The IPEDS Data Center – It’s Not Your Mother’s Dataset Cutting Tool Michigan Association for...

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The IPEDS Data Center – It’s Not Your Mother’s Dataset Cutting Tool

Michigan Association for Institutional Research (MI/AIR)27th Annual ConferenceNovember 6 - 8, 2013Grand Rapids, Michigan

PRESENTED BY: Eileen Brennan, Oakland Community College


• Data Center Overview• Addressing Data Quality• OCC IPEDS Usage Examples• New Collection Items

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NCES STATEMENT ON DATA ACCURACY

“The Department of Education relies on postsecondary institutions to accurately report data to IPEDS, and nearly all institutions do. Institutions themselves sometimes identify misreporting issues and work with ED to correct those problems without the need for further action by the Department. The Department is concerned about any instances of intentional or significant misreporting. Under these circumstances, the Office of Federal Student Aid may take administrative action to appropriately address the issue.”


DATA QUALITY – IPEDS EDIT CHECKS

• On-screen edits – Something that requires immediate action to proceed, often involves omitting a required field.

• Fatal errors occur when required fields are missing, when incorrect values are keyed, or when major inconsistencies exist.

• Edit failures that require an explanation (or correction) … the system identifies an abnormal progression of data from one year to the next or from one component to another.

• Entries that are not within a normal range or an expected value may require a confirmation.

SOURCE: “Using the Data Collection System,” a link in the IPEDS Data Provider Center, http://surveys.nces.ed.gov/ipeds


Real Life Example: NCES Addressing Inconsistencies in Year to Year Reporting


DATA QUALITY• NCES notes that the burden of accuracy is on

institutions, but has established parameters for acceptable data.

• Data providers and users must access the data to question and assure data accuracy.


WAYS TO ENHANCE DATA QUALITY• Use IPEDS data!– Review your own institution’s data where it appears:

College Navigator, FAFSA institution lookup, Data Center.

• Benchmark!– Compare your data to a chosen peer set – those you

are like or those you want to be like.– If the data are not what you expect, contact those

peers to see how they collect and report data.


WAYS TO ENHANCE DATA QUALITY – ITEMS TO CONSIDER• Definitions – how does your institution interpret a

measure and how does your comparison institution interpret the same measure?

• Data Collection Process – how do you and your comparison institution collect data on a given variable?

• Data Measure Calculation – Are data automatically calculated in your Student Information System, or do calculations need to be triggered?


OCC IPEDS Recent Usage Examples• Student Financial Aid• Staff to Student Ratio• Total Staff Counts• Graduation Rates


2009-10 2010-11

% of students receiving

Financial AidAverage amount

of aid per student

% of students receiving

Financial Aid

Average amount of aid

per student

Grand Rapids CC 44% $3,585 48% $3,783

Lansing CC N/A $3,957 47% $4,663

Macomb CC 24% $3,734 24% $4,918

Oakland CC 33% $4,829 35% $4,920

OCC Example: Using IPEDS Student Financial Aid Data


FTE Students to Full-Time Staff Ratios

Grand Rapids Community College

Macomb Community College

Oakland Community College

Wayne County Community College District

Full-Time Equivalent Students, 2010-11 12,826 16,605 20,554 14,594 Full-Time Equivalent to Full-Time Staff Ratio 19 26 26 33

Full Time Instructional Staff to Student Ratio 49 76 83 154

Executive/Administrative and Managerial Staff to Student Ratio 366 264 210 261 Other Professional Staff to Student Ratio 173 - 153 112

Technical and Paraprofessional Staff to Student Ratio 101 105 278 912

Clerical and Secretarial Staff to Student Ratio 146 147 155 146 Skill Crafts Staff to Student Ratio 987 593 894 4,865

Service/Maintenance Staff to Student Ratio 176 319 267 356


OCC Staff Fall 2011Full time Part time Total

Primarily instruction 249 1,080 1,329Instruction/research/public service 0 0 0Primarily research 0 0 0Primarily public service, and Contracts 0 0 0Executive/administrative/managerial 98 0 98Other professional (support/service) 134 9 143Graduate assistants 0 0 0Technical and paraprofessionals 74 8 82Clerical and secreterial 133 35 168Skilled crafts 23 0 23Service/maintenance 77 0 77


New IPEDS Collection Items • Reminder of 2012-13 reporting changes.• Review of 2013-14 changes.• Review of changes through 2015-16 (actual

changes mandatory in 2014-15 reporting cycle).

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Changes During the 2012-13 Collection Cycle• Distance Learning

– Whether or not offered and at what level.– Number of students enrolled in any on-line classes, and number exclusively enrolled

in on-line courses.– Programs offered completely on-line.– Completions solely through on-line courses.

• Finance– Pell to be reported as non-operating grant revenue by public institutions (private

institutions can choose to report the same way).– Interest expenses allocated across functional expenses.

• Human Resources– Stream-lined, so fewer reports.– Instruction by credit, non-credit, and combined counted.– New categories aligned with SOC codes.

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Changes in the 2013-14 Collection• Move Graduation Rates and 200% Graduation

Rates Components to the Winter Collection.– GR and GR200 data will be due in February, rather than

April.• Move the Revision of Prior Year Cost of

Attendance Data to the Student Financial Aid Component– A new screen will be added to the SFA component.

• Clarifications to HR screens and instructions

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Changes for 2014-15

NEW ELEMENTS– Academic Libraries– Data on Veterans– Outcome MeasuresDELETED ELEMENTS (Still must be collected 2013-14)

– Estimated Enrollment as of October 15– Admissions Information (for open admission institutions)

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Changes for 2014-15ACADEMIC LIBRARIES– Screening question in Institutional Characteristics

regarding annual total library expenditures.– If there are expenditures, Academic Libraries Survey in

Spring will include:• Library completely electronic?• Collection counts: physical and digital/electronic.• Number of branches.• Expenditures.• Some transactions (interlibrary loans and exchanges).

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Changes for 2014-15DATA ON VETERANS– Institutional Characteristics

• Listing of services available to veterans, military service members and their families.

• Tuition policies for this group.

– Student Financial Aid Survey• Number of students receiving Post-9/11 GI Bill benefits,

and total benefits awarded.• Number of students receiving Department of Defense

assistance and total benefits awarded.

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Changes for 2014-15OUTCOMES MEASURES (New Survey)– Report on:

• Full-time, first-time students• Part-time, first-time students• Full-time, non-first-time entering students• Part-time, non-first-time entering students

– Measures:• Received award• Still enrolled, did not receive award• Enrolled at another institution, did not receive award• Did not receive award, subsequent enrollment unknown

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QUESTIONS???

Eileen BrennanResearch AnalystOffice of Institutional Research, Quality & PlanningOakland Community College(248) [email protected]

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