IPEDS on the MOVE IPEDS Workshop 6/15/2005 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 aren’t 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 surveyscompleted 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@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 xxxxxx=institution’s unitid) • Log into data collection system and use Tools menu to upload file

32. Option 1

33. Option 2

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 2004–05 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 2002–03 data • Collected, imputed during 2002–03 • Revised during 2003–04

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 What’s 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, 3:50–4:30 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, 10:20 – 11:00 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