Fall Enrollment Full Instructions
 

Reporting Period Covered
Context Boxes


Coverage
Who To Include
IPEDS Help Desk
AIR Website
IPEDS Website Resources

Where the Reported Data Will Appear
Institution Level
Aggregate Level

Reporting Directions
Screening Questions
Reporting Individuals by Racial/Ethnic Categories
Part A: Fall Enrollment by Level, Attendance Status, Race/Ethnicity, and Gender
Part B: Fall Enrollment by Age
Part C: Residence of First-Time Certificate-Seeking Undergraduates
Part E: Retention Rates for First-Time Certificate-Seeking Undergraduates
Part F: Student-to-Faculty Ratio


Purpose of Survey

The purpose of the Fall Enrollment component of IPEDS is to collect enrollment data on all students enrolled for credit in courses/programs that could lead to awards ranging from postsecondary certificates of less than 1 year to doctoral degrees. Fall enrollment data are collected by level of student, attendance status, race/ethnicity, and gender. In addition, the Fall Enrollment component collects data on the institution's undergraduate entering class, first-time student retention rates, and the student-to-faculty ratio. Every other year data on enrollment by nine selected fields of study are collected, as is residency of first-time degree/certificate-seeking undergraduate students. In opposite years, enrollment by student age is collected.

General Instructions



Reporting Period Covered

For institutions operating on a traditional academic year calendar (semester, trimester, quarter, or 4-1-4), fall enrollment should be reported as of the institution's official fall reporting date or October 15.

For institutions operating on an "other academic calendar," a calendar that differs by program, or enrolls students on a continuous basis (referred to as program reporters), fall enrollment is reported for students enrolled any time during the period August 1 and October 31.



Context Boxes

Context boxes are provided to allow institutions to provide more information regarding survey component items. Note that some context boxes are posted on the College Navigator Website, which is the college search tool offered by NCES. NCES will review entries in these context boxes for applicability and appropriateness before posting them on the College Navigator Website; institutions should check grammar and spelling of their entries.

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Coverage



Who to Include

Include all students enrolled for credit (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 in U.S. courses for credit (e.g., online students)
Who to Exclude

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 exclusively in Continuing Education Units (CEUs)
  • Students exclusively auditing classes
In addition, the following students should be excluded:
  • Any student studying abroad (e.g., at a foreign university) if their enrollment at the 'home' institution serves as an administrative record
  • Students in any branch campus located in a foreign country

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Where to Get Help

IPEDS Data Collection Help Desk

Phone: 1-877-225-2568
Email: ipedshelp@rti.org

AIR Website

You can also consult the AIR website that contains several tutorials on IPEDS data collection, a self-paced overview of IPEDS tools and other valuable resources.

IPEDS Resources Page

In addition, the IPEDS Resources Page contains frequently asked questions, a link to the glossary, data tip sheets, an archive of survey instruments, information on the new race/ethnicity categories and other relevant information.

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Where the Data Will Appear

Data collected through IPEDS will be accessible at the institution- and aggregate-levels.

At the institution-level, data will appear in the:

At the aggregate-level, data will appear in:

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Reporting Directions

Screening Questions

Before entering any data, a screening question will need to be answered.
 
Part B Selection.
Part B (Enrollment by Age) is optional this year.  Indicate whether or not you will complete Part B of the Fall Enrollment survey component this year.



Reporting Persons by Racial/Ethnic Category
Reporting Persons by Racial/Ethnic Category (1997 OMB)
This information is being collected in compliance with Title VI of the Civil Rights Act of 1964 and Title IX of the Education Amendments of 1972 and Sec. 421(a)(1) of the Carl D. Perkins Vocational Education Act. These instructions correspond with the Final Guidance on Maintaining, Collecting, and Reporting Racial and Ethnic Data to the U.S. Department of Education, published in the Federal Register on October 19, 2007.

Method of collection
- Institutions must collect race and ethnicity information using a 2-question format. The first question is whether the respondent is Hispanic/Latino. The second question is whether the respondent is from one or more races from the following list: American Indian or Alaska Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, and White. Institutions should allow students and staff to self-identify their race and ethnicity. For further details on the guidance for collecting data, please see the full Federal Register notice.

Method of reporting aggregate data - Institutions must report aggregate data to the U.S. Department of Education using the NINE categories below. Racial/ethnic designations are requested only for United States citizens, resident aliens, and other eligible non-citizens.

  • Hispanic or Latino, regardless of race

For Non-Hispanic/Latino individuals:

  • American Indian or Alaska Native
  • Asian
  • Black or African American
  • Native Hawaiian or Other Pacific Islander
  • White
  • Two or more races

In addition, the following categories may be used:

  • Nonresident alien
  • Race and ethnicity unknown
Racial/ethnic descriptions - Racial/ethnic designations as used in this survey do not denote scientific definitions of anthropological origins. The categories are:
  • Hispanic or Latino- A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race.
  • American Indian or Alaska Native- A person having origins in any of the original peoples of North and South America (including Central America) who maintains cultural identification through tribal affiliation or community attachment.
  • Asian- A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.
  • Black or African American- A person having origins in any of the black racial groups of Africa.
  • Native Hawaiian or Other Pacific Islander- A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
  • White - A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.

Other descriptive categories

  • Nonresident alien - A person who is not a citizen or national of the United States and who is in this country on a visa or temporary basis and does not have the right to remain indefinitely. NOTE - Nonresident aliens are to be reported separately, in the boxes provided, rather than included in any of the seven racial/ethnic categories. Resident aliens and other eligible (for financial aid purposes) non-citizens who are not citizens or nationals of the United States and who have been admitted as legal immigrants for the purpose of obtaining permanent resident alien status (and who hold either an alien registration card (Form I-551 or I-151), a Temporary Resident Card (Form I-688), or an Arrival-Departure Record (Form I-94) with a notation that conveys legal immigrant status such as Section 207 Refugee, Section 208 Asylee, Conditional Entrant Parolee or Cuban-Haitian) are to be reported in the appropriate racial/ethnic categories along with United States citizens.
  • Race and ethnicity unknown - This category is used only if the person did not select EITHER a racial or ethnic designation.

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Part A - Full-Time Undergraduate Students by Race/Ethnicity and Gender

On this screen, include all students enrolled for credit, full-time at the undergraduate level. The undergraduate level includes students enrolled in undergraduate level courses or any certificate programs below the baccalaureate level. Students who have already earned a bachelor's degree but are taking undergraduate courses for credit should be included as undergraduates.

Full-time, first-time certificate-seeking undergraduate students
In column 1, report undergraduate students who have no prior postsecondary experience and have enrolled full-time with the intent to earn a certificate or other formal award. The following are also considered first-time:
  • Students enrolled in the fall term who attended college for the first time in the prior summer session
  • Students who entered with advanced standing (any college credits earned before graduation from high school)

In order to be considered certificate-seeking, the student must be enrolled in courses for credit and be recognized by the institution as seeking a certificate or other formal award. Dual enrolled high school students are not conisdered certificate-seeking. Note: All students eligible to receive federal student financial aid are to be considered certificate-seeking.

Program Reporters: Include first-time students who entered your institution between August 1, 2012 and October 31, 2012.

Academic Reporters: Student counts reported in column 1 define the initial cohort for reporting graduation rates on the IPEDS Graduation Rates (GR) component to meet Student Right-to-Know reporting requirements. Students reported in this group will become your GR cohort in the reporting year appropriate for your institution.
All other full-time certificate-seeking undergraduate students

In column 2, report the total number of all other (i.e. not first-time) full-time certificate-seeking undergraduate students. This includes:

  • transfer-in certificate-seeking students
  • continuing certificate-seeking students (i.e. students not new to the institution in the fall, but instead are continuing in their courses/program at the institution)

Full-time, non-certificate-seeking undergraduate students
In column 3, report the total number of full-time non-certificate-seeking undergraduates. These students are enrolled for credit but not with the intention of earning a certificate or formal award. Note: High school students enrolled in creditable courses prior to high school graduation are considered non-certificate-seeking students.

Once you save the data by clicking the 'Verify and Save' button, the 'Total full-time undergraduates' (column 4) will be calculated by the system and display on the survey screen.

Part A: Part-time Undergraduate Students

Report part-time students using the same definitions and instructions provided for full-time undergraduate students.

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Part A: Enrollment by Distance Education Status
On this screen, report all students reported on previous Part A screens.

Enrolled exclusively in distance education courses:
Students who are enrolled only in courses that are considered distance education courses.

Enrolled in some but not all distance education courses:
Students who are enrolled in at least one course that is considered a distance education course, but are not enrolled exclusively in distance education courses.

Not enrolled in any distance education courses:
Students who are not enrolled in any distance education courses.

Note: Requirements for coming to campus for orientation, testing, or academic support services do not exclude a course from being classified as distance education.

The totals for degree/certificate-seeking undergraduates and non-degree/certificate-seeking undergraduates will be carried forward from the previous Part A screens. The total students reported by distance education status must equal the total students carried forward from prior Part A screens. If the totals are not the same, a fatal error will occur.

If there are students reported as enrolled exclusively in distance education courses, further data on the location of these distance education students will need to be reported. Report, by degree/certificate-seeking status, the number of exclusively distance education students that are located in the same state/jurisdiction as the institution, in a different state/jurisdiction than the institution, in the U.S. but the state/jurisdiction is unknown, and residing outside the U.S.

The total students exclusively enrolled in distance education courses will be carried forward from earlier on the screen. If the total students reported by location does not equal the total enrolled exclusively in distance education from above, the “Location unknown/unreported” is calculated.



Part B: Fall Enrollment by Age and Gender

Part B is optional this year. This part is required in odd-numbered years.

This distribution of students should include all students reported in Part A.

Enrollment by Age

Use institutional records to calculate student age.
Academic reporters: report student age as of the institution's official fall reporting date or as of October 15, 2012.
Program reporters: report student age as of August 1, 2012.

The totals by gender for each attendance status (full- or part-time) and student level (undergraduate or graduate) will be carried forward from the corresponding Part A screens. When the Part B and Part A totals do not agree, the "Age unknown/unreported" is calculated.

Note: If the Part B student count total is larger than the total carried forward from Part A (resulting in a negative value), a fatal error results. In this case, reexamine both the age data and comparable portion of Part A to identify the error and make appropriate corrections.



Part C: Residence of First-time Certificate-Seeking Undergraduate Students

Part C is optional this year. This part is required in even-numbered years only.

This distribution of students should include all the first-time, certificate-seeking undergraduate students (both full- and part-time) reported in Part A.

Recent High School Graduates Screening Question

Part C begins with a screening question to determine whether or not your institution has first-time certificate-seeking undergraduate students who enrolled within 12 months of graduating high school or receiving their GED. If the answer is 'Yes', then 2 columns will be reported in Part C, one for all first-time certificate-seeking undergraduates and one for those first-time certificate-seeking undergraduates who enrolled within 12 months of graduating high school or receiving their GED.  If the answer is 'No', then only one column for all first-time certificate-seeking undergraduates will display in Part C.

State of residence

Use the state identified by the student as his/her permanent address at the time of application to the institution. This may be the legal residence of a parent or guardian, or the state in which a student has a driver's license or is registered to vote. It is not necessarily the state in which the student's high school is located.

Residence of first-time certificate-seeking undergraduate students

In column (1), report all first-time certificate-seeking undergraduate students, both full-time and part-time, by state of residence. The total line for column (1) will be carried forward from the total first-time certificate-seeking undergraduate students reported in Part A. If the sum of the students reported by state of residence in column (1), lines 1-90, does not agree with the total first-time certificate-seeking undergraduates from Part A, the "Residence unknown/unreported" (line 98) will be calculated.

Note: When the sum of students by state of residence is larger than the total carried forward from Part A (resulting in a negative value calculated for the "Residence unknown/unreported line"), a fatal error results. In this case, reexamine both the residence data and comparable portion of Part A to identify the error and make appropriate corrections.

If your institution responded 'Yes' to the screening question, the subset of students from column (1) who enrolled within 12 months of graduating from high school or receiving their GED are to be reported again by their state of residence in column (2).

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Part E: Retention Rates for the First-Time Degree/Certificate-Seeking Student Cohort

Retention rates examine the percentage of first-time degree/certificate seeking students enrolled in the fall of the prior year that are either still enrolled in the fall of the current year or have completed their program in that time.

The retention cohorts, full-time and part-time, first-time degree/certificate-seeking undergraduates from Fall 2011, are preloaded from Part A of the prior year Fall Enrollment survey component.

On each retention screen (full-time cohort and part-time cohort screens), institutions must:

  • Verify the preloaded Fall 2011 cohort.
    Attendance status (full- or part-time) should be based on the student's Fall 2011 attendance status.
  • Report any exclusions for the cohort (see below for allowable exclusions).
  • Report the total number of students retained from the Fall 2011 cohort.
    Total students retained = students from Fall 2011 cohort still enrolled as of Fall 2012 + students from Fall 2011 cohort who completed their program as of Fall 2012
Academic reporters: Report students retained as of the institution's official fall reporting date or as of October 15, 2012.
Program reporters: Report students retained as of August 1, 2012.
Exclusions:
Institutions may report exclusions for the Fall 2011 cohort. Allowable exclusions are students who left the institution for any of the following reasons:
  • Died or were totally and permanently disabled
  • To serve in the armed forces (including those called to active duty)
  • To serve with a foreign aid service of the Federal Government (e.g., Peace Corps)
  • To serve on official church missions

The system will compute an adjusted cohort by subtracting the student exclusions from the original cohort prior to calculating the retention rate.

Retention rates will be computed by the system after clicking 'Save.' The retention rate is calculated as: (Students from Fall 2011 cohort still enrolled + Students from Fall 2011 cohort who completed their program as of Fall 2012/Adjusted Fall 2011 cohort)*100.

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Part F: Student-to-Faculty Ratio

Graduate only institutions do not complete Part F.

Report the student-to-faculty ratio for undergraduate programs at your institution.  A worksheet is available to help determine your institution's ratio.  Click on the link from the Part F screen to access the worksheet.



Worksheet for Less Than Four-Year Institutions and Four-Year Institutions without Graduate or Professional Programs
The worksheet is designed to help institutions determine their student-to-faculty ratio. It is NOT mandatory that you use this worksheet to calculate your student-to-faculty ratio.  Data entered on the worksheet will NOT be collected or saved.  Make sure to print the screen in order to refer to the ratio calculation for your institution at a later time.

Please note: The logic used in this calculation is similar to that of item I-2 from the Common Data Set data collection.

FULL- AND PART-TIME STUDENT DATA:
All student data on the worksheet is either carried forward from Part A or a calculated field.

Lines F1 and F2.  Total full-time and total part-time students.
The total number of full- and part-time students are carried forward from Part A.

Line F3. A full-time equivalent (FTE) of the part-time student count.
The FTE will be calculated as line F2 (total part-time student count) * 1/3.

Line F4
. Total FTE students.
This is calculated as the sum of lines F1 (total full-time students) and F3 (FTE of part-time students).  Line F4 is used in the ratio calculation.

FULL-AND PART-TIME INSTRUCTIONAL STAFF DATA:

Lines F5 and F8 should be reported based on data your institution is reporting in the IPEDS Human Resources (HR) survey component. Please work together with the appropriate staff at your institution to ensure that the data used on this worksheet and reported in the HR component are the same.  

In line F5, report the total number of full-time instructional staff as reported on the HR component.

In line F8,
report the total number of part-time instructional staff as reported on the HR component.

Instructional Staff Exclusion for Non-Credit Instructors:

In line F6, report the number of full-time instructional staff reported in line F5 that are teaching exclusively non-credit courses.

In line F9, report the number of part-time instructional staff reported in line F8 that are teaching exclusively non-credit courses.

For institutions that have a large amount of non-credit activity, the above exclusions will better align the student data with the instructional staff data being used in the ratio.

Part-Time Instructional Staff Addition:

In line F10, report the number of administrators or other staff NOT reported to IPEDS as instructors (and therefore not included in the instructional staff count reported in line F8) that are teaching a credit course in the Fall.

For institutions that have administrators and other professionals on staff that are not reported to IPEDS as instructors (because it is not their "primary function") but they teach credit courses, the above allowable addition will produce a more accurate ratio. 

With the above instructional staff exclusions and part-time instructional staff addition information above, the system will compute the following on the worksheet:

Line F7.  Total adjusted full-time instructional staff.
The adjusted full-time instructional staff is the total full-time instructional staff, excluding those teaching exclusively non-credit classes. The system will calculate line F7 as line F5 (total full-time instructional staff as reported on the HR component) minus line F6 (total full-time instructional staff teaching exclusively non-credit courses). 

Line F11
.  Total adjusted part-time instructional staff.
The adjusted part-time instructional staff is the total part-time instructional staff, excluding those teaching exclusively non-credit classes, and adding those administrators and other staff teaching credit courses. The system will calculate line F11 as line F8 (total part-time instructional staff as reported on the HR component) minus line F9 (total part-time instructional staff teaching exclusively non-credit courses) + line F10 (administrators and other staff teaching credit courses). 

Line F12
.  Total FTE of adjusted part-time instructional staff.
The FTE will be calculated as line F11 (total adjusted part-time instructional staff) * 1/3.

Line F13
.  Total FTE of adjusted instructional staff.
This is calculated as the sum of lines F7 (total adjusted full-time instructional staff) and F12 (FTE of total adjusted part-time instructional staff). Line F13 is used in the ratio calculation.

Line F14.  Student-to-faculty ratio.

The ratio will be calculated by the system as line F4 (total adjusted FTE students) divided by line F13 (total adjusted FTE instructional staff). The ratio will be displayed on the worksheet as xxx to 1.

The calculated ratio can then be entered onto the Part F (Student-to-Faculty Ratio) screen. 
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