IPEDS on the MOVE IPEDS Workshop 6152005 Jamestown, New York 2005

1
IPEDS on the MOVEIPEDS Workshop
6/15/2005Jamestown, New York2005
2
Agenda

• Special Reports
• From the Help Desk
• Current Projects
• New Improved IPEDS Tools
• New Concepts Impact on Future
• 2005-06 News, Schedule
• Questions

3
Special Reports
4
Caveats Boxes

• Caveats boxes are provided to allow respondents
  to provide a context for data reported
• Caveats are optional
• Many caveats are published on COOL

5
Edit Explanations

• Explanations are used to clarify reasons why the
  data are OK as reported, regardless of having
  failed an edit
• Explanations are required
• Explanations are not published
• ANYTHING can be entered and the error is accepted

6
Caveats Edit Explanations

• Help Desk reviews all caveats and explanations
• Data providers WILL be contacted if we have
  questions

7
Caveats Edit Explanations

• How can you help?
• Enter REAL explanations, not things like OK,
  data are correct
• Enter explanations that relate to the error
  message
• Enter caveats that you want to see displayed on
  IPEDS COOL
• Call the Help Desk if things arent making sense

8
Sample explanations

• The entire student body consists of incarcerated
  men women in state prison. Off-campus is not
  applicable.
• Although we would like for this to be a positive
  amount, it is not.

9

• Error message There is more than a 10
  difference between total FT Execs/Admins on EAP
  and Fall Staff.
• Explanation seasonal needs

10

• Entry error made which caused the "confirm or
  explain" icon to populate.
• Put in wrong answer.

11

• LOOKS LIKE THEY ADD UP TO ME.
• I do not know what explanation you want here.
• The school implemented the data it tracks.

12
From the Help Desk
13
Turning Knowledge into Practice
Data Collection Issues from the IPEDS Help Desk
Perspective
Jamie Isaac and Janice Kelly-Reid RTI
International
14
Most Common Issues

• Following are some examples of some of the most
  common problems and/or issues that we saw in the
  data that were submitted this year.
• You can help us ensure accurate data by
  thoroughly reviewing the survey data reported,
  the edit explanations, and any caveats provided.

15

• General Issues

16
Edit Explanations

• Edit explanations that do not explain the data,
  or are too vague (e.g. data are correct).
• The help desk made over 2500 calls during the
  Spring 2005 collection alone, following up on
  data issues, many of them related to inadequate
  explanations.

17
Bounced Email

• Bounced email is still a significant problem,
  although we did see a decrease in bounced email
  this year (from about 3000 total bounced emails
  last year to about 1500 this year).
• Please keep your registration information
  updated, especially name, phone and email
  address.

18
Last Minute Submissions

• The Spring collection is always the most
  problematic. During Spring 2005
• Total surveys completed at
• 2 weeks remaining 3262 (15.6 of total)
• 1 week remaining 5687 (27.2 of total)
• On the day of the Keyholder deadline
• 3040 (14.6 of total) surveys were locked

19
Effects of Last Minute Submissions

• Collection system becomes overloaded during the
  last few days of the collection (especially
  Spring), resulting in sluggish system response.
  It takes longer to enter data on these days.
• Call volume to Help Desk increases dramatically,
  resulting in hold time. We received over 2700
  inbound calls during the last 3 days of the
  Spring collection.

20

• Survey Specific Issues

21
Institutional Characteristics Survey

• Using wrong Calendar System (e.g. academic year
  instead of program reporter) results in a variety
  of wrong survey forms being presented during
  Winter/Spring collections.

22
Institutional Characteristics Survey

• Inaccurate responses to screening questions (e.g.
  full-time undergraduates, part-time
  undergraduates, etc) results in a variety of
  wrong survey forms and/or survey pages being
  presented during the Winter/Spring collections.

23
Graduation Rates Survey

• 76 institutions reported having NO completers!
  This results in a 0 graduation rate reported on
  COOL. Most of these are small programs but not
  all.
• 135 institutions reported ALL completers! This
  results in a 100 graduation rate reported on
  COOL. We followed up with the keyholders of all
  such schools many of them completed the form
  incorrectly.

24
Enrollment Survey

• Part D 382 institutions reported an Entering
  Class that was larger than the total
  undergraduate enrollment reported in Part A.
• Part E 159 institutions reported their
  full-year Unduplicated Count as being equal to
  prior year Part A (Fall snapshot).

25
Enrollment Survey (Continued)

• Part F Reporting your own FTE
• This year, the system generated an estimated FTE,
  but a self-reported FTE could also be entered.
• Like the rest of EF, this should ONLY include
  credit-bearing instructional activity.
• It is not expected to vary significantly from the
  generated FTE or your instructional activity is
  probably not being reported correctly.

26
Finance Survey

• 214 institutions had Other Revenues or Other
  Expenses that were negative (this is a generated
  balancing field). Thus, totals or detail were
  often being misreported.
• 163 public institutions (using GASB 34/35)
  reported having zero discounts and allowances
  applied to tuition/fees. This concept is
  confusing many keyholders.

27
IPEDS Help Desk

• We are here to help you. If you have any
  questions, please do not hesitate to give us a
  call!
• Call us Toll Free at 1-877-225-2568
• Or Email us at ipedshelp_at_rti.org
• We are still available during the summer,
  although you will have to leave a voicemail if
  you call.

28
Current Projects
29
Data Feedback Report and ExPT

• TRP held in March
• Suggestions for Report
• Use median, not mean
• Refine indicators and figures (create some new,
  retire some, reorder)
• Allow institutions to define comparison groups
• Suggestions for ExPT
• Allow upload and download of comparison groups

30
Comparison Groups

• NEW FEATURE for Data Feedback Report
• Institutions can change comparison group for Data
  Feedback Report by uploading .uid file to data
  collection system through June 15

31
Changing Comparison Group

• Create comparison group in ExPT or PAS
• Save file (name it CGxxxxxx.uid, where
  xxxxxxinstitutions unitid)
• Log into data collection system and use Tools
  menu to upload file

32
Option 1
33
Option 2
34
(No Transcript)
35
Help Available

• AIR Website -- Professional Development
• Webinar (will be posted soon)
• Powerpoint tutorial (there now)

36
Schedule

• 6/15/05 last day to upload comparison group
  file
• 7/15/05 all 200405 data final
• 8/26/05 email test reports to sample of KHs
• 9/9/05 new ExPT on web
• 9/16/05 email reports to KHs email links to
  Coordinators
• 10/7/05 mail hard copies to CEOs

37
Data Validity Study

• Looking at 200203 data
• Collected, imputed during 200203
• Revised during 200304

38
Data Validity Study

• Questions
• What is impact of data changes?
• How good are our imputations?
• Please remember to use PY data revision system if
  you need to make corrections

39
Glossary

• On-line version is official IPEDS glossary
  contains only definitions
• Data collection version also contains
  instructions, notes
• On-line and data collection versions are being
  merged and will also include definitions from
  other sources

40
System Data

• Project will determine how IPEDS institutions
  combine to comprise systems in 2004-05 IPEDS
• Data will be aggregated to system level and made
  available in PAS

41
Combined Data Allocation

• 6-month contract to determine allocation factors
  for all combined data in 2004-05 IPEDS
• Contractor will contact KHs of all parent
  institutions concerning allocation method
• Factors will be included in a file on PAS

42
Finance Data Validity Study

• 1-yr contract to analyze data from IPEDS and
  audited financial statements obtained from
• EZ Audit process, OR
• Federal Audit Clearinghouse
• Report on the quality of IPEDS data

43
IPEDS Senior Fellow

• First-professional degree classification
• Ed Delaney
• Has been meeting with professional associations,
  data providers, data users, stakeholders
• Look for proposal this summer in Whats New in
  IPEDS

44
IPEDS Senior Fellow

• Enhancing the utility and usability of IPEDS COOL
• Rocco Russo
• Has been meeting with users, system developer,
  NCES
• Session Improving COOL
• Wed, 350430 pm
• Marriott Hall 3

45
Training Opportunities

• www.airweb.org
• Web tutorials
• Webinars
• Data Policy Institute
• Training Workshops at state, regional meetings
• Train-the-Trainers
• National Data Training Network

46
New and Improved IPEDS Tools
47
IPEDS DAS
Brand New!!!

• Table generator
• Available now at http//nces.ed.gov/dasol/
• Create tables using 2002 IPEDS data
• View and download output
• Save and modify Table Parameter Files (TPFs)

48
Also IPEDS DAS

• Tables library
• Available NOW
• Already created -- just click
• E.D.TAB tables
• Compendium tables
• State tables
• Will incorporate suggestions from TRP held in
  February

49
Demonstration

• New NCES Tools Data
• DAS, Tables Library, ExPT, derived variables
• Tuesday, 1020 1100 pm
• John Milam and Susan Broyles
• Marina Ballroom Salon G

50
Peer Analysis System

• Data available
• Fall 2003, Winter 2003 at Guest level
• Spring 2004 at Institution level
• Fall 2004, Winter 2004 at Institution level
• Spring 2005 at Collection level

51
Report Templates

• 6 reports currently (4 are new)
• 3 Enrollment
• Completions
• Price
• Mailing list
• TRP held in March
• Suggested 50 additional templates to be phased in

52
Derived Variables

• New section in PAS
• Variables Selection Screen
• Frequently used and derived variables
• Frequently used institution variables
• Data feedback report variables
• College Affordability Index variables
• Coming 150 derived variables

53
Additional PAS Enhancements

• Forms Facsimiles
• Adding 2000, IC 2000-2004
• Database work that will make trend reports easy
• Choose variable, then multiple years

54
More Tools Sessions

• IPEDS Peer Analysis (ExPT, PAS)
• Tues, 830-910
• Marriott Hall 6
• Use of IPEDS Finance Enrollment Data - ExPT
• Tues, 150230 pm
• Marriott Hall 5

55
New Concepts Impact on the Future
56
IPEDS COOL

• New pages
• Accreditation
• Links to OPE Institutional Accreditation System
• Will no longer be collected on IC
• Federal Loan Default Rates

57
(No Transcript)
58
(No Transcript)
59
(No Transcript)
60
(No Transcript)
61

• PLEASE check your institutions accreditation
  information if you havent already done so
• Send email to ipedsaccr_at_ed.gov if there are
  errors
• Why might there be errors?
• Accreditations reported by agencies could be
  name differences

62
New Format for E.D. TABs

• Short, short, short to speed publication approval
  process
• 2-3 tables per component 21 tables
• Generated using IPEDS DAS table generator
• Can be duplicated, modified using IPEDS DAS

63
New Format for E.D. TABs

• Compendium tables (Beyond 21)
• No longer included in the E.D. TABs
• Will be available in DAS Tables Library

64
College Affordability Index

• College Affordability Index (CAI) and College
  Affordability Risk Indicator are now in PAS under
  Frequently Used and Derived Variables

65
College Affordability Index

• Percentage change in the tuition and fees charged
  for a full-time first-time undergraduate student
  between academic year 200203 and academic year
  200405 divided by the percentage change in the
  Consumer Price Index from July 2002 to July 2004.
  

66
College Affordability Risk Indicator

• An institution is determined to be not at risk if
  
• the CAI is less than or equal to 2.0
• or the CAI exceeds 2.0, but by a dollar amount
  that is less than 500
• or the 200405 tuition and fees charged for a
  full-time first-time undergraduate student is
  within the least costly quartile of institutions
  within each sector

67
Sector???

• Classification of institutions based on
  predominant level of programs
• Impact on trends
• Impact on reporting of results
• TRP topic

68
New for 200506
69
Applicants, Admissions, Enrolled

• Add Total column for those institutions that do
  not have data by gender

70
First-time, degree/certificate-seeking
undergraduate students
R reported
71
Preliminary Early Estimate of Fall Enrollment

• 6 numbers on IC
• FT, PT enrollment
• Undergraduate
• Graduate
• First-professional
• Clearly identified as early estimates, so data
  can be different from what will be reported on EF

72
Preliminary Early Estimate of Fall Enrollment
R reported value CV calculated value. Totals
will be generated from the detail provided by the
institution.
73
Fall Enrollment

• Add column for degree-granting institutions
• Divide Other degree/certificate-seeking students
  into
• Transfers into the institution (first-time at
  institution)
• Other degree/certificate-seeking students
• Full time and part time

74
Fall Enrollment Transfers In
R reported value CV calculated value
75
Human Resources

• TRP held last fall
• Suggestions were posted on IPEDS Whats New
• The following will be implemented in 200506

76
One HR component

• Merge winter components (EAP, SA, S) into one
  component with three sections
• Simplify reporting
• Ensure data consistency and accuracy
• EAP will be the driver
• Determine component sections using data reported
  on EAP
• Carry forward data reported on EAP to subsequent
  sections as much as possible

77
Simplify, simplify

• Reorganize survey items
• Provide more logical flow
• For example, headcount information collected
  before salary intervals
• Restructure glossary and instructions
• Single set of instructions for all 3 sections
• Clearer definitions

78
Faculty

• Problem definition of faculty
• Currently, respondents determine who to report as
  faculty
• Inconsistent among institutions
• Sometimes based on instructional function
• Sometimes based on designation of faculty status

79
Faculty

• Solution Clarify the definition of the term
  faculty
• Use EAP to define and determine faculty
• Eliminate current instruction for institutions to
  use their own definition of faculty institutions
  must use IPEDS categories and definitions

80
Medical school

• Expand definition of "medical school"
• Any school that grants an M.D. or D.O.
• Medical school pages
• Include all employees affiliated with (housed
  with or under the authority of) the medical
  school
• Do not include any employees in health
  disciplines not considered part of the medical
  school
• Provide caveats box to list disciplines included
  in the medical school pages

81
Out

• Faculty with less than 9-month contracts
• Continue to collect headcount
• Eliminate collection of salary and expenditure
  information

82
And In

• Add ability to report staff without faculty
  status in the Fall Staff section so that numbers
  correspond with EAP

83
Clean it up

• Add statement of purpose to beginning of
  instructions to communicate intent
• Provide FAQs
• Add question at the end to determine if there
  were any employees that were difficult to
  categorize or that were not reported (and why)

84
And Finally

• Institutions with lt15 FT employees
• Will do short Fall Staff section (collects data
  by primary occupational activity, by
  race/ethnicity and gender)

85
Finance

• Like Enrollment, available in both winter and
  spring
• Must be locked by end of spring collection

86
Data collection system

• Developing Excel file import formats
• Available for 2005-06 collection cycle

87
Collection Schedule

• 200506

88
(No Transcript)
89
(No Transcript)
90
(No Transcript)
91
(No Transcript)
92
Followup Schedule

• Email to KH (collection open) Open
• Letter to CEO (no reg KH) Close 4wks
• Email to KH (no data) Close 4wks
• Phone to CEO (no reg KH) Close 3wks
• Phone to CEO/KH (no data) Close 2wks
• Email to KH (no data) Close 2wks
• Email to KH (not locked) Close 2wks
• Email to KH (no data) Close 1wk
• Email to KH (not locked) Close 1wk

93
Web Resources

• Dont forget to check IPEDS Whats New
  http//nces.ed.gov/ipeds/whatsnew.asp
• Reports on recent TRPs
• Reports on implementation of TRP suggestions
• In-depth discussion of other timely issues
• Links to other documents on the web

94
IPEDS Unit Record Feasibility Study
95
Feasibility Study

• Released March 21
• Available at IPEDS Whats New http//nces.ed.gov/i
  peds/whatsnew.asp or through
  http//nces.ed.gov/pubsearch/
• Session, Tues 330 500 pm, New York

96
Questions?
97
To Contact NCES
To Contact Me Stu Terrass at terrassm_at_muc.edu

• Susan Broyles
• Susan.Broyles_at_ed.gov
• Jan Plotczyk
• Janice.Plotczyk_at_ed.gov
• IPEDS Help Desk
• Ipedshelp_at_rti.org
• 1-877-225-2568