SHEEO NCES Network Data Conference April 11

SHEEO / NCES Network Data Conference April 11 -13, 2005 San Antonio, TX

Agenda • • • Lessons Learned Help Desk Report AIR Report Current Projects New Concepts and Impact on Future Questions and Discussion

Lessons Learned

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

Caveats / 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

Caveats / Edit Explanations • Help Desk reviews all caveats and explanations during migration review • Data providers WILL be contacted if we still have questions • Coordinators can help – by reviewing these prior to locking – by encouraging institutions to make phone calls to the Help Desk

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.

• Error message = There is more than a 10% difference between total FT Executives/Administrators on EAP and Fall Staff. • Explanation = seasonal needs

• LOOKS LIKE THEY ADD UP TO ME.

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

• I do not know what explanation you want here.

• The school implemented the data it tracks.

Migration review procedures • When questions are raised during migration review, who should the Help Desk contact? – coordinator? – institution? – final locker? – first locker?

Noncompliance Update

Noncompliance IPEDS Fall Collection Survey 2002 -03 2003 -04 2004 -05 Institutional Characteristics 75 7 3 Completions 199 12 12

Noncompliance IPEDS Winter Collection Survey Employees by Assigned Position 2002 -03 2003 -04 2004 -05 79 7 14 Fall Staff N/A 11 N/A Salaries 50 9 5

Noncompliance IPEDS Spring Collection Survey Enrollment Graduation Rates Student Financial Aid Finance 2002 -03 2003 -04 2004 -05 68 8 104 29 134 34 184 35

FSA Noncompliance Actions Number of institutions fined, warned 2002– 03 2003– 04 78 $1, 241, 000 39 $370, 000 Warned ~350 30 Total ~428 69 Fined

Help Desk Report

AIR Report

Current Projects

TRP on Human Resources • Held last fall • Suggestions were posted on IPEDS What’s New • The following will be implemented in 2005– 06:

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

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

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

Faculty • Solution: Clarify the definition of the term “faculty” – use EAP to define and determine faculty – perhaps change terminology to indicate "instructional employees" – eliminate current instruction for institutions to use their own definition of faculty; institutions must use IPEDS categories and definitions

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 a caveats box to list the disciplines included in the medical school pages

Out … • Faculty with less than 9 -month contracts – continue to collect headcount – eliminate collection of salary and expenditure information

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

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)

And Finally… • Institutions with <15 FT employees – will do short Fall Staff section (collects data by primary occupational activity, by race/ethnicity and gender)

TRP on Report Templates • 6 reports currently (4 are new) – 3 Enrollment – Completions – Price – Mailing list • TRP held last month – suggested ~50 additional templates

TRP on Ex. PT and Data Feedback Report • Held last month • 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 Ex. PT – allow upload and download of comparison groups

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 until May 31

Changing Comparison Group • Create comparison group in Ex. PT 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

Schedule • 5/31/05 – last day to upload comparison group file • 7/15/05 – all 2004– 05 data final • 8/26/05 – email test reports to sample • 9/9/05 – new Ex. PT on web • 9/16/05 – email reports to KHs; email links to Coordinators • 10/7/05 – mail hard copies to CEOs

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

Additional PAS Enhancements • Forms Facsimiles – adding 2000, IC 2000 -2004 • 4 new report templates, more on the way • Database work that will make trend reports easy – choose variable, then multiple years

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

Validity Study • Looking at 2002– 03 data – collected during 2002– 03 – revised during 2003– 04 – imputed prior to adjudication

Validity Study • Questions – What is impact of data changes? – How good are our imputations? • Please encourage institutions to use PY data revision system

MDS • Remember this? • Just finished data collection phase of project • Age of sample frame file is an issue • Contractor will analyze data and produce report

New and Improved IPEDS Tools

IPEDS DAS • 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)

Demonstration • Monday, 1: 30 – 2: 15 pm • Sam Barbett and Connie Holohan

Also IPEDS DAS • Table library – will be available starting summer 2005 – suggestions from TRP held in February – already created -- just click • E. D. TAB tables • Compendium tables • State tables

Peer Analysis System • Data available – Imputed 2003 at Institution level – Fall 2004 at Institution level – Winter 2004 at Collection level

3 sessions • Elementary tools – Ex. PT, COOL, Report Templates, Forms Facsimiles, On-Line Glossary, DCT – Tues 10: 00 – 10: 50 am • Intermediate IPEDS PAS – Tues 11: 00 – 11: 50 am • Advanced IPEDS PAS – Tues 1: 45 – 2: 35 pm – Tues 2: 45 – 3: 35 pm

New Concepts & Impact on the Future

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

• PLEASE encourage your institutions to check their accreditation information if they haven’t already done so • Send email to ipedsaccr@ed. gov if there are errors • Why might there be errors?

New Format for E. D. TABs • 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

New Format for E. D. TABs • Compendium tables (beyond 21) – no longer included in the E. D. TABs – will be available in DAS Table Library

New for 2005– 06

Applicants, Admissions, Enrolled • Add Total column for those institutions that do not have data by gender

First-time, degree/certificate-seeking undergraduate students Men Women Total # applicants R R R # admissions R R R # enrolled FT R R R # enrolled PT R R = reported

Preliminary Early Estimate of Fall Enrollment • 6 numbers – on IC – FT, PT enrollment • undergraduate • first-professional • Clearly identified as early estimates, so data can be different from what will be reported on EF

Preliminary Early Estimate of Fall Enrollment Level of Student Full time Part time Total Undergrad R R CV Graduate R R CV Firstprofessional R R CV Grand total estimated Fall 2005 enrollment CV R = reported value CV = calculated value. Totals will be generated from the detail provided by the institution.

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

Fall Enrollment – Transfers In Full-time undergraduate students Degree/certificate-seeking Firsttime Transfers in Other Total Nondegree/ non-certifseeking Total R/E R R R CV Total CV CV CV R = reported value; CV = calculated value

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

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

Sector? ? ? • Classification of institutions based on predominant level of programs – impact on trends – impact on reporting of results • Table Topic (Emerging Issues) – Tues & Wed • TRP topic

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

College Affordability Index • Percentage change in the tuition and fees charged for a full-time first-time undergraduate student between academic year 2002– 03 and academic year 2004– 05 divided by the percentage change in the Consumer Price Index from July 2002 to July 2004.

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 2004– 05 tuition and fees charged for a full-time first-time undergraduate student is within the least costly quartile of institutions within each sector

Collection Schedule 2005– 06

Registration opens July 27 User. IDs to KHs July 27 Surveys, etc posted July 27 Status of registration taken August 24 Letters to CEO – KH not reg August 31

Fall Collection Surveys Collection open Institution close Coordinator close Institutional Characteristics Completions September 7 October 19 November 2

Winter Collection Surveys Human Resources Enrollment (available) Finance (available) Collection open December 7 Institution close January 25 Coordinator close February 8

Spring Collection Surveys Enrollment Finance Student Financial Aid Graduation Rates Collection open March 8 Institution close April 19 Coordinator close May 3

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

Web Resources • Don’t forget to check IPEDS What’s 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

IPEDS Unit Record Feasibility Study

Feasibility Study • Released March 21 • Available at IPEDS What’s New http: //nces. ed. gov/ipeds/whatsnew. asp or through http: //nces. ed. gov/pubsearch/ • Plenary session, 2: 30 – 4: 30 pm

Questions & Discussion