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An Update on Recent Developments & Future Directions SHEEO/NCES Network Conference May 13-15, 2003

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:

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An Update on Recent Developments & Future Directions SHEEO/NCES Network Conference May 13-15, 2003

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  1. IPEDS Workshop An Update on Recent Developments & Future Directions SHEEO/NCES Network Conference May 13-15, 2003 Phoenix, AZ

  2. 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

  3. 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

  4. 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

  5. Contractor Staff RTI • Janice Kelly • IPEDS Project Director • Jamie Isaac • Help Desk Supervisor

  6. IT Innovative Solutions, software developer • Mohamad Sakr AIR Liaison • Terry Russell

  7. Introduction ofState Coordinators

  8. Recap of 2002-03 IPEDS Data Collection

  9. 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

  10. Reporting Status Summary

  11. Migration Migrated to date: EF = ~76% F = ~65% GRS = ~62% SFA = ~62%

  12. Preliminary Response Rates Early estimates, prior to cleaning up parents/children, partials: EF = ~97.5% F = ~95.2% GRS = ~96.7% SFA = ~96.7%

  13. How did we do???

  14. 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…

  15. 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

  16. 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

  17. 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

  18. Report from the Help Desk

  19. Migration andData Availability

  20. Peer Analysis System Three levels of data release: • Collection • Institution • Guest

  21. 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

  22. Data Available - Collection Level • IPEDS 2002-03 • Winter 2002-03 • Fall Staff • Employees by Assigned Position • Spring 2002-03 • Enrollment • Finance • Student Financial Aid

  23. 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.

  24. Data Available - Institution Level • IPEDS 2002-03 • Fall 2002 • Institutional Characteristics • Completions

  25. 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)

  26. More Data - Institution Level • IPEDS 1999 • Finance 1997 and 1998 • Graduation Rates 1997 through 2000

  27. 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.

  28. 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)

  29. Coming Soon to Guest Level • Schedule for adding archived data: • IPEDS 1987,1988 May-June, 2003 • HEGIS 1983 June, 2003 • HEGIS 1972 July, 2003 • HEGIS 1982 Sept, 2003

  30. 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

  31. Schedule2003-04

  32. Schedule IPEDS 2003-04 July 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

  33. Schedule IPEDS 2003-04 July 30 • ALL IPEDS 2003-04 survey forms, instructions, and import specifications will be posted when the system opens for registration.

  34. 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

  35. Fall Collection Components: • Institutional Characteristics • Completions Schedule: • September 10 Collection opens • October 22 Collection closes for institutions • November 5 Collection closes for coordinators

  36. 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

  37. Spring Collection Components: • Enrollment • Student Financial Aid • Finance • Graduation Rates Schedule: • March 10 Collection opens • April 21 Collection closes for institutions • May 5 Collection closes for coordinators

  38. Followup Schedule Email to KH (collection open) Open Letter to CEO (FSA list) Close – 4wks Letter to CEO (no registered KH) Close – 4wks Email to KH (no data) Close – 4wks Phone call to CEO (no registered KH) Close – 3wks Phone call 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

  39. Tips for Coordinators

  40. Coordination Tree Updates • The Coordination Tree is the term we use to describe • who has • what kind of access to • which institutions.

  41. 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.

  42. Coordination Tree Updates • You will soon receive an email asking for updates. • Please email ipedshelp@rti.org with any updates that you wish to be made.

  43. 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.

  44. File Upload • Uploading a data file is an alternative method of reporting besides manually inputting your data into the data collection system

  45. File Upload • There are predetermined layouts for each survey • fixed-length text file • comma-delimited file • Both types are offered for all surveys

  46. 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.

  47. File Upload • 2003-04 schedule • Import specifications for all three data collections will be available by July 30, 2003

  48. 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

  49. Title IV Compliance

  50. All Title IV institutions are required to respond to IPEDS

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