you are a keyholder for multiple campuses. The Data Collection System uses these numbers and letters to determine when to close the submission system for each data reporter. New Keyholders (NK) 2015-16 6

Coordinator UserIDs start with anything else. You may be called the IPEDS coordinator at your institution, but that does not necessarily mean that you are considered a coordinator by IPEDS. Knowing if you are an IPEDS coordinator is important, because coordinators have different reporting deadlines than keyholders. Again, there are no reporting extensions, so it is important to submit the data by the correct closing date. Slide 29 Keyholders should get their data entered as early as possible to avoid the last week submission rush. During the last week, the collection system becomes overloaded, which causes delays when entering data. In addition, the call volume to the IPEDS Help Desk increases during the last week, which causes a delay in response time. It is particularly important not to wait until the last day, when the average wait on hold for Help Desk assistance is 30 minutes or more. Slide 30 The Data Provider Center provides access to blank forms and other survey materials. These resources are available under the Data Submission Info menu. Click Survey Materials to view this information. Slide 31 A screen will appear prompting you to select the level (4-year and above, 2-year, or less than 2- year) and control (public, private not-for-profit, or private for-profit) along with some additional institutional information. These filtering questions will provide you with the survey materials appropriate for your institution. Slide 32 Once the questions have been answered, a list of survey components appears. From this list, you can choose Form (a blank survey form), Instructions, Frequently Asked Questions, Narrative Edits, and Import Specifications by clicking on the appropriate icon. You can also get the complete package in PDF form by clicking on the icon in the Package column. These survey materials can also be accessed from the Help menu in the IPEDS Data Collection System. Slide 33 Blank forms are available so you can gather the information needed for submission before you enter the system. You can also distribute blank forms and instructions to other offices that will submit survey component data. Slide 34 New Keyholders (NK) 2015-16 7

Instructions for completing IPEDS survey components are very detailed, but if you have questions you can contact the IPEDS Help Desk. New Keyholders (NK) 2015-16 8

Slide 35 Frequently asked questions have been assembled from calls to the IPEDS Help Desk. Someone may have already asked your question. Slide 36 Narrative edits explain the types of checks that will be run on your data in the Data Collection System. Slide 37 Import specifications outline the file specs for importing or uploading files to the Data Collection System instead of keying in the data. Slide 38 Each spring, changes to the IPEDS survey components for the following data collection year are posted. Keyholders are notified by email when these are available. You can access them from the Data Provider Center and from the Data Collection System Help menu. Slide 39 The IPEDS Glossary is also available from the Data Provider Center, and from the Help menu. All terms used for IPEDS data submission are defined in the glossary. Slide 40 You can search for terms or definitions, or download a complete glossary. Slide 41 Besides equipping other offices on campus with the needed materials, resources, and information, you might consider developing an internal reporting calendar, to ensure that all survey components are submitted and locked by the due dates. Communicate the importance of timely and accurate IPEDS reporting to all data providers on campus. These steps can make your job as a keyholder easier in the long run. Slide 42 - Using the Data Collection System Slide 43 The Data Collection System is password protected. Along with a UserID, keyholders are given a start-up password. When you register, you must create a new password. You can also create up to 16 additional UserIDs, each with a unique password. Additional users can enter and edit data and verify submissions, but they cannot lock the data. Only the keyholder can lock the data. Additional users must also register. The Help Desk can assist with forgotten passwords. Slide 44 NCES simplifies the data submission process by automating some tasks. For example, IPEDS pulls totals from one survey section or component to another when the data that are being collected are from the same population, such as full-time, first-time undergraduate students. IPEDS calculates most totals, differences, percentages, and rates automatically. New Keyholders (NK) 2015-16 9

Reported values from the prior year are preloaded as a reference point. The Data Collection System also includes interactive edits designed to catch errors in the data. Slide 45 To log into the Data Collection System, enter your UserID and Password at the top of the screen. Slide 46 A navigation menu appears at the top of most screens in the Data Collection System. Clicking on Surveys in the navigation menu from any other page will return you to this screen. The Surveys screen displays the status of all the survey components in the current collection. Below the Status heading, the number of locks that have been applied and the total number of locks that are required are displayed. When all locks have been achieved, the term Complete appears in the Status column. The Steps to Locking column displays the steps that can currently be performed on the way to locking a survey component. Once a survey component is locked, the Steps to Locking column for that survey component is cleared. The Options column contains links to: Edit the Institution Identification information, View Data, View the Edit Report, and Generate a Printable Report. At the top of the Surveys page is a large question, Am I Done? Clicking on that link provides the answer for the current collection. When all survey components for a collection are locked, the answer will change to Yes! Slide 47 Please note the directions at the top of the Surveys page. Follow the Steps to Locking for EACH survey component in the current collection: 1. Enter data 2. Perform edits 3. Resolve errors (by entering explanations in the edit report, or by correcting data when appropriate) 4. Perform edits again 5. Repeat steps 3 and 4 as needed, until the survey status is Clean, and then 6. Lock the survey New Keyholders (NK) 2015-16 10

Slide 48 Some of the survey status codes that can appear in the Status column are: Not Applicable, which means that the content is not relevant to the institution and that the institution is not required to submit that survey component. NO DATA, in upper case, which means that the screening questions for that survey component have not been answered. The responses to screening questions are required before survey component pages are generated. No Data, in upper and lower case, which means no data have been entered for that survey component. Slide 49 In the Status column, the term Has Data indicates that some data have been entered, but the process is NOT complete. The keyholder must run Perform Edits. The term Edited indicates that the Edits have been run. Next, the keyholder goes to the Edit Report to resolve edit errors. The term Clean indicates that all edit errors have been resolved. The next step is to Lock. Slide 50 The term Locked indicates that the data have been successfully submitted by the institution. The final lock must still be applied if more than one is required (by the system level or state level coordinator). This varies from state to state and not all states require a second lock. The term Complete indicates that all locks have been applied. Slide 51 Data may be keyed or imported into the IPEDS Data Collection System. Uploading data into the Data Collection System may be quicker than inputting the data one field at a time, depending on how much data need to be submitted. There are three file import formats for all survey components: Fixed Length, Key Value, and X- M-L. Slide 52 To enter data, on the Surveys screen, click the Enter Data link under Steps to Locking. Slide 53 Key the data onto the page, and then save it. Data are saved on a screen-by-screen basis by clicking one of the buttons at the bottom of the screen. The Save button saves the data and stays on the current screen. Save and Next saves the data and moves to the next page. New Keyholders (NK) 2015-16 11

Next moves to the next page without saving any data changes, but the system will then ask if the data should be saved. Unless this is the first page of the survey component, a Previous button appears, allowing users to return to the previous page, if necessary, for editing purposes. You do not need to complete data entry on a survey component in one sitting; you may leave a session at any time by using the Logout option on the menu bar. Slide 54 A message stating that the data were saved successfully appears if there are no immediate data problems. Slide 55 If you wish to upload a file instead of keying in your data, follow these steps: First, prepare a file following the Import Specifications available under Survey Materials. Then, in the Data Collection System, select File Upload from the Tools menu. Next, use Browse to find the upload file on your computer or institution s network. Indicate which File type to use and which survey component to upload data for, and press the Submit button. You will be notified if there are problems with the upload. Once your data are uploaded, you must run perform edits, resolve all errors, and lock the component. Slide 56 Editing the data (whether you have entered it by keying it in or by uploading a file) is an interactive process. Instant feedback lets you know if there are any problems that need to be resolved. The Data Collection System automatically runs the Screen edits program on the page when Save is clicked. Errors are generated if required data are not provided or if the data provided seem inappropriate or unlikely to be accurate. Global edits are run when you invoke the Perform Edits function. Global edits compare values on different pages of the survey, or on different survey components. All of the survey components are edited individually. When there is a problem, an edit icon appears on the screen. Printable edit reports can be generated if you need to research an area that needs further attention. The IPEDS Help Desk is always available for assistance, if needed. New Keyholders (NK) 2015-16 12

Slide 57 Once the data have been entered, the survey status will change to Has Data. Now it is time to edit. Click on the Perform Edits link in the Steps to Locking column. Once the edits have been run, the Survey Status will change to Edited. Now click on Resolve Errors in the Steps to Locking column. This will take you to the Edit Report screen. Slide 58 There are three kinds of edit messages. A Confirmation edit means that the numeric values need to be checked and confirmed, or fixed if incorrect. You will be asked to click in a box that confirms that the data you entered are correct. An Explanation edit asks for an explanation if data are unusual or different from expected values. Your response should explain, rather than confirm, the data. And a Fatal edit means the data must be fixed. The report cannot be locked until a Fatal edit is corrected. Any questions about a Fatal error can be answered by the Help Desk. The Help Desk can also override certain Fatal errors. Slide 59 Here is a screen that shows errors. There are two Fatal errors indicated with red X icons, and there are two Explanation errors, indicated with yellow exclamation point icons. Slide 60 The Edit Report lists all current errors for the survey. The errors are generated from two types of edits: Global Edits and Screen Edits. Screen Edits are performed at the time the data are saved on a page. The edit usually involves only data elements on that page. Global Edits are performed when you click on the Perform Edits button on the Surveys page. Global edits can compare data from different pages of the same survey or from different survey components. If there are missing data, Global Edits will not run, as shown in the first error message on the screen. On the Edit Report, the Description Column describes the edit problem. The Severity Column will indicate whether this is a Fatal, Explanation, or Confirmation error. When the error is Fatal, you must click on Back to Survey Data to fix the problem. To deal with Explanation or Confirmation errors, click on the Explanation link and confirm the data or enter an explanation. The Resolved column will change to Yes once Explanation and Confirmation errors are explained and confirmed. Explanations can also be entered from the data screen itself. New Keyholders (NK) 2015-16 13

Before the data are considered Clean and ready to lock, the Resolved column must show Yes for every error. You can return to the Surveys page by hitting the link at the bottom center of the edits page. As always, instructions are available by clicking the link in the upper right hand corner. Slide 61 This slide illustrates that there is a difference between Edit Explanations and Context notes. They have different purposes and different uses. Slide 62 Edit explanations detail why the entered data are correct, even though the data failed the edit. Please provide clear and comprehensive explanations. Explanations are required, but will NOT be published on any of the IPEDS Web sites. The Help Desk reads all explanations, and will contact you if there are questions. Slide 63 The following three slides provide appropriate examples of explanations for describing values that are identified as errors, but are in fact accurate. For example, there are many plausible reasons for the error displayed on the previous slide, which occurred because the submitted value was not within 20 percent of the prior year s value. One explanation is that the institution experienced an increase in enrollment. What caused the increase in enrollment? Perhaps it was a result of increased recruitment efforts or, maybe the addition of a popular new program. Use the explanation box to describe the cause, or reason, for this difference in submitted values. Slide 64 A second example involves a ratio that is correct, but is identified as an error. Use the explanation box to describe the various parts of a calculated number, and that the ratio was accurately calculated based on your institution s data. Use the specific data points in the calculation to explain the ratio. Slide 65 The third, and final example, involves a value that was incorrectly submitted during the previous year s data collection. In addition to explaining that the value was incorrectly submitted, also describe the steps your institution is taking to correct this value in the IPEDS system, and any actions or steps you are taking to ensure the accuracy of these values in the future. Slide 66 Context Boxes allow you to provide additional information about the data you are reporting. Context notes are optional. The IPEDS system does not require contextual information. However, context notes can be useful and many are published on College Navigator. You may use context boxes to inform users of College Navigator about features of your institution that cannot be described through IPEDS data. New Keyholders (NK) 2015-16 14

The IPEDS Help Desk reviews all text in Context Boxes for clarity, relevance, and grammar since this information may be made public. Someone from the Help Desk will contact you if additional clarification is needed. Slide 67 Context Boxes should be clear and concise. They should provide factual information that helps explain your institution s data to the general public. Two examples are provided that show appropriate uses of the Context Box. In the first example, this institution may choose to explain a difference in admissions policies between different programs. This information may be published on College Navigator to provide visitors more context about this institution s admissions rates. In this second example, EFG University offers multiple levels of tuition and fees for its programs depending on if they are offered through the traditional on-campus format, on-line education, or evening classes. This information is appropriate as it provides greater context to the tuition and fee prices that appear in IPEDS data. Slide 68 Context boxes should not be used as opportunities for marketing or advertising, or as a substitute for explanation boxes. Here, two examples of how not to use context boxes are provided. The information provided by YZZ University is a marketing statement that contains subjective information. This type of statement is appropriate for an institution s marketing publications, but not for a context box. In the second example, an institution uses its tuition rates as an advertisement, indicating that the institution offers students the most opportunity for their dollar. Advertising statements such as this, which may or may not be factual, should not be included in context boxes. Again, context boxes allow you to provide additional information about the data you are reporting and may be published in College Navigator. Slide 69 Before a survey component can be locked, the survey status must be Clean. This means that the edits have been run and all errors have been resolved. Once the component has been locked, it becomes view-only. The data on the screens can be seen, but changes can no longer be made without contacting the IPEDS Help Desk to unlock it. A confirmation email will be sent to the keyholder when the component is locked. An IPEDS state or system coordinator may need to apply a second lock on your institution s data. If so, an email will be sent to that person informing them that you have applied your lock. For compliance purposes, the first lock fulfills the institution s reporting requirements. New Keyholders (NK) 2015-16 15

Slide 70 Here, all edit errors have been addressed for the Institutional Characteristics survey component, and the survey status is now Clean. The survey component is ready to be locked. To lock, the keyholder clicks on the Lock link in the Steps to Locking column. Slide 71 Now the survey status shows that the status for Institutional Characteristics is Complete. It also shows that the one required lock has been applied. This is indicated by the 1/1 locks message in parentheses after the word Complete. There are no longer links in the Steps to Locking column because the locking is finished. By clicking the appropriate link under Options, you can: View the data, Print the data, or View the resolved edit report. The Completions and 12-month Enrollment survey components are at No Data status. For each of these survey components, you must undertake the same basic steps: enter data, edit data, resolve errors, and lock. Slide 72 The Help menu provides access to valuable information. Please note that there is a New Keyholder Handbook available for reference purposes, containing much of the same information as is in this web tutorial. There is also a section that includes tips from veteran keyholders, and a section on key concepts from each of the survey components. Also, there are informational flyers you can print out and hang up at your desk: one has the Data Collection Calendar and other important dates, one has Help Desk contact information, and one has information on IPEDS training. Plus, there is a training flyer especially for new keyholders. Other information available from the Help menu includes: Survey materials, including blank forms, instructions, import specifications, narrative edits, and Frequently Asked Questions Important information about IPEDS, including this year s schedule for reporting, changes to data collection items, tips for using the Data Collection System, procedures for responding to survey components, and statutory requirements for reporting Frequently Asked Questions about IPEDS and reporting race and ethnicity A link to a Data Collection System tutorial The IPEDS glossary Information about the Classification of Instructional Programs, or CIP, used to classify programs on the Institutional Characteristics and Completions survey components, and A link to the AIR Web site and the IPEDS Data Collection Tutorials, for specific information about completing each IPEDS survey component New Keyholders (NK) 2015-16 16

Slide 73 - Communications Slide 74 NCES has a comprehensive prompting schedule to make sure keyholders do not inadvertently forget to submit IPEDS data. Each collection period, NCES sends the keyholder an e-mail announcing the opening of the collection period. If, by four weeks before the deadline, no data have been entered for the collection, NCES will send an e-mail reminder to the keyholder. If, by two weeks before the deadline, data still have not been entered, NCES will call the CEO and/or keyholder. Also, at both two weeks and one week before the deadline, if all survey components have not been locked, NCES will send the keyholder e-mail reminders. And, because the Spring collection is so long, additional reminders are sent out in February and at 3 weeks before the deadline. NCES also continues to prompt the institution s CEO using mail and telephone, until a keyholder registers. Slide 75 There are NO reporting extensions in IPEDS, so it is important to make sure your data are submitted and locked on time. However, every institution gets to submit late data ONCE. This policy is called the One Last Chance policy. If you anticipate needing to submit data late, please contact the IPEDS Help Desk. They will explain how this policy works. Please note that the President or CEO of all institutions that use their One Last Chance will be notified that the institution is no longer eligible for One Last Chance Assistance. Slide 76 Keyholders are encouraged to enter and lock their data as early as possible, to avoid the last minute rush when the system slows down and there are long waits to get through to the IPEDS Help Desk. In an effort to avoid this rush, NCES sends an early response e-mail thanking the CEO of institutions that lock all survey components by three weeks before the close of each collection period. The e-mail refers to the keyholder by name so the CEO knows who was responsible, and who to thank. Slide 77 Keyholders also receive emails concerning IPEDS training opportunities. These emails announce face-to-face workshops and the availability of new web tutorials. New Keyholders (NK) 2015-16 17

This Week in IPEDS emails are also sent to keyholders, although not necessarily on a weekly basis. These emails contain important information and announcements concerning data collection calendars and changes for the next year, data submission tips, the availability of new data and new data tools and features, and Technical Review Panel reports. Slide 78 As a keyholder, you will also get automatic emails from the Data Collection System when you register or update your contact information, and when you lock each survey component. Slide 79 The IPEDS Help Desk will email or call you if there are questions about the data you have submitted. Slide 80 - Resources Slide 81 The Association for Institutional Research (AIR) conducts face-to-face workshops on IPEDS topics around the country. These workshops are provided at no cost to participants. Topics include: IPEDS Data as the Public Face of Your Institution IPEDS Data and Benchmarking: Supporting Decision Making and Institutional Effectiveness IPEDS Finance Training for IR Professionals Keyholder Training, and Best Practices for Reporting and Using IPEDS Data to Improve Office Efficiencies Slide 82 And, of course, there are free web-based tutorials, developed by AIR, on data submission and data use topics. Access these through the AIR and IPEDS websites. Slide 83 The IPEDS Listserv is also a valuable resource. It has over a thousand members, and there have been good discussions on many IPEDS topics, including student financial aid concepts, HR concepts, tracking student cohorts, and entering data on students. You can join by following the link from Report Your Data. Slide 84 Here is one final look at the IPEDS home page. Your task as a keyholder begins here. You can access the Data Collection System by clicking on the Report Your Data link in the top blue bar. On the home page are links to all the IPEDS Data Tools as well as publications, training and outreach, and many other resources. Directory, program, and student information for institutions across the nation can be found on College Navigator. As one of your first duties as an IPEDS keyholder, you might want to check out your institution s profile on College Navigator. New Keyholders (NK) 2015-16 18

Slide 85 Don t forget about the AIR/IPEDS training resources available at www.airweb.org. Slide 86 And the most important contact information for IPEDS keyholders: the IPEDS Help Desk. This concludes the tutorial for new IPEDS keyholders. New Keyholders (NK) 2015-16 19