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Changes to IPEDS Data Collection, 2018-19

Minor Changes to the IPEDS Data Collection starting in 2018-19

 

Table 1. Detailed changes to IPEDS Survey Components and IPEDS Keyholder Handbook

Survey component/Other

Changed instruction/FAQ/screen (where applicable; additions in red, deletions with strikethrough, rewording in blue)

Change type (e.g., addition/ deletion/ rewording)

Academic Libraries

Deleted FAQ. Why do you no longer request a title count for the physical book collection? This has been done for many years. Beginning with the 2014-15, NCES requested a volume count only to simplify reporting. This change seemed logical in view of the recent focus on access rather than on ownership.

Deletion. No longer necessary.

Academic Libraries

Reworded 2015-16 FAQ. Are music sheets collected? Bound volumes of music sheets are collected under the category of "Physical Books". Digital music sheets are not collected. Include physical and digital/electronic music scores if searchable by title through the library catalog or discovery system.

Rewording. For clarification.

Academic Libraries

New FAQ: Our institution now has a Library and Learning Center, instead of a standalone Library, which is comprised of a library, tutoring, a writing center, and computer labs. Should we answer for the entire facility or just the library component?

You should answer for the entire facility if it’s under the library’s administrative unit, reports to the head of libraries, and expenses are paid from the library’s budget.

Addition. For clarification.

Academic Libraries

Reworded “Notes for Library Consortia” in instruction.


A library consortium is any local, statewide, regional, or interstate cooperative association of libraries that provides for the systematic and effective coordination of the resources of schools, public, academic, and special libraries and information centers, for improving services to the clientele of such libraries. (U.S. Code of Federal Regulations, Sect. 54.500)

The purpose of library consortia can include:

     ·          Cost reduction through group purchasing

     ·          Professional development for library staff

     ·          Resource sharing (content, technology, expertise, and funding)

     ·          Networking, information sharing, mass communication

     ·          Building shared integrated library management and cataloging systems.

A library consortium can be multitype, almost any type of library can participate (e.g. public libraries). For IPEDS purposes, academic libraries that share an administrative unit are NOT considered a consortium (see definition of branch and independent libraries). There are two cases of consortium: one in which members share ALL library resources or one in which they share PARTIAL resources. Refer below for specific instructions in each case.

Rewording. For clarification.

Academic Libraries

New FAQ: If an institution’s academic library is in a consortium with a public library, can their shared resources be included in the Academic Library survey?

A library consortium can be multitype, almost any type of library can participate (e.g. public libraries). However, for their shared items to be included on the Academic Library survey, the items have to be cataloged and/or searchable through the library catalog or discovery system.

Addition. For clarification.

Academic Libraries

Reworded instruction to clarify how to include periodical microforms. Physical Serials – Report the number of physical serial titles that are accessible through the library’s catalog or discovery system. A serial is a publication in any medium issued in successive parts bearing numerical or chronological designations and intended to be continued indefinitely. This definition includes, in any physical format, periodicals, serial titles on microform, newspapers, and annuals (reports, yearbooks, etc.); the journals, memoirs, proceedings, transactions, etc. of societies; and numbered monographic series. Report serial titles, not subscriptions. If possible, report the count of only those de-duplicated or otherwise unique serial titles searchable through the library’s catalog or discovery system. If possible, do not include earlier title changes; however, do not worry about removing them if it is not possible/feasible.

Rewording. For clarification.

Academic Libraries

New FAQ: How do you report serial titles on microform?

Report non-serial microform titles in physical media, and serial titles on microform under physical serials. If the library cannot determine if a microform title is a serial or not, then report it under physical media

Addition. For clarification.

Admissions

Reworded instruction. ADM covers data for the most recent Fall period. Institutions operating on a traditional academic year calendar (semester, trimester, quarter, or 4-1-4) report admissions data:

·          For applicants and admitted students: Include all students who applied for enrollment or were admitted if they would have been considered first-time degree/certificate-seeking undergraduate students as of the institution's official fall reporting date, or October 15.

·          For admitted students who enrolled: Include all students who were considered first-time, full-time degree/certificate-seeking undergraduate students as of the institution's official fall reporting date, or October 15.

Institutions operating on a calendar that differs by program or that enrolls students on a continuous basis (referred to as program reporters) report admissions data:

·          For applicants and admitted students: Include all students who applied for enrollment or were admitted if they would have been considered first-time degree/certificate-seeking undergraduate students any time during the period of August 1 through October 31.

·          For admitted students who enrolled: Include all students who were considered first-time, full-time degree/certificate-seeking undergraduate students any time during the period of August 1 through October 31.

Rewording. For clarification.

Admissions

Reworded instruction. ADM is only applicable to first-time degree/certificate-seeking undergraduate students; do not include other students in the number of applicants, number of admits, and number (of admitted) that enrolled.


For the number (of admitted) that enrolled, include all students enrolled for credit after the official drop date. Exclude students who are not enrolled for credit.

For example, exclude:

·          Students enrolled exclusively in courses that cannot be applied towards a formal award

·          Students enrolled only in ESL programs (programs comprised exclusively of ESL courses)

·          Students enrolled exclusively in Continuing Education Units (CEUs)

·          Students exclusively auditing classes

·          Any student studying abroad (e.g., at a foreign university) if their enrollment at the 'home' institution serves as an administrative record

·          Students enrolled in any branch campus located in a foreign country

Only include levels (full-time, part-time) that you indicated were offered in the IC Header. If you made an error in the IC Header, please call the IPEDS Help Desk and correct your error.

Rewording. For clarification.

Fall Enrollment

Reworded instruction. In line F14, report the number of administrators or other staff NOT reported to IPEDS as instructors (and therefore not included in the EAP HR survey component count reported in line F12) that are teaching a credit course in Fall 2017.

Rewording. For consistency with HR component.

Fall Enrollment

Adding to instructions regarding inclusion of Graduate Students, degree- and non-degree-seeking students.

Who to Include

Include all students enrolled for credit (enrolled in instructional activity, courses or programs, that can be applied towards the requirements for a postsecondary degree, diploma, certificate, or other formal award), regardless of whether or not they are seeking a degree or certificate. This includes:

     -   Students enrolled for credit in off-campus centers

     -   High school students taking regular college courses for credit

     -   Students taking remedial courses if the student is degree-seeking for the purpose of student financial aid determination

     -   Students from overseas enrolled for credit at your institution (e.g., online students)

     -   Graduate students enrolled for thesis credits, even when zero credits are awarded, as these students are still enrolled and seeking their degree

     -   Graduate students enrolled for credit while not seeking a degree or certificate.

Addition. For clarification.

Fall Enrollment

Reworded instruction. Enrolled in some at least one but not all distance education courses

Rewording. For clarification

Finance

Revise FAQ #18 for Public GASB institutions:

What are the impacts of GASB Statement 68 on IPEDS finance reporting? Are all institutions affected?


GASB Statement 68 will likely impact liabilities, expenses, resource deferrals, and ultimately net position for public institutions or higher education systems that participate in their state’s defined benefit plan (agent or cost sharing), or have their own plan. These institutions are advised:

·          In Part C-1, to allocate the pension and related expenses across the functional categories to the other functional expenses category, as reported on their GPFS.

·          In Part C-2, to allocate the pension and related expenses to the benefits expense category, as reported on their GPFS.

·          In Part M, to report pension expenses, liabilities (or assets), and/or deferrals related to pension as was recognized as a result of implementation of Statement 68.

Note that if your institution fits any of the following criteria, there is no direct GASB 68 impact and you would NOT be required to report Part M:

·          If your public institution does not have a defined pension benefit plan

·          If your public institution is part of a higher education system and the system reflects the pension expense and liability (and does not allocate the expense and liability to the individual institutions)

·          If your institution is a branch campus that did not have pension expense and liabilities allocated to it

·          If your institution is part of a special funding situation and additional unfunded pension expense, liability, or deferral are reported elsewhere

Rewording to clarify allocation method

Finance

New FAQ for Public GASB institutions addressing a new accounting standard, GASB Statement 75:

What are the impacts of GASB Statement 75 on IPEDS finance reporting? Are all institutions affected?


GASB Statement 75 will likely impact liabilities, expenses, resource deferrals, and ultimately net position for public institutions or higher education systems that participate in their state’s postemployment benefit plan, or have their own plan. These institutions are advised:

     ·          In Part D, to report the amount of OPEB liability or asset as a result of GASB 74/75 implementation on line 05 – adjustments to beginning net position. Because line 05 is a calculation of “line 06 – Net position end of year” minus the sum of “line 03 – net position beginning of year” and “line 04 – change in net position”, the new OPEB liability or asset should be included in line 06 in order for it to be included in line 05. Don’t include the OPEB liability or asset in line 03 or 04. Also, institutions should indicate in the caveat box that their line 05 adjustments are due to GASB 74/75 implementation.

     ·          In Part C-1, to allocate OPEB-related expenses to the other functional expenses category.

     ·          In Part C-2, to allocate OPEB-related expenses to the benefits expense category.

     ·          In Part M, do not include with any portion of OPEB-related items with the pension-related items.


Note for institutions that were early implementers of GASB 74/75:

Disregard the first bullet above.


Note for institutions with jointly audited financial statements:

In the case where the system office absorbs all the OPEB liabilities, expenses, and deferrals for the campuses; only the system office should include the OPEB liabilities/assets, deferrals, and expenses in its IPEDS reporting. In the case where the institution shares an audited financial statement with another entity (e.g., with district, high school, hospital, etc.), the institution should report only its proportionate share of the OPEB expense, liability, and deferrals.

Addition for clarification because general accounting standard was revised.

Finance

Revised instructions for GASB forms to provide clarification for new general accounting standard.


Part C-1: Expenses and Other Deductions: Functional Classification

As a result of the implementation of GASB Statement No. 68 and 75, "Accounting and Financial Reporting for Pensions," and “Accounting and Financial Reporting for Postemployment Benefits Other than public Pensions (OPEB),” public institutions with defined pension and postemployment benefit plans will be required to report an actuarially based pension and OPEB liability and related pension expenses and deferrals in their GPFS. The pension and OPEB expense that is recognized by GASB 68 and 75 , as reported on the GPFS, should be allocated to Line 14-Other Functional Expenses and Deductions.

Line 14 - Other functional expenses and deductions - This amount is generated by taking the total of line 19 and deducting the total of lines 01 through 13. Pension and OPEB expenses as recognized by GASB 68 and 75 should be allocated to this category.


Part C-2: Expenses and Other Deductions: Natural Classification

Line 19-3, Benefits - Enter the total amount of benefits expenses incurred. As a result of the implementation of GASB Statement No. 68 and 75, "Accounting and Financial Reporting for Pensions," and “Accounting and Financial Reporting for Postemployment Benefits Other than Pensions (OPEB),” public institutions with defined pension and postemployment benefit plans will be required to report an actuarially based pension and OPEB liability and related pension expenses and deferrals in their GPFS. The pension and OPEB expense that is recognized by GASB 68 and 75, as reported on the GPFS, should be As a result of the implementation of GASB Statement No. 68, "Accounting and Financial Reporting for Pensions – an Amendment of GASB Statement No. 27,"public institutions with defined benefit plans will be required to report an actuarially based pension liability and related pension expense and deferrals in their GPFS. The pension expense that is recognized by GASB 68, as reported on the GPFS, should be included here.

Rewording. For clarification.

Finance

Revise instructions for line 24 and 25 of the revenues section for Public GASB institutions:

24 – Total other revenues and additions — This generated amount should be the total of all revenue and additions included in the GPFS below the line on the Statement of Revenues, Expenses, and Changes in Net Position for “income before other revenues, expenses, gains, and losses.” There may be more than one figure in your own GPFS and thus it may be necessary to combine the revenues and additions reported in this category.

25 – Total all revenues and other additions Report the total of all revenues, including operating, nonoperating, and other revenues and additions from the Statement of Revenues, Expenses, and Changes in Net Position. This amount is automatically generated by adding should be the sum of the amounts from lines 09, 19, and 24.

Rewording to clarify what’s automatically generated and what is reported.

Finance

Revise glossary definition for “net income” to better clarify:


Net income: The final figure in the income statement when revenues exceed expenses. For for-profit institutions, this figure is net of gains and losses.

Rewording for clarification.

Human Resources

New FAQ: Do I report new hires who are no longer on the payroll as of November 1, 2018 in Human Resources component?

Although you are required to report employees on the payroll as of November 1, 2018, you report new hires for a full 12-month period (November 1, 2017 through October 31, 2018), whether or not the new hires were still on the payroll as of November 1, 2018.

Addition. For clarification.

Human Resources

Who to Include in this Report

     ·          Persons on the payroll of the institution as of November 1, 2018, with the exception of New Hire reporting persons who were hired for full-time permanent employment either for the first time (new to institution) or after a break in service

     ·          Staff who are on sabbatical leave and staff who are on leave but remain on the payroll.

     ·          Staff who are hired to temporarily replace staff who are on sabbatical leave or on leave with or without pay.

     ·          Persons newly hired between November 1, 2017 and October 31, 2018, whether or not the persons were still on the payroll as of November 1, 2018.

Rewording. For clarification.

Human Resources

Updated/Reworded 2010 SOC Occupational Codes to reflect the Updated 2018 SOC Occupational Codes.

See attachment labeled: “SOC Code 2018 Update.”

Rewording. Updated to reflect new 2018 SOC Occupational Codes.

Human Resources

New FAQ: What is the difference between “with/without faculty status” and “academic rank/no academic rank?”

The difference is that “faculty status” and “without faculty status” applies to both instructional and non-instructional staff, while “academic rank” and “no academic” rank only applies to instructional staff.

Addition. For clarification.

Outcome Measures

Combine FAQ #10 and FAQ #11 into one FAQ #10 and renumber subsequent FAQs.

FAQ #10) As an academic year reporting institution, I have a group of degree-seeking undergraduate students who took a summer session in 2009. designed for entering students to earn college credit before enrolling in the next immediate full term (i.e., Fall semester or quarter). However, the start date of the summer session was prior to Outcome Measures coverage cohort year start date of July 1, which cohort year should these students be reported?

·          For the 2009-10 cohort(s), institutions should include students who entered between July 1, 2009 and June 30, 2010.

·          Students who start in the summer, and if summer is NOT a “full” term, should be treated based on guidance in the FAQs. OM cohorts should be accurate based on a student’s “normal” attendance intensity and not based on a partial summer term which is not a full term.
a)     If a student starts in the summer of 2009 (prior to July 1), and they do NOT enroll in any additional terms in 2009-10, they do NOT get included (because they would be included in the 2008-09 cohort year).
b)     If a student starts in the summer of 2009 (prior to July OR after July 1), and summer is not a “full term,” and the student continues enrollment beyond the summer, the institution should wait until the next “full” term (e.g. Fall) to determine if the student is full-time or part-time, and the student should be included in the 2009-10 cohort.
c)     If a student starts in the summer of 2009 (after July 1), and they do NOT enroll in any additional terms in 2009-10, they are still included in the 2009-10 cohort, at the enrollment level (FT/PT) in which they were enrolled during the summer.

                For the 2017-18 collection year, these summer session students would be included in the 2009-10 OM cohort year because it is the first full term (i.e., Fall semester or quarter), which should be used to determine their inclusion.

Back to top

FAQ #11)        If the entering students were part-time students during a summer session, how should these students be included in OM?

                To determine the attendance level (i.e., full-time or part-time) for these students, identify the next immediate full term (i.e., Fall semester or quarter) that these students enrolled in during the July 1 to June 30 period. For example, if a part-time summer-session student enrolled in the immediate fall as a full-time student, that student would enter in one of the full-time student OM cohorts (i.e., first-time or non-first-time). If a student skipped the Fall term, but enrolled as full-time in the following winter quarter or spring terms as full-time, that student would also enter in OM as full-time. Do not change a student’s OM cohort designation should the student’s attendance level change after the immediate full term during the OM coverage period.


If a student does not enroll in any full terms during the OM coverage period, the student is still counted in the 2009-10 OM cohort year and should be entered in one of the part-time OM cohorts (i.e., first-time or non-first-time).

Combining/rewording. For clarification.

Outcome Measures

Add to instructions of each status point screen (4-year, 6-year, and 8-year):


Report the highest award earned for each degree/certificate-seeking student for each status point (i.e., report each student’s highest award for each status point).

Addition. To remind institutions of requirement.

Outcome Measures

Screen label update for the last column on the 8-year status point screen:


Percent of adjusted cohort that did not receive an award, but are still enrolled at your institution and or enrolled at another institution after leaving your institution.

Rewording. For clarification.

Outcome Measures

Delete the phrase “Awards are mutually exclusive within each OM status points.” which appear three times in section II., III., and IV. of instructions because “mutually exclusive” as a phrase is confusing.


II. Award Status at Four Years

For each subcohort of degree/certificate-seeking undergraduate students, report the number of students that received an award by four years after entering your institution. Awards are mutually exclusive within each OM status points.


III. Award Status at Six Years

For each subcohort of degree/certificate-seeking undergraduate students, report the number of students that received an award by six years after entering your institution. Awards are mutually exclusive within each OM status points.


IV. Award and Enrollment Status at Eight Years

A. Award Status at Eight Years After Entry

For each subcohort of degree/certificate-seeking undergraduate students, report the number of students that received an award by eight years after entering your institution.Awards are mutually exclusive within each OM status points.

Deletion. To reduce confusion.

Student Financial Aid

Add to the “What NOT to Include” section.

Do not report student counts or aid amounts for the following:


     ·          Students who were only graduate students at the institution during the reporting period

     ·          Students who were enrolled exclusively in courses not creditable toward a certificate/degree

     ·          Students who were enrolled exclusively in Continuing Education Units (CEUs)

     ·          Students who were exclusively auditing classes

Do not report Federal Work Study amounts into any total aid amounts.

Do not report loans that are made to someone other than the student.

Do not report military/veterans aid in Section 1. Such aid is ONLY reported in Section 2.

Do not include ROTC aid, which are also excluded from EFA calculations, in any total aid amounts.

Addition. For clarification.

Student Financial Aid

New FAQ: The institution awards grants funded by an affiliated foundation. How should these grants be reported?

If the foundation’s mission is to benefit the institution, then: (1) those portions of the foundation-funded grants where the institution designates the recipient should be reported as institutional grants; and (2) those portions of the foundation-funded grants where the foundation designates the recipient should be reported as private grants. All grants funded by foundations with missions other than to benefit the institution should be reported as private grants.

Addition. For clarification.

Student Financial Aid

Revised veteran screen column texts.

Column 4: Total dollar amount of benefits/assistance awarded disbursed through the institution.

Column 5: Average dollar amount of benefits/assistance awarded disbursed through the institution.

Rewording. Old wording was incorrect.



Table 2. Detailed changes to the Standard Occupational Classification (SOC) occupational codes in the Human Resources (HR) component of IPEDS

2018-19 IPEDS HR Occupational Categories

(OLD) 2010 SOC Occupational Categories

(NEW) 2018 SOC Occupational Categories

2018-19 IPEDS HR Occupational Categories

(OLD) 2010 SOC Occupational Categories

(NEW) 2018 SOC Occupational Categories

Education, Training, and Library Occupations

25-0000 Education, Training, and Library Occupations

25-0000 Educational Instruction and Library Occupations

Educational Occupations

  • Instructional Staff
    • Primarily Instruction
    • Instruction Combined with Research and/or Public Service
  • Research staff
  • Public Service staff

25-1000 Postsecondary Teachers

25-1000 Postsecondary Teachers

Library and Instructional Support Occupations

  • Librarians, Curators, and Archivists
    • Archivists, Curators, and Museum Technicians
    • Librarians
    • Library Technicians
  • Student and Academic Services and Other Education Occupations

25-4000 Librarians, Curators, and Archivists

25-4010 Archivists, Curators, and Museum Technicians

25-4020 Librarians

25-4030 Library Technicians

25-2000 Preschool, Primary, Secondary, and Special Education School Teachers

25-3000 Other Teachers and Instructors

25-9000 Other Education, Training, and Library Occupations

25-4000 Librarians, Curators, and Archivists

25-4010 Archivists, Curators, and Museum Technicians

25-4020 Librarians and Media Collections Specialists

25-4030 Library Technicians

25-2000 Preschool, Elementary, Middle, Secondary, and Special Education Teachers

25-3000 Other Teachers and Instructors

25-9000 Other Educational Instruction and Library Occupations

Other Occupations

Management Occupations

11-0000 Management Occupations

11-0000 Management Occupation

Business and Financial Operations Occupations

13-0000 Business and Financial Operations Occupations

13-0000 Business and Financial Operations Occupations

Computer, Engineering, and Science Occupations

15-0000 Computer and Mathematical Occupations

17-0000 Architecture and Engineering Occupations

19-0000 Life, Physical, and Social Science Occupations

15-0000 Computer and Mathematical Occupations

17-0000 Architecture and Engineering Occupations

19-0000 Life, Physical, and Social Science Occupations

Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations

21-0000 Community and Social Service Occupations

23-0000 Legal Occupations

27-0000 Arts, Design, Entertainment, Sports, and Media Occupations

21-0000 Community and Social Service Occupations

23-0000 Legal Occupations

27-0000 Arts, Design, Entertainment, Sports, and Media Occupations

Healthcare Practitioners and Technical Occupations

29-0000 Healthcare Practitioners and Technical Occupations

29-0000 Healthcare Practitioners and Technical Occupations

Service Occupations

31-0000 Healthcare Support Occupations

33-0000 Protective Service Occupations

35-0000 Food Preparation and Serving Related Occupations

37-0000 Building and Grounds Cleaning and Maintenance Occupations

39-0000 Personal Care and Service Occupations

31-0000 Healthcare Support Occupations

33-0000 Protective Service Occupations

35-0000 Food Preparation and Serving Related Occupations

37-0000 Building and Grounds Cleaning and Maintenance Occupations

39-0000 Personal Care and Service Occupations

Sales and Related Occupations

41-0000 Sales and Related Occupations

41-0000 Sales and Related Occupations

Office and Administrative Support Occupations

43-0000 Office and Administrative Support Occupations

43-0000 Office and Administrative Support Occupations

Natural Resources, Construction, and Maintenance Occupations

45-0000 Farming, Fishing, and Forestry Occupations

47-0000 Construction and Extraction Occupations

49-0000 Installation, Maintenance, and Repair Occupations

45-0000 Farming, Fishing, and Forestry Occupations

47-0000 Construction and Extraction Occupations

49-0000 Installation, Maintenance, and Repair Occupations

Production, Transportation, and Material Moving Occupations

51-0000 Production Occupations

53-0000 Transportation and Material Moving Occupations

51-0000 Production Occupations

53-0000 Transportation and Material Moving Occupations

Not applicable to HR Survey

(Military Specific Occupations are not reported in the IPEDS HR survey)

55-0000 Military Specific Occupations

55-0000 Military Specific Occupations

Graduate Assistants

Graduate Assistants - Teaching

25-1191 Graduate Teaching Assistant

25-9044 Teaching Assistants, Postsecondary

Graduate Assistants - Research

There is no single SOC Code associated with this IPEDS Occupational Category

There is no single SOC Code associated with this IPEDS Occupational Category

Graduate Assistants - Other

25-4000 Librarians, Curators, and Archivists

25-4010 Archivists, Curators, and Museum Technicians

25-4020 Librarians

25-4030 Library Technicians

25-2000 Preschool, Primary, Secondary, and Special Education School Teachers

25-3000 Other Teachers and Instructors

25-9000 Other Education, Training, and Library Occupations

11-0000 Management Occupations

13-0000 Business and Financial Operations Occupations

15-0000 Computer and Mathematical Occupations

17-0000 Architecture and Engineering Occupations

19-0000 Life, Physical, and Social Science Occupations

21-0000 Community and Social Service Occupations

23-0000 Legal Occupations

27-0000 Arts, Design, Entertainment, Sports, and Media Occupations

29-0000 Healthcare Practitioners and Technical Occupations

25-4000 Librarians, Curators, and Archivists

25-4010 Archivists, Curators, and Museum Technicians

25-4020 Librarians and Media Collections Specialists

25-4030 Library Technicians

25-2000 Preschool, Elementary, Middle, Secondary, and Special Education Teachers

25-3000 Other Teachers and Instructors

25-9000 Other Educational Instruction and Library Occupations

11-0000 Management Occupations

13-0000 Business and Financial Operations Occupations

15-0000 Computer and Mathematical Occupations

17-0000 Architecture and Engineering Occupations

19-0000 Life, Physical, and Social Science Occupations

21-0000 Community and Social Service Occupations

23-0000 Legal Occupations

27-0000 Arts, Design, Entertainment, Sports, and Media Occupations

29-0000 Healthcare Practitioners and Technical Occupations

Graduate Assistants in occupational categories other than those listed above are not reported in the HR Survey

 
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