Understanding Colleague Data

Using Colleague data to complete the Spring IPEDS surveys

Matt Smith: Pitt Community College

Fall Enrollment Survey

Part A - Fall Enrollment by race/ethnicity and gender

Part B - Fall Enrollment by age and gender

Part C - Residence of first-time undergraduate students (optional this year)

Part D - Total Entering Class

Part E - Retention Rates

Fall Enrollment Survey

Changes this year:NEW Fall collection Component - 12-month Enrollment (E12) From the Enrollment component: Part E, 12-month Unduplicated Count, and Part F, Instructional Activity:

Remove these sections from the Enrollment component collected in Winter and Spring, and create a new component to collect these data in the Fall. No changes will be made to the data collected, only to the collection in which they appear. (Please NOTE: This reporting change will be mandatory in 2007-08.)

Part G, Retention Rates (will become Part E): Rather than collect only the rates for full-time and part-time students, collect the numerator and denominator and have the system calculate the rates.

Fall Enrollment Survey

Can be collected in Winter or in Spring

Completed in Spring because the logic for creating the cohorts for Fall Enrollment, Financial Aid, and Graduation Rates is the same

Spring IPEDS Categories 2007FA Cohort:

Full-time or Part-time First-Time: Freshman/Transfer-in Degree Seeking/Not Degree Seeking State of Residence Recent (last 12 mos.) High School Graduate or GED recipient By Ethnicity (Including Non-resident Aliens) By Age Male/Female

2006FA Cohort: Retained Type and Amount of Financial Aid recieved (Financial Aid)

2004FA Cohort Completer/Transfer-out (Graduation Rate Survey)

Spring IPEDS

Colleague Files: STUDENT.TERMS - Enrollments by term

PERSON - Student attributes (Name for NSC)

STUDENT.ACAD.CRED - Student academic credits by term (Load)

ACAD.CREDENTIALS – Graduates

INSTITUTIONS.ATTEND - Other institutions students attended

SA.2006 - Financial Aid

Query 1:01_STUDENTTERMS.wis

LIST STUDENT.TERMS WITH STTR.TERM =

"<<Reporting Year - 3 (2002)>>FA" "<<Reporting Year - 1 (2004)>>FA" "<<Reporting Year (2005):>>FA"

AND WITH STTR.CURRENT.STATUS # "X"

Output File: C:\_ColleagueOutput\STUDENTTERMS.csv

Query 1:01_STUDENTTERMS.wis

STTR.TERM - For the Spring 2007-2008 collection: Fall Enrollment uses 2007FA and 2006FA (for retention) Financial Aid uses 2006FA Graduation Rate uses 2004FA

STTR.STUDENT - Used to un-duplicate a cohort and for sending to NSC to have a value to match back into the

cohort to document transfers for GRS.

STTR.BIRTH.DATE - Used to calculate Age in Fall Enrollment and for NSC

STTR.ALIEN.FLAG - Y = Non-Resident Alien for ethnicity coding

STTR.ETHNIC - Colleague Ethnicity, must be recoded to match IPEDS

STTR.GENDER - For reporting throughout IPEDS

Query 1:01_STUDENTTERMS.wis

STTR.RESIDENCE.STATE - Contains state of residence. Used for reporting fall enrollment by state

and for coding Financial Aid as in-state or out-of-state.

STTR.ADMIT.STATUS - T = Transfer, F = Freshman. When the student started at the institution did

they have previous post-secondary experience.

STTR.START.TERM - STTR.ADMIT.STATUS determines if at student was first-time when they started at the institution.

This field tells us when they started. Must be = 2007SU or 2007FA to be first time in

2007FA.

Query 1:01_STUDENTTERMS.wis

STTR.ACTIVE.PROGRAMS - Programs the student was enrolled in for the

specified semester.

X.STTR.PRI.PROG.FLAG - Flags which of the multiple programs a student was enrolled in is the primary program. There needs to

be one and only one Y or “” for each student.

This is usually a problem because historical data is not accurate.

Queries 2 & 3:02_STUDENTTERMS SAVE LIST.wis03_PERSON.wis

SELECT STUDENT.TERMS WITH STTR.TERM = "<<Reporting Year - 3 (2002)>>FA"

"<<Reporting Year - 1 (2004)>>FA" "<<Reporting Year (2005):>>FA"

AND WITH STTR.CURRENT.STATUS # "X"SAVING UNIQUE STTR.STUDENT SAVE.LIST MS_IPEDSThis is a save list of all student IDs for the three terms

LIST PERSON FIRST.NAME MIDDLE.NAME LAST.NAMEGET.LIST MS_IPEDSOutput File: C:\_ColleagueOutput\PERSON.csvThis is the first, middle, and last name of the student for NSC

Query 4:04_STUDENTACADCRED.wis LIST STUDENT.ACAD.CRED

WITH STC.TERM = "<<Reporting Year - 3 (2002)>>FA" "<<Reporting Year - 1 (2004)>>FA" "<<Reporting Year (2005): >>FA"

AND WITH STC.CURRENT.STATUS = "A" "N" "W"STC.TERM STC.PERSON.ID STC.CRED

Credits the student is registered for in the semester by class. This is the best way to determine load. The STC.CRED field will need to be totaled by STC.TERM and STC.PERSON.ID to get the total load for the term, and then that total needs to be re-coded as FT or PT.

Output File: C:\_ColleagueOutput\STUDENTACADCRED.csv

Query 5:05_ACADCREDENTIALS.wis

LIST ACAD.CREDENTIALSWITH ACAD.END.DATE GE "10/15/<<Reporting Year - 3 (2002):>>" AND WITH ACAD.END.DATE LE "10/14/<<Reporting Year (2005):>>“

ACAD.END.DATE - Date of a student’s graduation. This is used to calculate completion within 150% of program time from the start term start date.

ACAD.PERSON.ID - Used to match into the graduation rate cohort from STUDENT.TERMS

ACAD.ACAD.PROGRAM - Program the student graduated in. The left hand character is used in the 150% completion calculation to determine the 150% value. A = 1096 days; D = 548 days; C = 274 days

Output File: C:\_ColleagueOutput\ACADCREDENTIALS.csv

Query 6:06_INSTITUTIONSATTEND.wis

LIST INSTITUTIONS.ATTENDWITH INSTA.END.DATES GE "10/15/<<Reporting Year - 1 (04):>>" AND WITH INSTA.END.DATES LE "10/14/<<Reporting Year (05):>>" AND WITH INSTA.GRAD.TYPE = "Y" "G"

INSTA.PERSON.ID - Used to match into the Fall Enrollment survey for listing new students by state who have graduated HS in the last 12 months or have completed their GED

INSTA.INST.TYPE - Equal to HS with INSTA.GRAD.TYPE = Y for high school graduates

INSTA.GRAD.TYPE - Y = graduated; G = GED

INSTA.END.DATES - Used to make sure that the student left the other institution in the last 12 months.

Output File: C:\_ColleagueOutput\INSTITUTIONSATTEND.csv

Query 7: 07_SAYEAR... ...(Change Filename to reporting year - 1 [2006 for 2007FA].wis LIST SA.2006

WITH SA.AMOUNT > "0"SA.YEAR - Financial aid yearSA.AWARD - Type of aid awarded to the student, has to be re-

coded into the IPEDS categories of:• FEDERAL GRANTS• INSTITUTIONAL GRANTS• LOANS TO STUDENTS• STATE AND LOCAL GOVERNMENT GRANTS

SA.AMOUNT - Amount of aid awarded to the student used for FA part BSA.ETHNIC X.SA.GENDER

C:\_ColleagueOutput\SAYEAR.csv

Data Editing

Check for blank STTR.ACTIVE.PROGRAMS There are usually instances where program histories need

to be rebuilt.

Evaluate Primary Program Flag Field contains “Y”, “N”, or “” “Y” and “” are equivalent Must have one and only one “Y” or “” for each of a student’s

programs in a term Fix errors by taking the longest program, if more than one at

that level, pick the first one in the multi-value list You can keep these files for reporting to IPEDS in later

years Primary program only correct when CRPFA is submitted

Load Calculation

Sum the registered credit for each term by student ID.

If sum is greater than or equal to 12 then Full-time, else Part-time

First-time (Freshman or Transfer)

If STTR.START.TERM = STTR.TERM(2007FA = 2007FA)

OrSTTR.START.TERM + 1 = STTR.TERM

(2007SU + 1 [2007FA] = 2007FA)

First Time Freshman:If the above is true AND STTR.ADMIT.STATUS = “F”

First Time Transfer:If the above is true AND STTR.ADMIT.STATUS = “T”

Degree Seeking/Residency

Degree Seeking:

If the first character of the primary program is not equal to “T”

Residency Status:

If Residence_State ="NC“

Then "IN" otherwise "OUT"

Graduates

Graduate in Last 12 Mos:If Insta_End_Dates (last date of attendance at previous institution) is between 10/15/2006 and 10/15/2007 then “Yes” Else “No”

Valid High School Graduate or GED Recipient: If Graduation_Type = “G” or If Inst_Type = “HS” and Graduation_Type = “Y”Then “Yes” Else “No”

High school/GED Completer:If both of the above are equal to “Yes”

IPEDS Ethnicity Codes

IPEDSEthnicCodes

ModCollCode IPEDSEthCode IPEDSEthCodeDesc

0 1 1_Non-Resident Alien

2 2 2_Black (Non-Hispanic)

3 3 3_American Indian / Alaskan Native

5 4 4_Asian / Pacific Islander

4 5 5_Hispanic

1 6 6_White (Non-Hispanic)

6 7 7_Other / Unknown / Multiple

Non-Resident Alien overrides all others If Alien_Status = “Y” Then substitute a 0 for the ethnicity code

Age

Age1 = Difference in years between the birth date and “10/15” & (Left ([Term],4)

Age: If Age1 is blank then “Unknown”Age1<18 Then Under 18Age1<20 Then 18-19Age1<22 Then 20-21Age1<25 Then 22-24Age1<30 Then 25-29Age1<35 Then 30-34Age1<40 Then 35-39Age1<50 Then 40-49Age1<65 Then 50-64Else Over 65

Retention

Those first-time, freshman, degree seekers, in 2006FA

Who are not in the list of graduates (ACAD.CREDENTITALS)

Who are also in the 2007FA list

Financial Aid

Recode SA.AWARD into one of these categories: FEDERAL GRANTS INSTITUTIONAL GRANTS LOANS TO STUDENTS STATE AND LOCAL GOVERNMENT GRANTS

Average SA.AMOUNT for each of these categories for Part B

National Student Clearinghouse First Name Middle Initial: Left([Middle_Name],1) Last Name DOB: Birth date in “yyyymmdd” format Search Start Date

End date of fall term 3 years ago (12/31/04 for 2007FA)

Look for all transfer events in that period; data will be filtered more later

FICE Code Colleague ID as return field

Processing NSC Data

College_Code/Branch doesn’t start with FICE Code (004062)

Record_Found_Y/N = Yes Reformat Enrollment_Begin Date Calculate time to transfer in days between the end of

the fall term 3 years ago (12/31/2004) and the Enrollment_Begin date

Transfer counts if time to transfer is <1096 days for A <548 days for D <274 days for C

Create unique list of Colleague IDs from the list of transfers

Completer/Transfer-out

Completer Calculate difference in days between start

date of Fall term 3 years ago (08/01/04) and the ACAD.END.DATE

Graduate counts if days to transfer is:• <1096 days for A• <548 days for D • <274 days for C

Transfer-out: ID in filtered list from NSC

Tools

This can be completed with whatever tool you are most comfortable with

Coding specifics are different depending on the tool you use

Upload files really make it easy to enter the data; especially as slow as the IPEDS website (and/or local web traffic) can be Add an additional layer of complexity, but once established

can save a lot of time

Questions/Demonstration