IPEDS: 2017-18
Collection Coordination and Communication Materials
National Center for Education Statistics
Institute of Education Sciences
U.S. Dept. of Education
Washington, DC
November 2016
Exhibit 1. IPEDS 2016-17 Data Collection Communications and Follow-Up Schedule 2
Exhibit 2. Coordination Tree Update Request Email 4
Exhibit 3. Registration Letter to CEOs of Institutions with no Previous Keyholder 4
Exhibit 4. Registration Letter to New Keyholders 7
Exhibit 5. Registration Certificate 9
Exhibit 6. Registration Email to Keyholders 10
Exhibit 7. Password Email to Keyholders 13
Exhibit 8. Registration Email to Multi-Keyholders 14
Exhibit 9. Password Email to Multi-Keyholders 17
Exhibit 10. Registration Email to Coordinators 18
Exhibit 11. Password Email to Coordinators 23
Exhibit 12. New Keyholder Welcome Package/Email 24
Exhibit 13. Registration +2 Weeks Keyholder Reminder Email 27
Exhibit 14. Annual Update Email to CEOs of IPEDS Institutions 28
Exhibit 15. Registration +3 Weeks Reminder Letter to CEOs 30
Exhibit 16. Annual Update Email to IPEDS Coordinators 34
Exhibit 17. Fall Opening Announcement Email 35
Exhibit 18. One Last Chance Reminder Email to CEOs 37
Exhibit 19. Fall Registration Close -4 Weeks Reminder Letter to CEOs 38
Exhibit 20. Fall Close -4 Weeks Reminder Email to Keyholders 39
Exhibit 21. Fall Close -4 Weeks Reminder Email to NEW Keyholders 40
Exhibit 22. Fall CEO Close -3 Weeks Early-Completer Thank-You Email 41
Exhibit 23. Fall CEO Call Script for No Registered Keyholder 42
Exhibit 24. Fall Keyholder/CEO Call Script for No Data Entered 44
Exhibit 28. Winter/Spring Opening Announcement Email 51
Exhibit 29. Winter Registration Close -4 Weeks Reminder Letter to CEOs 53
Exhibit 30. Winter Close -4 Weeks Reminder Email to Keyholders 54
Exhibit 31. Winter Close -4 Weeks Reminder Email to NEW Keyholders 55
Exhibit 32. Winter CEO Close -3 Weeks Early-Completer Thank-You Email 56
Exhibit 33. Winter CEO Call Script for No Registered Keyholder 57
Exhibit 34. Winter Keyholder/CEO Call Script for No Data Entered 59
Exhibit 38. Spring Reminder to Include in This Week in IPEDS 65
Exhibit 39. Spring Close -4 Weeks Registration Reminder Letter to CEOs 66
Exhibit 41. Spring Close -4 Weeks Reminder Email to NEW Keyholders 68
Exhibit 42. Spring CEO Close -3 Weeks Early-Completer Thank-You Email 69
Exhibit 43. Spring CEO Call Script for No Registered Keyholder 70
Exhibit 44. Spring Close -3 Weeks Reminder Email No Data Since Winter 72
Exhibit 45. Spring Keyholder/CEO Call Script for No Data Entered 73
Exhibit 49. Registration Confirmation Email 80
Exhibit 50. Locking Confirmation Email to Keyholders 80
Exhibit 51. Ready-to-Lock Email to Coordinators 81
Exhibit 52. UserID Confirmation Email 81
Exhibit 53. Password Confirmation Email 81
The Integrated Postsecondary Education Data System (IPEDS) is a series of annual surveys that collect a variety of data from postsecondary institutions in the United States and U.S. territories. RTI International is under contract to administer the data collection and provide data collection support to IPEDS data providers and users.
Throughout the data collection cycle, IPEDS staff will communicate regularly with institutions to ensure that IPEDS data providers are informed of all reporting responsibilities and survey deadlines. Toward this end, this document provides documentation of the activities and communications that will be implemented during the pre-registration and registration periods, prior to the academic year data collection. Further communications will occur throughout the data collection period and will include thank you notes sent automatically upon completion of registration and the locking of surveys, announcements of collection openings and closings, follow-up messages targeting new keyholders, and reminder prompts, as outlined in this document. In conjunction with the Outreach Plan, these materials outline the strategies and messages to be used for interacting with, and communicating to, CEOs, IPEDS keyholders, coordinators, and other stakeholders. These communications are essential in ensuring that data provided to IPEDS are timely, informed, useful, and as accurate as possible.
Exhibit 1 outlines the overall schedule of our planned coordination and collection communications throughout the collection cycle. Exhibits 2 through 38 include the text for (a) collection opening announcements, (b) reminder emails and letters to keyholders of non-registered users, (c) reminder emails to keyholders of non-respondent institutions, (d) thank-you emails to CEOS of early-completing institutions, and (e) phone scripts to be used when calling CEOs and keyholders of non-respondent institutions. Exhibit 39 includes the text for the change made during collection to the Finance survey component.
The communication materials included here have been developed for the IPEDS 2017-18 data collection. The same materials with updated submission and reference dates, and a note about changes removed, will be used for IPEDS 2018-19 and IPEDS 2019-20.
Collection |
Date |
Correspondence Type |
Scheduled Time |
Recipient(s) |
Communication Criteria |
Pre-registration |
Prior to 8/9/17 |
Coordination tree update email |
Prior Summer |
Coordinators |
All |
Registration Period |
8/9/17 |
Letter w/keyholder registration letter and registration certificate |
Registration opening |
CEO |
No previous keyholder |
8/9/17 |
Registration email w/User ID |
Registration opening |
Keyholders/Coordinators |
All |
|
8/9/17 |
Password email |
Registration opening |
Keyholders/Coordinators |
All |
|
8/9/17 |
Notification of survey materials update |
Registration opening |
Software vendors |
All registered |
|
Ongoing |
New Keyholder Welcome Package |
At time of registration |
New Keyholders |
All registered |
|
8/23/17 |
Prompting registration email |
2 weeks following registration opening |
Keyholders |
Not registered |
|
8/31/17 |
Prompting registration letter |
3 weeks following registration opening |
CEOs |
No keyholder registered |
|
8/31/17 |
Annual update email |
3 weeks following registration opening |
CEOs/coordinators |
All CEOs, all coordinators |
Collection |
Date |
Correspondence Type |
Scheduled Time |
Recipient(s) |
Communication Criteria |
Fall 2017 |
9/6/17 |
Opening announcement |
Collection opening |
Keyholders/Coordinators |
All |
Ongoing |
Thank you email |
At time of survey locking |
Keyholders/Coordinators |
All locked surveys |
|
9/13/17 |
One Last Chance Reminder |
1 week following collection opening |
CEOs/Keyholders |
CEOs of schools having already used OLC |
|
9/20/17 |
Prompting registration letter |
4 weeks prior to collection closing |
CEOs |
No keyholder registered |
|
9/20/17 |
Prompting email |
4 weeks prior to collection closing |
Keyholders |
No data entered |
|
9/20/17 |
Prompting email |
4 weeks prior to collection closing |
New Keyholders |
All required surveys not locked |
|
9/27/17 |
Thank You email |
3 weeks prior to collection closing |
CEOs/Keyholders |
All surveys completed |
|
9/27/17 |
Prompting phone call |
3 weeks prior to collection closing |
CEOs |
No keyholder registered |
|
10/4/17 |
Prompting phone call |
2 weeks prior to collection closing |
Keyholders/CEOs |
No data entered |
|
10/4/17 |
Prompting email |
2 weeks prior to collection closing |
Keyholders |
No data entered |
|
10/4/17 |
Prompting email |
2 weeks prior to collection closing |
Keyholders |
All required surveys not locked |
|
10/4/17 |
Prompting phone call |
2 weeks prior to collection closing |
New Keyholders |
All required surveys not locked |
|
10/11/17 |
Prompting email |
1 week prior to collection closing |
Keyholders |
No data entered |
|
10/11/17 |
Prompting email |
1 week prior to collection closing |
Keyholders |
All required surveys not locked |
IPEDS 2017-18 Data Collection Communications and Follow-Up Schedule (continued)
Winter 2017-18 |
12/13/17 |
Opening announcement |
Collection opening |
Keyholders/Coordinators |
All |
|
1/17/18 |
Prompting registration letter |
4 weeks prior to collection closing |
CEOs |
No keyholder registered |
1/17/18 |
Prompting email |
4 weeks prior to collection closing |
Keyholders |
No data entered |
|
1/17/18 |
Prompting email |
4 weeks prior to collection closing |
New Keyholders |
All required surveys not locked |
|
1/24/18 |
Thank You email |
3 weeks prior to collection closing |
CEOs/Keyholders |
All surveys completed |
|
1/24/18 |
Prompting phone call |
3 weeks prior to collection closing |
CEOs |
No Keyholder registered |
|
1/31/18 |
Prompting phone call |
2 weeks prior to collection closing |
Keyholders/CEOs |
No data entered |
|
1/31/18 |
Prompting email |
2 weeks prior to collection closing |
Keyholders |
No data entered |
|
1/31/18 |
Prompting email |
2 weeks prior to collection closing |
Keyholders |
All required surveys not locked |
|
1/31/18 |
Prompting phone call |
2 weeks prior to collection closing |
New Keyholders |
All required surveys not locked |
|
2/7/18 |
Prompting email |
1 week prior to collection closing |
Keyholders |
No data entered |
|
2/7/18 |
Prompting email |
1 week prior to collection closing |
Keyholders |
All required surveys not locked |
|
Spring 2018 |
12/13/17 |
Opening announcement |
Collection opening |
Keyholders/Coordinators |
All |
2/14/18 |
Prompting emails (included in TWII) |
8 weeks prior to collection closing |
Keyholders |
No data entered |
|
2/28/18 |
Prompting emails (included in TWII) |
6 weeks prior to collection closing |
Keyholders |
No data entered |
|
3/14/18 |
Prompting registration letter |
4 weeks prior to collection closing |
CEOs |
No keyholder registered |
|
3/14/18 |
Prompting email |
4 weeks prior to collection closing |
Keyholders |
No data entered |
|
3/14/18 |
Prompting email |
4 weeks prior to collection closing |
New Keyholders |
All required surveys not locked |
|
3/21/18 |
Thank You email |
3 weeks prior to collection closing |
CEOs/Keyholders |
All surveys completed |
|
3/21/18 |
Prompting phone call |
3 weeks prior to collection closing |
CEOs |
No Keyholder registered |
|
3/21/18 |
Prompting email |
3 weeks prior to collection closing |
Keyholders |
No data entered since Winter |
|
3/28/18 |
Prompting phone call |
2 weeks prior to collection closing |
Keyholders/CEOs |
No data entered since Winter |
|
3/28/18 |
Prompting phone call |
2 weeks prior to collection closing |
Keyholders/CEOs |
No data entered |
|
3/28/18 |
Prompting email |
2 weeks prior to collection closing |
Keyholders |
No data entered |
|
3/28/18 |
Prompting email |
2 weeks prior to collection closing |
Keyholders |
All required surveys not locked |
|
3/28/18 |
Prompting phone call |
2 weeks prior to collection closing |
New Keyholders |
All required surveys not locked |
|
4/4/18 |
Email to keyholder |
1 week prior to collection closing |
Keyholders |
No data entered |
|
4/4/18 |
Prompting email |
1 week prior to collection closing |
Keyholders |
All required surveys not locked |
Exhibit 3. Registration Letter to CEOs of Institutions with no Previous Keyholder
<NCES Letterhead>
August 9, 2017
ceo_name
ceo_title
institution_name
addr1_txt
city_txt, state_cd zip_text
Dear Chief Executive Officer:
The National Center for Education Statistics is finalizing preparations for the 2017-18 Integrated Postsecondary Education Data System (IPEDS) data collection. Your institution currently does not have a designated keyholder for the upcoming 2017-18 collection cycle; please appoint one at this time, and forward the enclosed materials to that individual. The success of the IPEDS data collection and quality of the IPEDS data depend, in large part, on the efforts of your institution’s keyholder.
The keyholder is responsible for your institution’s data submission and should be someone who is familiar with the IPEDS data collection. This person is responsible for all three collections— Fall 2017, Winter 2017-18, and Spring 2018. The enclosed materials provide the information your appointed keyholder will need to register prior to entering data into the system. Once your keyholder registers, all future correspondence will go directly to him or her.
The importance of your institution’s compliance with this reporting responsibility cannot be overstated. Please be aware that responses to the IPEDS surveys are mandated for those institutions that participate or expect to participate in Title IV federal financial aid programs under Section 487(a)(17) of the Higher Education Act of 1965, as amended (HEA), 20 U.S.C. §1094(a)(17) and the Department of Education’s regulations at 34 C.F.R. §668.14(b)(19). As a condition of continued participation in the federal student aid programs, all institutions must complete, in a timely manner and to the satisfaction of the Secretary, all surveys conducted as a part of the Integrated Postsecondary Education Data System. According to the Office of Federal Student Aid (FSA), an institution’s failure to complete and submit these surveys is a serious violation of its obligations under the HEA and the regulations, and appropriate action, including warnings, fines and possible loss of eligibility for Title IV federal student financial aid programs will be taken by that office.
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.
Because of the importance of the IPEDS surveys, we will contact you again if your keyholder has not registered by August 30, 2017. Registration is currently open, and the data collection periods are scheduled as follows:
Fall 2017: September 6, 2016 – October 18, 2017
Winter 2017-18: December 13, 2017 – February 14, 2018
Spring 2018: December 13, 2017 – April 11, 2018
The results of the 2016-17 Integrated Postsecondary Education Data System (IPEDS) web-based data collections are currently available through the IPEDS Use the Data Tools, the Custom Data Feedback Report tool, and the College Navigator website. Links to all of these data tools are on the IPEDS web site at http://nces.ed.gov/ipeds.
There is no need for you to respond to this letter. However, if you need any additional information or have any questions, please contact the IPEDS Help Desk toll free at 1-877-225-2568 (or send an email to ipedshelp@rti.org). Thank you in advance for your assistance in this important project.
Sincerely,
Ross C. Santy
Associate Commissioner
Administrative Data Division
National Center for Education Statistics
Attachments
unitid
<NCES Letterhead>
August 9, 2017
institution_name
Dear IPEDS Keyholder:
Welcome! Your Chief Administrator has designated you as the IPEDS Keyholder for the Integrated Postsecondary Education Data System (IPEDS) 2017-18. The success of the IPEDS data collection and quality of the IPEDS data depend, in large part, on your efforts. Thank you in advance for your work this coming year.
As the IPEDS keyholder, you are responsible for assuring the accuracy of all of your institution’s data submitted to IPEDS, and for “locking” the surveys by the designated keyholder deadlines for the three 2017-18 data collections (Fall 2017, Winter 2017-18, and Spring 2018). Enclosed is a registration certificate that provides you with the information you need to register by August 30 and subsequently participate in these important data collections.
The Fall 2017, Winter 2017-18, and Spring 2018 data collections will be administered through a web system that can be accessed only by designated staff with assigned UserIDs and passwords. This Fall we will collect Institutional Characteristics, Completions, and 12-month Enrollment data. The Winter collection will include the Student Financial Aid, Graduation Rates, Graduation Rates 200, Admissions and Outcome Measures components. The Spring collection (which opens December 13 and will be open continuously until April 11) includes the Fall Enrollment, Finance, Human Resources and Academic Libraries components.
Please note: There are a number of changes for the 2017-18 data collection. These changes impact the Outcome Measures, Institutional Characteristics, and Admissions survey components. Please review these changes at https://surveys.nces.ed.gov/ipeds/ViewContent.aspx?contentId=17 before completing the survey components. Please also review the survey materials at https://surveys.nces.ed.gov/ipeds/VisIndex.aspx to view these changes.
The data collection periods are scheduled as follows:
Fall 2017: September 6, 2017 – October 18, 2017
Winter 2017-18: December 13, 2017 – February 14, 2018
Spring 2018: December 13, 2017 – April 11, 2018
For your convenience in preparing for the upcoming collections, ALL survey forms, instructions, file import specifications, narrative edits, and FAQs for the 2017-18 surveys are available through the data collection system (select Help, then Survey Materials). A New Keyholder Handbook is also available in the Help menu; this resource includes a lot of useful information, including information on keyholder responsibilities, how to submit and lock your data, where to get help and training, and tips from veteran keyholders.
The importance of your institution’s compliance with the IPEDS reporting responsibility cannot be overstated. Please note that responses to the IPEDS surveys are mandated for those institutions that participate or expect to participate in Title IV federal financial aid programs under Section 487(a)(17) of the Higher Education Act of 1965, as amended, (HEA), 20 U.S.C. §1094(a)(17) and the Department of Education’s regulations at 34 C.F.R. §668.14(b)(19). As a condition of continued participation in the federal student aid programs, all institutions must complete, in a timely manner and to the satisfaction of the Secretary, all surveys conducted as a part of the Integrated Postsecondary Education Data System. According to the Office of Federal Student Aid (FSA), an institution’s failure to complete and submit these surveys is a serious violation of its obligations under the HEA and the regulations, and appropriate action, including warnings, fines, and possible loss of eligibility for Title IV federal student financial aid programs, will be taken by that office.
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.
As your institution’s keyholder, the first deadline you must meet is to register as the IPEDS keyholder using the information on the enclosed registration certificate prior to August 30. If you have not registered by that date, we will send a letter to your institution’s CEO indicating that your institution has no registered keyholder. The registration screen asks for specific contact information. This information must be complete, and the email address provided will be used for ALL further contact with your institution during these data collections. If your institution has more than one person who will need to provide data for the surveys, you may request up to sixteen (16) additional UserIDs and passwords for these staff members. However, please remember that all communication will flow through you as the IPEDS keyholder, and you will be the only person allowed to lock your data.
Please refer to the collection schedule on your registration certificate and allow sufficient time to enter and lock your data for Fall, Winter, and Spring. Once your institution’s data have been locked, they will be reviewed by NCES. You may receive a request for clarification based on this review. Your institution’s data will be made available to other responding institutions through the IPEDS Data Center, and they will be posted to the College Navigator website, where information can be accessed by students and parents (http://collegesearch.ed.gov).
Thank you for your assistance. If you need additional information, please call the IPEDS Help Desk at the toll free number 1-877-225-2568 (or send an email to ipedshelp@rti.org).
Sincerely,
Ross C. Santy
Associate Commissioner
Administrative Data Division
National Center for Education Statistics
Attachments
unitid
Registration Certificate
IPEDS 2017-18 Collection Year
unitid
institution_name
User ID: user_ID
Password: password_txt
Note: The above password is temporary and you will be
required to establish a new password upon your first login.
http://surveys.nces.ed.gov/ipeds
Opens August 9, 2017
http://surveys.nces.ed.gov/ipeds
Fall 2017: September 6, 2017 – October 18, 2017
Winter 2017-18: December 13, 2017 – February 14, 2018
Spring 2018: December 13, 2017 – April 11, 2018
1Closeout dates are firm and no extensions will be granted
Subject: IPEDS 2017-18 Registration Information - <UnitID>
August 9, 2017
Dear IPEDS Keyholder:
Welcome back! The National Center for Education Statistics is finalizing preparations for the 2017-18 IPEDS data collection. At the end of the Spring 2017 collection period, you were registered as the keyholder for your institution. If you will continue to serve as the keyholder for the upcoming 2017-18 collection cycle, please be sure to register as directed below. If you will NOT be serving as the keyholder for this collection year, please forward this email to your Chief Executive Officer so that another keyholder can be assigned.
The success of the IPEDS data collection and quality of the IPEDS data depend, in large part, on your efforts. Thank you in advance for your work this coming year.
The importance of your institution's compliance with the IPEDS reporting responsibility cannot be overstated. As you know, responses to the IPEDS surveys are mandated for those institutions that participate or expect to participate in Title IV federal financial aid programs under Section 487(a)(17) of the Higher Education Act of 1965, as amended, (HEA), 20 U.S.C. §1094(a)(17) and the Department of Education's (Department) regulations at 34 C.F.R. §668.14(b)(19). As a condition of continued participation in the federal student aid programs, all institutions must complete, in a timely manner and to the satisfaction of the Secretary, all surveys conducted as a part of the Integrated Postsecondary Education Data System. According to the Office of Federal Student Aid (FSA), an institution's failure to complete and submit these surveys is a serious violation of its obligations under the HEA and the regulations, and appropriate action, including warnings, fines, and possible loss of eligibility for Title IV federal student financial aid programs, will be taken by that office.
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.
Keyholder Registration:
The keyholder's UserID is the same as it has been in prior years.
The password needed to access the IPEDS web-based data collection system for the 2017-18 collection cycle will be sent separately, shortly after this email. This is a TEMPORARY password and you will need to create a new password when logging in.
******************************************
Institution: <Institution_Name>
UserID: <UserID>
Temporary Password: This is being sent in a separate email
******************************************
If you need assistance logging in, or if you did not receive the email containing your password, please contact the Help Desk by replying to this email or by calling 1-877-225-2568.
The registration site opens August 9, 2017. Keyholders must register online at: http://surveys.nces.ed.gov/IPEDS by August 30, 2017. In order to ensure that each institution is registered, we will send reminder letters to CEOs of Title IV institutions if the keyholder is not registered by the August 30 date.
When registering in the system, please be sure that your registration information is correct. Verify your phone number and make sure that your email address is correct, since these will be used for ALL further contact during the data collection. You may also designate a different keyholder at this time and you may request additional IDs and passwords for other users if your institution has more than one person who will need access to the system. You may request up to sixteen (16) additional UserIDs and passwords when you register. All additional users will be required to register, but only the keyholder must register by August 30.
2017-18 Data Collection
Schedule for the 2017-18 Data Collection: https://surveys.nces.ed.gov/ipeds/ViewContent.aspx?contentId=21
Changes to the 2017-18 Survey Components:
https://surveys.nces.ed.gov/ipeds/VisChangesForNextYear.aspx
For more information, use the Help menu in the data collection system.
A quick overview of the 2017-18 IPEDS data collection is provided below:
Please note: There are a number of changes for the 2017-18 data collection. These changes impact the Outcome Measures, Institutional Characteristics, and Admissions survey components. Please review these changes at https://surveys.nces.ed.gov/ipeds/ViewContent.aspx?contentId=17 before completing the survey components. Please also review the survey materials at https://surveys.nces.ed.gov/ipeds/VisIndex.aspx to view these changes.
Registration Period 2017-18 (Registration, Institution Mapping, Institution Identification, IC Header)
During the registration period (August 9, 2017-September 5, 2017), institutions are encouraged to complete the Institution Identification page, the Institution Mapping (if applicable), and the IC Header questions. These three items must be completed before the Fall survey components can be started. The IC Header is available until the end of the Fall collection. Institution Identification is available through Spring.
Fall 2017 (Institutional Characteristics, Completions, and 12-month Enrollment):
Opens September 6, 2017
Closes October 18, 2017 for Keyholders
Winter 2017-18 (Student Financial Aid, Graduation Rates, Graduation Rates 200, Admissions, and Outcome Measures):
Opens December 13, 2017
Closes February 14, 2018 for Keyholders
Spring 2018 (Fall Enrollment, Finance, Human Resources, Academic Libraries):
Opens December 13, 2017
Closes April 11, 2018 for Keyholders
For your convenience in preparing for the upcoming collections, ALL survey forms, instructions, file import specifications, narrative edits, and FAQs for the 2017-18 surveys are available through the data collection system (select Help, then Survey Materials). A New Keyholder Handbook is also available in the Help menu; even though you are a veteran IPEDS keyholder, this resource may be useful to you.
Data Availability for 2016-17 Collection:
The 2016-17 IPEDS data collection was very successful and the data submitted by the institutions during Fall, Winter, and Spring are currently available through the IPEDS Use the Data tools. Additionally, we continue to update the College Navigator website with new data as they become available. These tools can be accessed from the IPEDS homepage at: http://nces.ed.gov/ipeds.
We hope you enjoy the rest of the summer and thank you in advance for your assistance in making IPEDS a success. If you need additional information, please call the Help Desk at 1-877-225-2568 or email them at ipedshelp@rti.org.
Best regards,
Richard Reeves
Program Director, Integrated Postsecondary Education Data System
Postsecondary Branch, Administrative Data Division
National Center for Education Statistics
Subject: IPEDS Temporary Password
Previously, you were emailed registration information for the 2017-18 IPEDS Data Collection, including your UserID. For security purposes, your password is now being emailed separately.
Your password for registering in the IPEDS Data Collection System is listed below. This is a temporary password and you will need to create a new password when logging in.
Password: <Password>
If you need assistance logging in, or if you did not receive the email containing your UserID, please contact the Help Desk by replying to this email or by calling 1-877-225-2568.
The IPEDS data collection system is located at: https://surveys.nces.ed.gov/ipeds/
IPEDS Help Desk
Toll Free 1-877-225-2568
ipedshelp@rti.org
Subject: IPEDS 2017-18 Registration Information - <UserID>
August 9, 2017
Dear IPEDS Keyholder:
Welcome back! The National Center for Education Statistics is finalizing preparations for the 2017-18 IPEDS data collection. At the end of the Spring 2017 collection period, you were registered as the keyholder for your institution. If you will continue to serve as the keyholder for the upcoming 2017-18 collection cycle, please be sure to register as directed below. If you will NOT be serving as the keyholder for this collection year, please forward this email to your Chief Executive Officer so that another keyholder can be assigned.
The success of the IPEDS data collection and quality of the IPEDS data depend, in large part, on your efforts. Thank you in advance for your work this coming year.
The importance of your institution's compliance with the IPEDS reporting responsibility cannot be overstated. As you know, responses to the IPEDS surveys are mandated for those institutions that participate or expect to participate in Title IV federal financial aid programs under Section 487(a)(17) of the Higher Education Act of 1965, as amended, (HEA), 20 U.S.C. §1094(a)(17) and the Department of Education's (Department) regulations at 34 C.F.R. §668.14(b)(19). As a condition of continued participation in the federal student aid programs, all institutions must complete, in a timely manner and to the satisfaction of the Secretary, all surveys conducted as a part of the Integrated Postsecondary Education Data System. According to the Office of Federal Student Aid (FSA), an institution's failure to complete and submit these surveys is a serious violation of its obligations under the HEA and the regulations, and appropriate action, including warnings, fines, and possible loss of eligibility for Title IV federal student financial aid programs, will be taken by that office.
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.
Keyholder Registration:
The keyholder's UserID is the same as it has been in prior years.
The password needed to access the IPEDS web-based data collection system for the 2017-18 collection cycle will be sent separately, shortly after this email. This is a TEMPORARY password and you will need to create a new password when logging in.
******************************************
UserID: <UserID>
Temporary Password: This is being sent in a separate email
******************************************
If you need assistance logging in, or if you did not receive the email containing your password, please contact the Help Desk by replying to this email or by calling 1-877-225-2568.
The registration site opens August 9, 2017. Keyholders must register online at: http://surveys.nces.ed.gov/IPEDS by August 30, 2017. In order to ensure that each institution is registered, we will send reminder letters to CEOs of Title IV institutions if the keyholder is not registered by the August 30 date.
When registering in the system, please be sure that your registration information is correct. Verify your phone number and make sure that your email address is correct, since these will be used for ALL further contact during the data collection. You may also designate a different keyholder at this time and you may request additional IDs and passwords for other users if your institution has more than one person who will need access to the system. You may request up to sixteen (16) additional UserIDs and passwords when you register. All additional users will be required to register, but only the keyholder must register by August 30.
2017-18 Data Collection
Schedule for the 2017-18 Data Collection: https://surveys.nces.ed.gov/ipeds/ViewContent.aspx?contentId=21
Changes to the 2017-18 Survey Components:
https://surveys.nces.ed.gov/ipeds/VisChangesForNextYear.aspx
For more information, use the Help menu in the data collection system.
A quick overview of the 2017-18 IPEDS data collection is provided below:
Please note: There are a number of changes for the 2017-18 data collection. These changes impact the Outcome Measures, Institutional Characteristics, and Admissions survey components. Please review these changes at https://surveys.nces.ed.gov/ipeds/ViewContent.aspx?contentId=17 before completing the survey components. Please also review the survey materials at https://surveys.nces.ed.gov/ipeds/VisIndex.aspx to view these changes.
Registration Period 2017-18 (Registration, Institution Mapping, Institution Identification, IC Header)
During the registration period (August 9, 2017- September 5, 2017), institutions are encouraged to complete the Institution Identification page, the Institution Mapping (if applicable), and the IC Header questions. These three items must be completed before the Fall survey components can be started. The IC Header is available until the end of the Fall collection. Institution Identification is available through Spring.
Fall 2017 (Institutional Characteristics, Completions, and 12-month Enrollment):
Opens September 6, 2017
Closes October 18, 2017 for Keyholders
Winter 2017-18 (Student Financial Aid, Graduation Rates, Graduation Rates 200, Admissions, and Outcome Measures):
Opens December 13, 2017
Closes February 14, 2018 for Keyholders
Spring 2018 (Human Resources, Fall Enrollment, Finance, Academic Libraries):
Opens December 13, 2017
Closes April 11, 2018 for Keyholders
For your convenience in preparing for the upcoming collections, ALL survey forms, instructions, file import specifications, narrative edits, and FAQs for the 2017-18 surveys are available through the data collection system (select Help, then Survey Materials). A New Keyholder Handbook is also available in the Help menu; even though you are a veteran IPEDS keyholder, this resource may be useful to you.
Data Availability for 2016-17 Collection:
The 2016-17 IPEDS data collection was very successful and the data submitted by the institutions during Fall, Winter, and Spring are currently available through the IPEDS Use the Data tools. Additionally, we continue to update the College Navigator website with new data as they become available. These tools can be accessed from the IPEDS homepage at: http://nces.ed.gov/ipeds.
We hope you enjoy the rest of the summer and thank you in advance for your assistance in making IPEDS a success. If you need additional information, please call the Help Desk at 1-877-225-2568 or email them at ipedshelp@rti.org.
Best regards,
Richard Reeves
Program Director, Integrated Postsecondary Education Data System
Postsecondary Branch, Administrative Data Division
National Center for Education Statistics
Subject: IPEDS Temporary Password
Previously, you were emailed registration information for the 2017-18 IPEDS Data Collection, including your UserID. For security purposes, your password is now being emailed separately.
Your password for registering in the IPEDS Data Collection System is listed below. This is a temporary password and you will need to create a new password when logging in.
Password: <Password>
If you need assistance logging in, or if you did not receive the email containing your UserID, please contact the Help Desk by replying to this email or by calling 1-877-225-2568.
The IPEDS data collection system is located at: https://surveys.nces.ed.gov/ipeds/
IPEDS Help Desk
Toll Free 1-877-225-2568
ipedshelp@rti.org
Subject: IPEDS 2017-18 Registration Information - <UserID>
August 9, 2017
Dear IPEDS Coordinator:
Welcome! Once again, it is time to issue UserIDs/Passwords and prepare for the upcoming 2017-18 collection year. At this time, the data from the 2016-2017 IPEDS web-based data collection are currently available through the IPEDS Data Tools (at the Collection level) and we are continuing to update the College Navigator website as well.
At the bottom of this email is a copy of what is being sent to the keyholders who were registered last year. Please take time to read it because it contains additional information that is NOT in your email. As you can see, we continue to emphasize compliance with the Title IV requirements. The Office of Federal Student Aid is taking noncompliance very seriously; they are in the process of sending warning letters to some institutions and fine notices to others that did not fully comply for the 2016-17 collection year.
The Coordinator UserID is the same as it has been in prior years.
The password needed to access the IPEDS web-based data collection system for the 2017-18 collection cycle will be sent separately, shortly after this email. This is a TEMPORARY password and you will need to create a new password when logging in.
******************************************
UserID: <UserID>
Temporary Password: This is being sent in a separate email
******************************************
If you need assistance logging in, or if you did not receive the email containing your password, please contact the Help Desk by replying to this email or by calling 1-877-225-2568.
Online Registration is now open. Coordinators must register at http://surveys.nces.ed.gov/IPEDS. Please confirm your registration for 2017-18 after logging in and changing your password. You should verify or update your specific contact information, and make sure that your email address is correct since this will be used for ALL further contact during the data collection. If your office has more than one person who will need access to the system, you may request up to sixteen (16) additional UserIDs and Passwords when you register. All additional users will again be required to register this year.
The following is provided to help you plan for the 2017-18 IPEDS data collection.
2017-18 Data Collection
Schedule for the 2017-18 Data Collection: https://surveys.nces.ed.gov/ipeds/ViewContent.aspx?contentId=21
Changes to the 2017-18 Survey Components:
https://surveys.nces.ed.gov/ipeds/VisChangesForNextYear.aspx
For more information, use the Help menu in the data collection system.
A quick overview of the 2017-18 IPEDS data collection is provided below:
Please note: There are a number of changes for the 2017-18 data collection. These changes impact the Outcome Measures, Institutional Characteristics, and Admissions survey components. Please review these changes at https://surveys.nces.ed.gov/ipeds/ViewContent.aspx?contentId=17 before completing the survey components. Please also review the survey materials at https://surveys.nces.ed.gov/ipeds/VisIndex.aspx to view these changes.
Registration Period 2017-18 (Registration, Institution Mapping, Institution Identification, IC Header)
During the registration period (August 9, 2017-September 5, 2017), institutions are encouraged to complete the Institution Identification page, the Institution Mapping (if applicable), and the IC Header questions. These three items must be completed before the Fall survey components can be started. The IC Header is available until the end of the Fall collection. Institution Identification is available through Spring.
Fall 2017 (Institutional Characteristics, Completions, and 12-month Enrollment):
Opens September 6, 2017
Closes October 18, 2017 for Keyholders and November 1, 2017 for Coordinators
Winter 2017-18 (Student Financial Aid, Graduation Rates, 200% Graduation Rates, Admissions, and Outcome Measures):
Opens December 13, 2017
Closes February 14, 2018 for Keyholders and February 28, 2018 for Coordinators
Spring 2017 (Fall Enrollment, Finance, Human Resources, and Academic Libraries):
Opens December 13, 2017
Closes April 11, 2018 for Keyholders and April 25, 2018 for Coordinators
For your convenience in preparing for the upcoming collections, ALL survey forms, instructions, file import specifications, narrative edits, and FAQs for the 2017-18 surveys are available through the data collection system (select Help, then Survey Materials). The IPEDS Coordinator Manual and a New Keyholder Handbook are available through the Help menu of the Data Collection System.
We hope that you enjoy the rest of the summer and thank you in advance for your continued support in making IPEDS successful. If you need additional information or help with registration, please call the IPEDS Help Desk at 1-877-225-2568 or email them at ipedshelp@rti.org. If you have questions about Coordinator roles and responsibilities within IPEDS, please contact Tara Lawley at 202-245-7081 or Tara.Lawley@ed.gov.
Best regards,
Richard Reeves
Program Director, Integrated Postsecondary Education Data System
Postsecondary Branch, Administrative Data Division
National Center for Education Statistics
*** *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** ***
Below is the text for the email being sent to Keyholders:
*** *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** ***
Subject: IPEDS 2017-18 Registration Information - <UnitID>
August 9, 2017
Dear IPEDS Keyholder:
Welcome back! The National Center for Education Statistics is finalizing preparations for the 2017-18 IPEDS data collection. At the end of the Spring 2017 collection period, you were registered as the keyholder for your institution. If you will continue to serve as the keyholder for the upcoming 2017-18 collection cycle, please be sure to register as directed below. If you will NOT be serving as the keyholder for this collection year, please forward this email to your Chief Executive Officer so that another keyholder can be assigned.
The success of the IPEDS data collection and quality of the IPEDS data depend, in large part, on your efforts. Thank you in advance for your work this coming year.
The importance of your institution's compliance with the IPEDS reporting responsibility cannot be overstated. As you know, responses to the IPEDS surveys are mandated for those institutions that participate or expect to participate in Title IV federal financial aid programs under Section 487(a)(17) of the Higher Education Act of 1965, as amended, (HEA), 20 U.S.C. §1094(a)(17) and the Department of Education's (Department) regulations at 34 C.F.R. §668.14(b)(19). As a condition of continued participation in the federal student aid programs, all institutions must complete, in a timely manner and to the satisfaction of the Secretary, all surveys conducted as a part of the Integrated Postsecondary Education Data System. According to the Office of Federal Student Aid (FSA), an institution's failure to complete and submit these surveys is a serious violation of its obligations under the HEA and the regulations, and appropriate action, including warnings, fines, and possible loss of eligibility for Title IV federal student financial aid programs, will be taken by that office.
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.
Keyholder Registration:
The keyholder's UserID is the same as it has been in prior years.
The password needed to access the IPEDS web-based data collection system for the 2017-18 collection cycle will be sent separately, shortly after this email. This is a TEMPORARY password and you will need to create a new password when logging in.
******************************************
Institution: <Institution_Name>
UserID: <UserID>
Temporary Password: This is being sent in a separate email
******************************************
If you need assistance logging in, or if you did not receive the email containing your password, please contact the Help Desk by replying to this email or by calling 1-877-225-2568.
The registration site opens August 9, 2017. Keyholders must register online at: http://surveys.nces.ed.gov/IPEDS by August 30, 2017. In order to ensure that each institution is registered, we will send reminder letters to CEOs of Title IV institutions if the keyholder is not registered by the August 30 date.
When registering in the system, please be sure that your registration information is correct. Verify your phone number and make sure that your email address is correct, since these will be used for ALL further contact during the data collection. You may also designate a different keyholder at this time and you may request additional IDs and passwords for other users if your institution has more than one person who will need access to the system. You may request up to sixteen (16) additional UserIDs and passwords when you register. All additional users will be required to register, but only the keyholder must register by August 30.
2017-18 Data Collection
Schedule for the 2017-18 Data Collection: https://surveys.nces.ed.gov/ipeds/ViewContent.aspx?contentId=21
Changes to the 2017-18 Survey Components:
https://surveys.nces.ed.gov/ipeds/VisChangesForNextYear.aspx
For more information, use the Help menu in the data collection system.
A quick overview of the 2017-18 IPEDS data collection is provided below:
Please note: There are a number of changes for the 2017-18 data collection. These changes impact the Outcome Measures, Institutional Characteristics, and Admissions survey components. Please review these changes at https://surveys.nces.ed.gov/ipeds/ViewContent.aspx?contentId=17 before completing the survey components. Please also review the survey materials at https://surveys.nces.ed.gov/ipeds/VisIndex.aspx to view these changes.
Registration Period 2017-18 (Registration, Institution Mapping, Institution Identification, IC Header)
During the registration period (August 9, 2017 -September 6, 2016), institutions are encouraged to complete the Institution Identification page, the Institution Mapping (if applicable), and the IC Header questions. These three items must be completed before the Fall survey components can be started. The IC Header is available until the end of the Fall collection. Institution Identification is available through Spring.
Fall 2017 (Institutional Characteristics, Completions, and 12-month Enrollment):
Opens September 6, 2017
Closes October 18, 2017 for Keyholders
Winter 2016-17 (Student Financial Aid, Graduation Rates, Graduation Rates 200, Admissions, and Outcome Measures):
Opens December 13, 2017
Closes February 14, 2018 for Keyholders
Spring 2017 (Fall Enrollment, Finance, Human Resources, Academic Libraries):
Opens December 13, 2017
Closes April 11, 2018 for Keyholders
For your convenience in preparing for the upcoming collections, ALL survey forms, instructions, file import specifications, narrative edits, and FAQs for the 2017-18 surveys are available through the data collection system (select Help, then Survey Materials). A New Keyholder Handbook is also available in the Help menu; even though you are a veteran IPEDS keyholder, this resource may be useful to you.
Data Availability for 2016-17 Collection:
The 2016-17 IPEDS data collection was very successful and the data submitted by the institutions during Fall, Winter, and Spring are currently available through the IPEDS Use the Data tools. Additionally, we continue to update the College Navigator website with new data as they become available. These tools can be accessed from the IPEDS homepage at: http://nces.ed.gov/ipeds.
We hope you enjoy the rest of the summer and thank you in advance for your assistance in making IPEDS a success. If you need additional information, please call the Help Desk at 1-877-225-2568 or email them at ipedshelp@rti.org.
Best regards,
Richard Reeves
Program Director, Integrated Postsecondary Education Data System
Postsecondary Branch, Administrative Data Division
National Center for Education Statistics
Subject: IPEDS Temporary Password
Previously, you were emailed registration information for the 2017-18 IPEDS Data Collection, including your UserID. For security purposes, your password is now being emailed separately.
Your password for registering in the IPEDS Data Collection System is listed below. This is a temporary password and you will need to create a new password when logging in.
Password: <Password>
If you need assistance logging in, or if you did not receive the email containing your UserID, please contact the Help Desk by replying to this email or by calling 1-877-225-2568.
The IPEDS data collection system is located at: https://surveys.nces.ed.gov/ipeds/
IPEDS Help Desk
Toll Free 1-877-225-2568
ipedshelp@rti.org
Subject: IPEDS Information for New Keyholders
<No specific date—Will be sent automatically as new Keyholders register>
Dear IPEDS Keyholder:
Welcome to IPEDS! As a new IPEDS Keyholder, you have an important job. The quality and accuracy of your institution’s IPEDS data depend on you.
IPEDS data are a public face of your institution, and are widely used. They are used by students and parents, through the College Navigator website, the College Scorecard, and on the FAFSA form, to aid in the college search process; by federal, state, and local governments for policy analysis and development; by institutions for benchmarking and peer analysis; and by professional associations, private businesses, and the media. In a minute we’ll talk about how you can access the IPEDS data you submit for use at your campus.
Resources:
The Report Your Data website, at http://nces.ed.gov/ipeds/Home/ReportYourData, has all the information you’ll need to submit your IPEDS data. This information can also be found from the Help menu in the Data Collection System.
The IPEDS New Keyholder Handbook provides an easy way to get oriented to IPEDS. This manual includes a lot of useful information, including information on keyholder responsibilities, how to submit and lock your data, where to get help and training, and tips from veteran keyholders and the Help Desk, all collected in one place for easy reference.
The first thing we suggest you do to get ready to submit IPEDS data is to familiarize yourself with the data collection schedule for the year. The 2017-18 data collection schedule is shown below. Also, attached to this email is a calendar that you can print out and post on your bulletin board for easy reference, and forward to others in your institution who help with IPEDS data submission. Please remember that deadline extensions are NOT available.
Fall 2017: September 6, 2017 – October 18, 2017
Winter 2017-18: December 13, 2017 – February 14, 2018
Spring 2018: December 13, 2017 – April 11, 2018
Next, you’ll probably want to familiarize yourself with the data you’ll need to submit. Using the Survey Materials option, you can access blank survey forms, instructions, FAQs, and edit and import specifications, so that you can prepare your data for submission, and alert others at your institution to the data you’ll need them to provide to you for submission.
Please note: There are a number of changes for the 2017-18 data collection. These changes impact the Outcome Measures, Institutional Characteristics, and Admissions survey components. Please review these changes at https://surveys.nces.ed.gov/ipeds/ViewContent.aspx?contentId=17 before completing the survey components. Please also review the survey materials at https://surveys.nces.ed.gov/ipeds/VisIndex.aspx to view these changes.
Seasoned keyholders will tell you that it’s best to start early so that you aren’t trying to find and report all the data in a last-minute crunch. Also, if you submit your data prior to the last three weeks before data collection closes, we’ll send an email to your president or CEO alerting them to your accomplishment.
Finally, the most important resource will be the IPEDS Help Desk, which can be reached at 1-877-225-2568, or ipedshelp@rti.org. If you have any questions about IPEDS, please contact them for assistance. They’re there to help you get your IPEDS data submitted accurately and on time.
Training opportunities:
There are free, specialized training materials to assist you with your IPEDS reporting responsibilities. There is an online tutorial specifically for new keyholders that provides an overview of keyholder responsibilities and how the IPEDS data submission process works. There are other online tutorials that will assist you in understanding the key concepts you need to know in order to accurately submit data for the different survey forms. We encourage you to check out the one specifically designed for new keyholders now, and to view the key concepts tutorials as you prepare to report the different surveys. Follow the link from http://nces.ed.gov/ipeds/InsidePages/JoinIn?pageid=37, then click on “AIR's Online Video Tutorials.”
Free face-to-face workshops are also held in various parts of the country throughout the year. Watch for special email announcements.
Data Dissemination:
The data you submit to IPEDS are made available to the public through the IPEDS online data use tools:
Your institution will be included on the College Navigator website (http://collegenavigator.ed.gov), a college search tool designed for parents, prospective students, and high school counselors.
The IPEDS Data Feedback Report (DFR), produced annually, compares your institution to a group of similar institutions on a number of indicators. This report is sent to you and your institution’s CEO, but is available to anyone through the Use the Data website http://nces.ed.gov/ipeds/Home/UseTheData).
IPEDS data are tabulated at the national, state, and sector level; tables are available through the Tables Library (http://nces.ed.gov/datalab/tableslibrary/home.aspx).
And you can access data for your institution and all other IPEDS-participating institutions at the IPEDS Use the Data website (http://nces.ed.gov/ipeds/Home/UseTheData), where you can compare institutional data, create reports, download data files, and more!
The IPEDS Data Tools Help Desk is available to answer questions about all these tools, and can be reached at 1-866-558-0658 or ipedstools@rti.org.
Finally, thank you in advance for your work during the 2017-18 IPEDS Data Collection. If you need additional information, please call the Help Desk at 1-877-225-2568 or email them at ipedshelp@rti.org .
Best regards,
Richard Reeves
Program Director, Integrated Postsecondary Education Data System
Postsecondary Branch, Administrative Data Division
National Center for Education Statistics
Subject: IPEDS Reminder- Keyholder Registration Required – <UnitID>
August 23, 2017
Dear Keyholder:
As of this morning, you have not registered as Keyholder for the upcoming 2017-18 IPEDS collection. Please remember that all Keyholders must register by August 30 in order to avoid a reminder letter being sent to the institution’s Chief Executive. For your convenience, a copy of the email that was sent to you on August 9, which contains your registration information, is included below. If you will not be the keyholder for this collection year, please forward this email to the appropriate person(s). Thank you for your prompt attention to this matter.
The registration site is available at: http://surveys.nces.ed.gov/ipeds/
Once you have registered, all 2017-18 survey forms, instructions, upload specifications, and other information can be accessed through the Help menu (click on Survey Materials) in the data collection system.
The Fall data collection will open on September 6, 2017.
IPEDS Help Desk
Toll Free 1-877-225-2568
**NOTE: A copy of the original registration email will be attached below.**
*Note: Keyholders and Coordinators will be copied
Subject: Integrated Postsecondary Education Data System (IPEDS) - <UnitID>
August 30, 2017
Dear Chief Executive Officer –
Please read this email. It has important implications for your institution and its responsibilities related to awarding federal student aid.
The annual Integrated Postsecondary Education Data System (IPEDS) data collection for 2017-18 has begun. Thank you in advance for your assistance in this important data collection effort. This letter serves to inform or remind you about some important aspects of the IPEDS program.
Importance of submitting accurate and timely IPEDS data
The completion of all IPEDS surveys in a timely and accurate manner is mandatory for all institutions that participate in or are applicants for participation in any federal financial assistance program authorized by Title IV of the Higher Education Act of 1965, as amended. Submitting IPEDS data accurately and on time is required by your Program Participation Agreement for Title IV federal student financial aid programs with the U.S. Department of Education. In this way, your institution will avoid fines and other possible penalties for noncompliance with IPEDS reporting requirements.
Additionally, IPEDS data are a public face of your institution.
IPEDS data are used in the College Navigator (http://nces.ed.gov/collegenavigator/) consumer information and college search tool, designed to help college students, prospective students, and their parents understand the differences between colleges and how much it costs to attend college. This tool gets a million page views a month, and is increasingly being used by high school counselors as they help students identify postsecondary educational opportunities.
IPEDS data are displayed on the FAFSA online form. As potential students apply for financial aid, they can see the tuition and fees, average net price, graduation rates, retention rates, and transfer rates for schools as reported through IPEDS.
IPEDS data are also used for the College Affordability and Transparency Center (http://collegecost.ed.gov), which lists institutions with the highest and lowest tuition and fees as well as highest and lowest net prices (the price of attendance minus grant and scholarship aid). It also shows institutions where tuition and fees and net prices are increasing at the highest rates; institutions on these lists are subject to additional reporting to the US Department of Education. The lists are made from the IPEDS data your institution submits.
The IPEDS Data Feedback Report provides each institution a context for examining the data they submitted to IPEDS. The goal is to produce an annual report that is useful to institutional executives and institutions for benchmarking and peer analysis, and that can help improve the quality and comparability of IPEDS data. The report is mailed to Chief Executive Officers each fall. PDF versions of the reports are available to institutions and the public from the IPEDS Use the Data website (http://nces.ed.gov/ipeds/Home/UseTheData).
The role of the IPEDS Keyholder
Each institution has an IPEDS Keyholder, who was appointed by you or your predecessor. This is the person who is responsible for making sure all IPEDS data are submitted accurately and on time. In fact, the success of the IPEDS data collection and quality of the IPEDS data depend, in large part, on the efforts of your institution’s Keyholder. Many different offices and records systems are typically involved in IPEDS reporting (institutional research, registrar, admissions, financial aid, business, personnel, information technology), so the Keyholder is often called on to act as a data coordinator in order to make sure all IPEDS reporting requirements are met. IPEDS data are submitted throughout the year, during the Fall, Winter, and Spring data collection periods.
How you can help
You can support your Keyholder by helping to make sure all offices involved in IPEDS reporting are aware of the importance of data quality and timeliness. You should also know that it requires a significant amount of time to complete your institution’s IPEDS submissions; you can view the IPEDS reporting burden estimates at https://surveys.nces.ed.gov/ipeds/ViewContent.aspx?contentId=12.
Finally, it might be important to make sure the Keyholder has time to attend IPEDS training through online tutorials, webinars, and face-to-face workshops; the training provided through our contractor, the Association for Institutional Research, is free (https://www.airweb.org/EducationAndEvents/IPEDSTraining).
If you have questions
Thank you for your attention to this message. If you have questions, please contact Tara Lawley, Team Lead, IPEDS Operations, at Tara.Lawley@ed.gov
Sincerely,
Richard Reeves
Program Director, Integrated Postsecondary Education Data System
Postsecondary Branch, Administrative Data Division
National Center for Education Statistics
August 30, 2017
Admin_Name
Admin_Title
Institution_Name
Address
City, State ZIP
Dear Chief Executive Officer:
The National Center for Education Statistics is finalizing preparations for the 2017-18 Integrated Postsecondary Education Data System (IPEDS) data collection. Your institution currently does not have a designated keyholder for the upcoming 2017-18 collection cycle; please appoint one at this time, and forward the enclosed materials to that individual. The success of the IPEDS data collection and quality of the IPEDS data depend, in large part, on the efforts of your institution’s keyholder.
The keyholder is responsible for your institution’s data submission and should be someone who is familiar with the IPEDS data collection. This person is responsible for all three collections— Fall 2017, Winter 2017-18, and Spring 2018. The enclosed materials provide the information your appointed keyholder will need to register prior to entering data into the system. Once your keyholder registers, all future correspondence will go directly to him or her.
The importance of your institution’s compliance with this reporting responsibility cannot be overstated. Please be aware that responses to the IPEDS surveys are mandated for those institutions that participate or expect to participate in Title IV federal financial aid programs under Section 487(a)(17) of the Higher Education Act of 1965, as amended (HEA), 20 U.S.C. §1094(a)(17) and the Department of Education’s regulations at 34 C.F.R. §668.14(b)(19). As a condition of continued participation in the federal student aid programs, all institutions must complete, in a timely manner and to the satisfaction of the Secretary, all surveys conducted as a part of the Integrated Postsecondary Education Data System. According to the Office of Federal Student Aid (FSA), an institution’s failure to complete and submit these surveys is a serious violation of its obligations under the HEA and the regulations, and appropriate action, including warnings, fines, and possible loss of eligibility for Title IV federal student financial aid programs, will be taken by that office.
Because of the importance of the IPEDS surveys, we will contact you again if your keyholder has not registered by September 20, 2017. Registration is currently open, and the data collection periods are scheduled as follows:
Fall 2017: September 6, 2017 – October 18, 2017
Winter 2017-18: December 13, 2017 – February 14, 2018
Spring 2018: December 13, 2017 – April 11, 2018
The results of the 2016-17 Integrated Postsecondary Education Data System (IPEDS) web-based data collections are currently available through the IPEDS Use the Data tools and the College Navigator website. Links to these data tools are on the IPEDS website at http://nces.ed.gov/ipeds.
There is no need for you to respond to this letter. However, if you need any additional information or have any questions, please contact the IPEDS Help Desk toll free at 1-877-225-2568 (or send an email to ipedshelp@rti.org). Thank you in advance for your assistance in this important project.
Sincerely,
Ross C. Santy
Associate Commissioner
Administrative Data Division
National Center for Education Statistics
Attachments
UnitID
*Includes Keyholder Letter (below) and Registration Certificate
<NCES Letterhead>
August 30, 2017
institution_name
Dear IPEDS Keyholder:
Welcome! Your Chief Administrator has designated you as the IPEDS Keyholder for the Integrated Postsecondary Education Data System (IPEDS) 2017-18. The success of the IPEDS data collection and quality of the IPEDS data depend, in large part, on your efforts. Thank you in advance for your work this coming year.
As the IPEDS keyholder, you are responsible for assuring the accuracy of all of your institution’s data submitted to IPEDS, and for “locking” the surveys by the designated keyholder deadlines for the three 2017-18 data collections (Fall 2017, Winter 2017-18, and Spring 2018). Enclosed is a registration certificate that provides you with the information you need to register by September 20 and subsequently participate in these important data collections.
The Fall 2017, Winter 2017-18, and Spring 2018 data collections will be administered through a web system that can be accessed only by designated staff with assigned UserIDs and passwords. This Fall we will collect Institutional Characteristics, Completions, and 12-month Enrollment data. The Winter collection will include the Student Financial Aid, Graduation Rates, Graduation Rates 200, Admissions and Outcome Measures components. The Spring collection (which opens December 13 and will be open continuously until April 11) includes the Fall Enrollment, Finance, Human Resources and Academic Libraries components.
Please note: There are a number of changes for the 2017-18 data collection. These changes impact the Outcome Measures, Institutional Characteristics, and Admissions survey components. Please review these changes at https://surveys.nces.ed.gov/ipeds/ViewContent.aspx?contentId=17 before completing the survey components. Please also review the survey materials at https://surveys.nces.ed.gov/ipeds/VisIndex.aspx to view these changes.
The data collection periods are scheduled as follows:
Fall 2017: September 6, 2017 – October 18, 2017
Winter 2017-18: December 13, 2017 – February 14, 2018
Spring 2018: December 13, 2017 – April 11, 2018
For your convenience in preparing for the upcoming collections, ALL survey forms, instructions, file import specifications, narrative edits, and FAQs for the 2017-18 surveys are available through the data collection system (select Help, then Survey Materials). A New Keyholder Handbook is also available in the Help menu; this resource includes a lot of useful information, including information on keyholder responsibilities, how to submit and lock your data, where to get help and training, and tips from veteran keyholders.
The importance of your institution’s compliance with the IPEDS reporting responsibility cannot be overstated. Please note that responses to the IPEDS surveys are mandated for those institutions that participate or expect to participate in Title IV federal financial aid programs under Section 487(a)(17) of the Higher Education Act of 1965, as amended, (HEA), 20 U.S.C. §1094(a)(17) and the Department of Education’s regulations at 34 C.F.R. §668.14(b)(19). As a condition of continued participation in the federal student aid programs, all institutions must complete, in a timely manner and to the satisfaction of the Secretary, all surveys conducted as a part of the Integrated Postsecondary Education Data System. According to the Office of Federal Student Aid (FSA), an institution’s failure to complete and submit these surveys is a serious violation of its obligations under the HEA and the regulations, and appropriate action, including warnings, fines, and possible loss of eligibility for Title IV federal student financial aid programs, will be taken by that office.
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.
As your institution’s keyholder, the first deadline you must meet is to register as the IPEDS keyholder using the information on the enclosed registration certificate. If you have not registered by September 20, 2017, we will send a letter to your institution’s CEO indicating that your institution has no registered keyholder. The registration screen asks for specific contact information. This information must be complete, and the email address provided will be used for ALL further contact with your institution during these data collections. If your institution has more than one person who will need to provide data for the surveys, you may request up to sixteen (16) additional UserIDs and passwords for these staff members. However, please remember that all communication will flow through you as the IPEDS keyholder, and you will be the only person allowed to lock your data.
Please refer to the collection schedule on your registration certificate and allow sufficient time to enter and lock your data for Fall, Winter, and Spring. Once your institution’s data have been locked, they will be reviewed by NCES. You may receive a request for clarification based on this review. Your institution’s data will be made available to other responding institutions through the IPEDS Data Center, and they will be posted to the College Navigator website, where information can be accessed by students and parents (http://collegesearch.ed.gov).
Thank you for your assistance. If you need additional information, please call the IPEDS Help Desk at the toll free number 1-877-225-2568 (or send an email to ipedshelp@rti.org).
Sincerely,
Ross C. Santy
Associate Commissioner
Administrative Data Division
National Center for Education Statistics
Attachments
unitid
Subject: IPEDS Update - Important Information for Coordinators
August 30, 2017
Dear IPEDS Coordinator:
Welcome back to IPEDS! The 2017-18 data collection year is now underway, and the Fall collection opens next week. As we begin this collection year, we’d like to thank you for your continued support of IPEDS. We are well aware of the many contributions, and long hours of work, that go into making sure the data provided by your institutions are timely and accurate.
Details on all changes implemented in 2017-18 are available at: https://surveys.nces.ed.gov/ipeds/VisChangesForNextYear.aspx
The data collection periods are scheduled as follows:
Fall 2017: September 6, 2017 – October 18, 2017
Winter 2017-18: December 13, 2017 – February 14, 2018
Spring 2018: December 13, 2017 – April 11, 2018
Reminder regarding the Net Price Calculator: Section 132 of the Higher Education Act of 1965 (P.L. 110-315), as amended, requires that every institution’s Net Price Calculator be updated annually. Please work with your institutions to ensure that this happens. The IPEDS template, including the most recent aid data information, is available at: http://nces.ed.gov/ipeds/resource/net_price_calculator.asp
State coordinators should view the report (within the collection system, accessible at https://surveys.nces.ed.gov/IPEDS/) entitled “State List of Institutions not Coordinated by Your Office” in order to determine if there are any institutions new to IPEDS that need to be added to your coordination list.
Much more information is available in the Coordinator Manual, which is located within the Data Collection System under the Tools menu. We encourage you to take a look!
As always, please contact the IPEDS Help Desk at 1-877-225-2568, or ipedshelp@rti.org, if you need to add or delete institutions in your coordination list, or need to modify locking orders for any of your institutions.
Thanks again, and we look forward to another year of working with you.
Tara Lawley
IPEDS Coordinator Liaison
National Center for Education Statistics
Subject: IPEDS Fall Data Collection Now Open
September 6, 2017
Dear IPEDS Keyholder:
The Fall 2017 IPEDS web-based data collection is now open, and will remain open to Keyholders through October 18, 2017.
You can access the collection site at: http://surveys.nces.ed.gov/ipeds OR you may use the main IPEDS website at http://nces.ed.gov/ipeds and follow the links to “Report Your Data.”
-- Use your 2017-18 UserID and password (emailed to you, or mailed to your institution's CEO, in early August). Keyholder UserIDs begin with “P” or “88G.”
-- If you have a keyholder change, be sure to change the contact information in the registration screen, which can be found under the Tools menu.
-- All institutions MUST complete and lock the Institutional Characteristics (IC) component, the Completions (C) component, and 12-month Enrollment (E12) component. The IC Header component must be locked before you can begin submitting data for the Fall components.
Note that the collection will close on October 18, 2017. You will not be able to submit, edit, or lock data after those dates and NO extensions can be granted.
The following assistance is available to you as you prepare your institution’s data submissions:
-- The IPEDS Help Desk is available to assist you at any time during the collection cycle. Please contact the Help Desk at 1-877-225-2568 or ipedshelp@rti.org if you have any questions about the IPEDS system.
-- Copies of the survey forms, instructions, file upload specifications, and frequently asked questions are available in the collection system under the Help menu, click on Survey Materials.
-- The Association for Institutional Research (AIR) has free IPEDS training tutorials available. Follow the link from http://nces.ed.gov/ipeds/InsidePages/JoinIn?pageid=37, then click on “AIR's Online Video Tutorials.”
Remember that the completion of all IPEDS surveys, in a timely and accurate manner, is mandatory for all institutions that participate in or are applicants for participation in any Federal financial assistance program authorized by Title IV of the Higher Education Act (HEA) of 1965, as amended. IPEDS surveys are mandated by 20 U.S.C. 1094(a)(17). Institutions have been fined for failing to submit complete surveys on time. Title IV, HEA program regulations 34 CFR 668.84, 668.85, and 668.86 permit a fine of up to $35,000 for each violation.
To assist you in meeting this requirement, NCES has established a rigorous follow-up schedule. PLEASE DO NOT IGNORE EMAIL CORRESPONDENCE. You will be prompted ONLY IF YOUR SURVEY SUBMISSIONS ARE NOT COMPLETE.
In order to complete all requirements for data submission, keyholders must LOCK each survey.
-- Under "Steps to Locking," be sure to run "Perform Edits" and resolve any errors.
-- When activated (underlined), click "Lock" and follow the instructions.
-- Please be sure to check your Survey status to make sure that it reads Locked or Complete after you have locked your data.
-- Use the "Am I Done" feature to ensure that you have completed all required surveys.
Please be sure to provide a current email address for your institution’s Chief Executive (CEO) on your Institution Identification page, as it may be necessary to send IPEDS-related information to your CEO. Keyholders will always be copied on any such email correspondence. For example, NCES will send an email acknowledgement to the Chief Executive Officer (CEO) of those institutions that lock all of their required survey components prior to the final three weeks of the collection. Although we realize that it is not always possible for the IPEDS data to be submitted this early, we do appreciate the efforts of those individuals who can, and do, complete their data entry early in the collection. As such, we want to recognize the efforts of those individuals.
You can also correct or update any data that were submitted during last year’s collection using the IPEDS Prior Year Data Revision (PYR) system at http://surveys.nces.ed.gov/ipeds_py/. Use your current UserID and password for access. The PYR will open on September 13, 2017.
Finally, please note that Keyholders may “opt out” of receiving some of the scheduled IPEDS reminders during the collection. To participate in the “opt out” opportunity, login to the collection system, go to the Tools menu and select “Follow-up Opt Out”. After reading the instructions, choose the radio button as appropriate. This action must be repeated for EACH collection period, if you choose to continue opting out. Note that new Keyholders cannot opt out, and all IPEDS compliance requirements still apply (e.g., institutions will not be granted extensions for failure to meet the reporting deadline).
Remember, if you have any questions or need help at any time during the collection cycle, you can contact the Help Desk at 1-877-225-2568, or send them an email at ipedshelp@rti.org.
Best regards,
Richard Reeves
Program Director
Integrated Postsecondary Education Data System
National Center for Education Statistics
Subject: IPEDS Notification Regarding Late Submission of Data - [unitid]
September 13, 2017
Dear Chief Executive Officer:
As you know, completion of the Integrated Postsecondary Education Data System (IPEDS) survey components is a requirement of your institution’s continued participation in Title IV Federal student financial aid programs. The National Center for Education Statistics (NCES) is charged with conducting the IPEDS data collection, and provides support to participating institutions in this effort. Toward this end, NCES grants every institution ONE (and only one) opportunity to submit survey data beyond the specified deadline for any of the three annual IPEDS data collection periods.
Your institution, <institution_name>, benefitted from this “one opportunity” during the <period_year> data collection. During that collection period, the IPEDS Help Desk accepted post-deadline data and entered it into the IPEDS data collection system on behalf of your institution. This letter serves as a reminder that NCES will not again accept late data during this, the 2017-18 data collection year, or future data collection years. We are copying your institution’s IPEDS keyholder, <KH_name>, on this letter so that he or she is also aware of this notification.
The importance of your institution’s compliance with this reporting responsibility cannot be overstated. Please be aware that responses to the IPEDS surveys are mandated for those institutions that participate or expect to participate in Title IV federal financial aid programs under Section 487(a)(17) of the Higher Education Act of 1965, as amended (HEA), 20 U.S.C. §1094(a)(17) and the Department of Education’s regulations at 34 C.F.R. §668.14(b)(19). As a condition of continued participation in the federal student aid programs, all institutions must complete, in a timely manner and to the satisfaction of the Secretary, all surveys conducted as a part of the IPEDS. Title IV, HEA program regulations 34 CFR 668.84, 668.85, and 668.86 permit a fine of up to $35,000 for each violation. According to the Office of Federal Student Aid (FSA), an institution’s failure to complete and submit these surveys is a serious violation of its obligations under the HEA and the regulations, and appropriate action will be taken by FSA.
If you have any questions about this issue, please feel free to contact the IPEDS Help Desk at 1-877-225-2568 or ipedshelp@rti.org for further information or clarification.
Sincerely,
Ross C. Santy
Associate Commissioner
Administrative Data Division
National Center for Education Statistics
CC: Keyholder_Name
<NCES Letterhead>
September 20, 2017
ceo_name
ceo_title
institution_name
addr1_txt
city_txt, state_cd zip_text
Dear Chief Executive Officer:
Your institution currently does not have a designated keyholder for the 2017-18 IPEDS data collection cycle; please appoint one at this time, and forward the enclosed materials to that individual. The success of the IPEDS data collection and quality of the IPEDS data depend, in large part, on the efforts of your institution’s keyholder.
The keyholder is responsible for your institution’s data submission and should be someone who is familiar with the IPEDS data collection. This person is responsible for all three collections— Fall 2017, Winter 2017-18, and Spring 2018. The enclosed materials provide the information your appointed keyholder will need to register prior to entering data into the system. Once your keyholder registers, all future correspondence will go directly to him or her.
The importance of your institution’s compliance with this reporting responsibility cannot be overstated. Please be aware that responses to the IPEDS surveys are mandated for those institutions that participate or expect to participate in Title IV federal financial aid programs under Section 487(a)(17) of the Higher Education Act of 1965, as amended (HEA), 20 U.S.C. §1094(a)(17) and the Department of Education’s regulations at 34 C.F.R. §668.14(b)(19). As a condition of continued participation in the federal student aid programs, all institutions must complete, in a timely manner and to the satisfaction of the Secretary, all surveys conducted as a part of the Integrated Postsecondary Education Data System. According to the Office of Federal Student Aid (FSA), an institution’s failure to complete and submit these surveys is a serious violation of its obligations under the HEA and the regulations, and appropriate action will be taken by FSA.
Registration is currently open, and the data collection periods are scheduled as follows:
Fall 2017: September 6, 2017 – October 18, 2017
Winter 2017-18: December 13, 2017 – February 14, 2018
Spring 2018: December 13, 2017 – April 11, 2018
The results of the 2016-17 Integrated Postsecondary Education Data System (IPEDS) web-based data collections are currently available through the IPEDS Use the Data tools and the College Navigator website. Links to all of these data tools are on the IPEDS web site at http://nces.ed.gov/ipeds.
There is no need for you to respond to this letter. However, if you need any additional information or have any questions, please contact the IPEDS Help Desk toll free at 1-877-225-2568 (or send an email to ipedshelp@rti.org). Thank you in advance for your assistance in this important project.
Sincerely,
Ross C. Santy
Associate Commissioner
Administrative Data Division
National Center for Education Statistics
Attachments
unitid
*Includes Keyholder Letter and Registration Certificate
Subject: IPEDS Reminder – Fall Collection Closes in Four Weeks
September 20, 2017
Dear IPEDS Keyholder:
Although there are four weeks remaining in the Fall 2017 IPEDS data collection, please be aware that we are scheduled to close promptly on October 18, 2017. Currently, our records indicate that you have not begun to enter information for the Fall surveys that are required of your institution (excluding IC Header). All institutions are required to complete the IC Header, Institutional Characteristics, Completions, and 12-Month Enrollment survey components.
While we understand that you are busy with many other responsibilities, we would strongly encourage you to enter and lock your data as soon as possible. As you know, under Section 487(a)(17) of the Higher Education Act of 1965, as amended, completion of the IPEDS surveys is an integral part of your institution's Program Participation Agreement (PPA) with the Department of Education.
We will be sending additional email reminders on October 4 and October 11. Also on October 4, we will begin calling the CEOs of institutions where keyholders have not begun entering data.
The IPEDS web-based collection system is located at: http://surveys.nces.ed.gov/ipeds and if you have questions concerning accessing the system, or entering, editing, or locking your data, please contact the Help Desk at 1-877-225-2568, or ipedshelp@rti.org.
Please do not disregard this email! If you believe that you have received this message in error, please contact the Help Desk. Thank you in advance for your assistance in this important project.
Best regards,
Richard Reeves
Program Director
Integrated Postsecondary Education Data System
National Center for Education Statistics
Subject: IPEDS Reminder – Fall Collection Closes in Four Weeks
September 20, 2017
Dear New IPEDS Keyholder:
Although there are four weeks remaining in the Fall 2017 IPEDS data collection, please be aware that we are scheduled to close promptly on October 18, 2017. Currently, our records indicate that you have not completed and locked all surveys that are required of your institution for this Fall collection. While you still have 4 weeks to complete them, we know you are busy with many other responsibilities, and we wanted to contact you so this important task doesn’t slip your mind. All institutions are required to complete the Institutional Characteristics, the Completions, and the 12-Month Enrollment survey components.
When you registered in the IPEDS Data Collection System (DCS), you identified yourself as a new keyholder. As such, we wanted to be sure to highlight a few things:
If you have not yet located and reviewed the blank forms and instructions for completing the surveys, please do so as soon as possible. They are available at https://surveys.nces.ed.gov/ipeds/VisIndex.aspx, Contact the IPEDS Help Desk if you need assistance with finding the correct forms.
If you will have assistance from others at your institution in completing the Fall surveys, please contact those individuals and provide them with the blank forms, instructions, and due date. Also, consider generating and assigning additional UserID and passwords so that these individuals can access the Data Collection System directly. The Help Desk can assist you with this.
We strongly encourage you to enter and lock your data as soon as possible. The Help Desk gets very busy toward the end of the collection, especially during the last few days, and it is harder to reach them. In order that they can answer any questions that you have, please do not wait until the last minute.
As you know, under Section 487(a)(17) of the Higher Education Act of 1965, as amended, completion of the IPEDS surveys is an integral part of your institution's Program Participation Agreement (PPA) with the Department of Education.
We will be sending additional email reminders on October 4 and October 11. Also on October 4, we will begin calling the CEOs of institutions where keyholders have not begun entering data.
The IPEDS web-based collection system is located at: http://surveys.nces.ed.gov/ipeds and if you have questions concerning accessing the system, or entering, editing, or locking your data, please contact the Help Desk at 1-877-225-2568, or ipedshelp@rti.org.
Please do not disregard this email! If you believe that you have received this message in error, please contact the Help Desk. Thank you in advance for your assistance in this important project.
Best regards,
Richard Reeves
Program Director
Integrated Postsecondary Education Data System
National Center for Education Statistics
Subject: IPEDS Thanks You for Early Response - <UnitID>
September 27, 2017
Dear Chief Executive:
The National Center of Education Statistics, part of the U.S. Department of Education, would like to extend its appreciation to your institution, and especially to your IPEDS Keyholder, <keyholder_name>. As of today (three weeks prior to the close of the Fall data collection), all of the required IPEDS surveys for your institution, <institution name>, have been entered, edited, and locked (Please note that locking your data does not equal compliance. The data will be reviewed by NCES, and any inaccuracies will need to be addressed before your data are accepted.).
Because IPEDS is a very large data collection involving a large number of institutions, completing the surveys and locking them early during the collection period is extremely helpful. Providing IPEDS data is a major undertaking, and we want you to know that we truly appreciate the timely response. We hope that you will pass along our word of gratitude to your Keyholder, as he or she is the one who is typically charged with overseeing the successful data entry and completion of the mandatory IPEDS surveys.
Again, please accept our thanks to you and your staff for your important contributions to the success of IPEDS.
Sincerely,
Richard Reeves
Program Director
Integrated Postsecondary Education Data System
National Center for Education Statistics
CC: Keyholder
CEO Calls to Title IV Institutions - No Registered Keyholder
Guidelines and Script
Fall 2017
In an effort to get the remaining Title IV schools to register for IPEDS, beginning September 27th, we will be making calls to those schools who have not registered. We have outlined some guidelines to follow when making these calls. Each of you will be getting a list of schools to work sorted by sector.
Goals of these calls:
Get the school to register for IPEDS as soon as possible and remind them of the deadline for IPEDS submission of October 18; or
Get a good reason for why the school should not be included in IPEDS
List of Sectors:
Central Office Administrative Unit
4-year public
4-year private, not-for-profit
4-year private, for-profit
2-year public
2-year private, not-for-profit
2-year private, for-profit
Less than 2-year public
Less than 2- year private, not-for-profit
Less than 2-year private, for-profit
(99) New Institution
Guidelines to follow for contacting CEOs:
Check Status of the school to see if it is still showing up as not registered. If they have registered since the list was generated, you do not need to call, but be sure to document why the call was NOT made.
CHECK COMMENTS THOROUGHLY to see if there is any reason for the school not being registered. If a reason is given, you may not need to call them. For example, if they called us and said that they are no longer Title-IV, and the incident is pending review by project staff, you do not need to make the call.
When you call the school, you will first ask to speak with the CEO (get his/her name from the Institution Identification page). If you cannot reach the CEO, please leave him/her a message but ALSO try to reach the Keyholder from last year (if there was one). Be sure to introduce yourself as being from the IPEDS help desk and state that you are following up regarding registration for the IPEDS data collection. An example script is shown below.
In rare cases, the CEO may give you a reason why they do not think they need to register or participate in IPEDS. Keep good notes and document them in the Help Desk Application (HDA) thoroughly, then contact a project staff person.
You MAY also get some schools that submit combined data. All schools need to submit their own IC, but other surveys can be combined, in specific situations. If the school is part of a parent-child relationship, but does not appear that way in the system, get the details of the arrangement so that we can set them up properly in the system.
Example script for contacting CEOs:
Hello, my name is ________, calling on behalf of the U.S. Department of Education concerning the IPEDS Fall Data Collection. May I speak with Dr./Mr./Ms (CEO NAME)?
IF CEO IS UNAVAILABLE:
May I leave a message for Dr./Mr./Ms (CEO NAME), or can you suggest a time at which I should call back?
LEAVE A MESSAGE THAT YOU CALLED AND ASK THAT THE CEO CALL THE IPEDS HOTLINE (877-225-2568) OR SET AN APPOINTMENT TO CALL BACK.
IF CEO IS AVAILABLE:
Hello Dr./Mr./Ms. (CEO NAME), I am calling concerning the IPEDS Fall Data Collection. In August and September, we sent letters to you requesting that you appoint a keyholder for IPEDS (Integrated Postsecondary Education Data System). Your keyholder has not registered for the Fall data collection which opened on September 6th . [IF there is an unregistered keyholder in the system, tell the CEO who that person is. If not, ask:] Have you appointed a keyholder?
IF YES:
We need for the keyholder to register and begin data collection immediately in order to meet the October 18th deadline for the data collection. Would you be able to follow-up with the keyholder? Or if you prefer, you can give me the name and phone number of the keyholder and I will be happy to call them.
IF NO:
We need for you to appoint a keyholder immediately so they can register and begin data collection. The deadline for the collection is October 18th. If you could give me the name and phone number of that person now, I will be happy to call them and provide them with the ID and password necessary for them to register and begin data collection.
OBTAIN KEYHOLDER NAME AND PHONE NUMBER IF POSSIBLE AND FOLLOWUP WITH THAT PERSON.
ADDITIONAL INFORMATION IF NECESSARY:
According to Section 490 of the Higher Education Amendments of 1992, completion of the IPEDS surveys is an important part of your institution’s Program Participation Agreement (PPA) with the Department of Education and is mandatory for participation in federal student financial assistance programs.
Thank you very much for your time and cooperation.
“NO DATA” Script: Keyholder/CEO Calls to Registered
Title IV Institutions with no survey data entered
Fall 2017 Collection
Guidelines and Script
In an effort to get the remaining Title IV schools to enter their IPEDS data, beginning October 4, we will be making calls to those schools that have not entered any survey data for their required surveys. I have outlined some guidelines to follow when making these calls. Each of you will be getting a list of schools assigned to you in the Help Desk Application (HDA).
Goals of these calls:
Get the school to begin data entry as soon as possible and remind them of the deadline for Fall IPEDS submission of October 18th; or
Get a good reason for why the school should not be included in IPEDS.
ALL calls must be thoroughly documented in the call log in the HDA.
Guidelines to follow for contacting keyholder and/or CEOs:
Check Status of the school in the Data Collection System (DCS) to determine if the school is still showing up as not having data entered (i.e. status of “NO DATA”) for the Institutional Characteristics (IC), 12-Month Enrollment (E12), and Completions (C) surveys.
There is a feature in HDA which automatically takes schools off your list as the schools start entering data, but you should still check the status in the DCS before making the call.
If they have begun entering data (i.e. “No Data,” “has data,” “edited,” “clean,” “locked,” or “complete” as the status of ANY of the surveys) since the time that list was generated they do NOT need to be called (but document this reason in the call log when resolving the incident).
CHECK HDA COMMENTS THOROUGHLY to see if there is any reason for the school not making progress. If a valid reason is given, you do not need to call them (e.g. we are determining if they are still Title-IV eligible). However, enter a comment explaining that you reviewed the comments and explaining WHY you are not calling.
When you call the school, you will ask to speak FIRST with the keyholder (KH). If the keyholder is no longer employed there, or is unavailable, then you will ask to speak with the CEO.
The Keyholder name and phone number can be located in the HDA (contacts screen) or in the collection system (DCS) in the “user” screen,
The CEO name and phone number is located in the DCS in the “Institution Identification” screen.
Be sure to introduce yourself as being from the IPEDS helpdesk and state that you are following up regarding data entry for the IPEDS Fall data collection. An example script is shown below.
The keyholder or CEO may give you a reason why they do not think they need to participate in IPEDS. There should, however, be VERY few acceptable reasons. If they try to give you such a reason, please keep good notes and CONTACT Amy, Jennifer, Logan or Jamie.
If the KH or CEO says that the data are being combined with another school, or that the school has closed, seek help from supervisor or Project Staff to determine how to handle the specific situation.
Although you will only be calling schools with Keyholders, you should note that there are also users called “coordinators” and they have a later deadline of November 1st. If someone tells you that their deadline is November 1st, seek help from a colleague to determine if the user is actually a coordinator.
Keyholder UserIDs start with “P” or “88G.” Any other IDs (starting with a 2-digit number) are “coordinator” users.
Example script for contacting Keyholders and CEOs:
First, try to contact the Keyholder:
Hello, my name is ________, calling on behalf of the U.S. Department of Education concerning the IPEDS Fall Data Collection. May I speak with Dr./Mr./Ms (Keyholder NAME)?
IF keyholder IS UNAVAILABLE:
May I leave a message for Dr./Mr./Ms (NAME), or can you suggest a time at which I should call back? (Or if you have already made 2-3 call attempts:) Is there someone else I can talk to about the IPEDS Fall data collection?
LEAVE A MESSAGE THAT YOU CALLED AND ASK THAT THE Keyholder/CEO CALL THE IPEDS Help Desk (877-225-2568) OR SET AN APPOINTMENT TO CALL BACK.
IF Keyholder is available:
Hello Dr./Mr./Ms. (KH NAME), I am calling concerning the IPEDS Fall Data Collection. ***Please note that all calls from the Help Desk may be monitored for quality control purposes*** As of today, we see that you have not yet begun entering data. We wanted to make sure you were aware of the October 18th deadline. Is there anything I can help you with to assure that you are able to meet this deadline?
(If “NO”): Please remember that the deadline for the study is October 18th and that participation is mandatory for schools that participate in Title IV student financial aid programs. The IPEDS Help Desk will be open Oct. 9th - Oct. 18th from 8:30am-8pm weekdays, 9:30am-6pm Saturday Oct. 14th & 1:30pm-6pm Sunday Oct. 15th. Thank you very much and have a nice day.
(If “YES”) Answer any questions they may have.
If keyholder is unavailable, try to contact the CEO.
Hello, my name is ________, calling for the U.S. Department of Education concerning the IPEDS Fall Data Collection. May I speak with Dr./Mr./Ms (CEO NAME)?
IF CEO IS UNAVAILABLE:
May I leave a message for Dr./Mr./Ms (NAME), or can you suggest a time at which I should call back? Or is there someone else I can talk to about the Fall data collection?
LEAVE A MESSAGE THAT YOU CALLED AND ASK THAT THE CEO CALL THE IPEDS HOTLINE (877-225-2568) OR SET AN APPOINTMENT TO CALL BACK.
IF CEO IS AVAILABLE:
Hello Dr./Mr./Ms. (CEO NAME), I am calling concerning the IPEDS Fall Data Collection. ****Please note that all calls from the Help Desk may be monitored for quality control purposes.****As of today, your school has not yet begun entering data. We wanted to make sure you are aware of the October 18th deadline. I tried contacting your keyholder, Dr/Mr/Ms (KH Name), but was unable to reach him/her.
We would very much appreciate your help because the surveys must be completed by October 18th and they are mandatory for schools that participate in Title IV student financial aid programs.
Is there anything I can help you with to assure that you are able to meet the October 18th deadline?
(If “NO”): Then thank you very much for reminding your keyholder, and have a nice day.
(If “YES”) Answer any questions they may have.
*** A checkbox has been added in HDA. Once the script has been read, indicating that the call may be monitored for quality control purposes, the box should be checked, and this part of the script does not need to be read during future calls to the school.
IF CEO THINKS SCHOOL IS OUT OF SCOPE FOR IPEDS, OBTAIN REASON AND RECORD DETAILS. Contact Amy, Jennifer, Logan or Jamie with this information.
ADDITIONAL INFORMATION IF NECESSARY:
According to Section 490 of the Higher Education Amendments of 1992, completion of the IPEDS surveys is an important part of your institution’s Program Participation Agreement (PPA) with the Department of Education and is mandatory for participation in federal student financial assistance programs.
Thank you very much for your time and cooperation.
Subject: IPEDS Reminder – Fall Collection Closes in Two Weeks
October 4, 2017
Dear IPEDS Keyholder:
The Fall 2017 IPEDS data collection is scheduled to close in just two weeks, on October 18th. Currently, our records indicate that you have not yet locked the required surveys that are being conducted this Fall.
All institutions are required to complete the IC Header, Institutional Characteristics (IC), Completions (C), and 12-Month Enrollment (E12) components.
Please remember that you must lock each survey for it to be considered a response. Use the "Am I Done?" feature to confirm that all of your required surveys are locked.
While we understand that you are busy with many other responsibilities, we would strongly encourage you to enter and lock your data as soon as possible. Section 487(a)(17) of the Higher Education Act of 1965, as amended, requires that, as a condition of continued participation in the federal student aid programs, all institutions must complete the IPEDS surveys.
The office of Federal Student Aid has provided the following warning to institutions that did not provide data during recent IPEDS collections: "We want to stress that compliance with these reporting requirements is an important obligation for all schools that participate in the federal student aid programs... An institution's failure to complete and submit these surveys is considered a serious violation of its obligations under the HEA and the regulations."
At this time, the Help Desk is beginning to call the CEOs of Title IV institutions that have not yet begun entering any data. In order to avoid receiving such a call, please begin entering your data as soon as possible. Following today's email reminder, we will send one additional email reminder, on October 11th, to ensure your compliance with the collection deadline date of October 18th, 2017.
The data collection website is located at http://surveys.nces.ed.gov/ipeds. If you have questions concerning accessing the system, or entering, editing, or locking your data, please contact the Help Desk at 1-877-225-2568, or ipedshelp@rti.org. The help desk will operate extended hours starting October 9th and continuing through the end of the collection on October 18th: Weekdays 8:30am to 8:00pm, Saturday (October 14) 9:30am to 6:00pm, and Sunday (October 15) 1:30pm to 6:00pm, all times are Eastern.
Thank you in advance for your assistance in this important project.
Sincerely,
Richard Reeves
Program Director
Integrated Postsecondary Education Data System
National Center for Education Statistics
New Keyholder Script: Keyholder Calls to Registered
Title IV Institutions with a new Keyholder and all surveys not locked
Fall 2017 Collection
Guidelines and Script
In recent years, new* keyholders have been most at risk for failing to complete all required surveys by the collection deadline. To better target these less experienced keyholders, we will be contacting them if all required surveys are not locked as of two weeks remaining in the collection.
*New keyholders are self-identified by selecting the “New Keyholder” radio button at the time of their registration in the IPEDS collection system.
Beginning October 4th, we will be making calls to new keyholders if they haven’t yet locked all surveys. Guidelines for conducting these calls are outlined below. Call assignments will be made within the Help Desk Application (HDA).
Goals of these calls:
Confirm that the new keyholder is aware of the Fall IPEDS submission of October 18th
Confirm that the new keyholder is aware of all surveys required during the fall collection;
Offer assistance, if needed, to assist the keyholder in completing and locking the surveys.
ALL calls must be thoroughly documented in the call log in the HDA.
Guidelines to follow for contacting the keyholder:
Check Status of the school in the Data Collection System (DCS) to determine if the school is still not yet complete (i.e. status other than “locked” or “complete” for the Institutional Characteristics (IC), 12-Month Enrollment (E12), and Completions (C) surveys).
If they have completed entering data (i.e. “locked,” or “complete” as the status for ALL of the above surveys) since the time that list was generated they do NOT need to be called, but document this reason in the call log when resolving the incident.
CHECK HDA COMMENTS THOROUGHLY to see if there is any reason for the school not making progress, or if the Keyholder has already been in contact with the help desk to seek assistance.
When you call the school, you will ask to speak with the keyholder (KH). If the keyholder is no longer employed there, or is unavailable, then you will ask to speak with the CEO.
The Keyholder name and phone number can be located in the HDA (contacts screen) or in the collection system (DCS) on the “user” screen,
Be sure to introduce yourself as being from the IPEDS helpdesk and state that you are following up regarding data entry for the IPEDS Fall data collection. An example script is included below.
Although you will only be calling schools with Keyholders, you should note that there are also users called “coordinators” and they have a later deadline of November 1st. If someone tells you that their deadline is November 1st, seek help from a colleague to determine if the user is actually a coordinator. Keyholder UserIDs start with “P” or “88G.” Any other IDs (starting with a 2-digit number) are “coordinator” users.
Example script for contacting Keyholders:
Hello, my name is ________, calling on behalf of the U.S. Department of Education concerning the IPEDS Fall Data Collection. May I speak with Dr./Mr./Ms (Keyholder NAME)?
IF keyholder IS UNAVAILABLE:
May I leave a message for Dr./Mr./Ms (NAME), or can you suggest a time at which I should call back?
LEAVE A MESSAGE THAT YOU CALLED AND ASK THAT THE KEYHOLDER CALL THE IPEDS Help Desk (877-225-2568) OR SET AN APPOINTMENT TO CALL BACK.
IF Keyholder is available:
Hello Dr./Mr./Ms. (KH NAME), I am calling concerning the IPEDS Fall Data Collection. ***Please note that all calls from the Help Desk may be monitored for quality control purposes*** Because you have identified yourself as a new keyholder, we are contacting you as a courtesy to make sure you are aware of the October 18th deadline for submitting Fall data.
Are you aware that your institution has surveys due by October 18th, which includes Institutional Characteristics, Completions, and 12-Month Enrollment?
Are you the individual who will be completing the Fall surveys?
(If NO: Have you contacted the individuals responsible for those surveys and provided the blank forms, instructions, and due dates?)
(If YES: Have you located the blank forms and instructions for completing the surveys?)
Is there anything I can help you with to assure that you are able to meet this deadline? (If “YES”) Answer any questions they may have.
Please keep the Help Desk phone number handy in case you have questions that we can assist you with. Do you need the phone number?
(If “YES”) Provide phone number and email address.
We also wanted to encourage you to complete the surveys as soon as possible. Just to let you know, the Help Desk tends to get very busy toward the end of the collection, especially the last few days, and it is harder to reach us. In order that we can answer any questions that you have, please do not wait until the last minute.
Thank you for your time, and have a nice day.
*** A checkbox has been added in HDA. Once the script has been read, indicating that the call may be monitored for quality control purposes, the box should be checked, and this part of the script does not need to be read during future calls to the school.
**Note: The CEO will be copied on this email IF the institution is on the “special call” list having missed a collection deadline during the prior 2 collection years.
Subject: IPEDS Reminder – Fall Collection Closes in One Week
October 11, 2017
Dear IPEDS Keyholder:
As of today, your institution had not completed its required IPEDS Fall 2017 survey components. The IC Header, Institutional Characteristics (IC), Completions (C) and 12-Month Enrollment (E12) components are required for all institutions.
You can access the data collection site at: http://surveys.nces.ed.gov/ipeds. Log into the system and click on the "Am I Done?" link at the top of your institution's survey list to see which surveys you need to complete.
Please do NOT ignore this email but if you feel you have received it in error, call the Help Desk at 1-877-225-2568.
The Fall 2017 data collection will close to keyholders on Wednesday, October 18, 2017, at midnight Pacific Time. You will not be able to submit, edit, or lock data after that date and NO extensions can be granted. Please remember that each survey component must be locked to be considered a response. If you have not locked the required IPEDS survey components by October 18, your institution will be referred to the office of Federal Student Aid for appropriate action.
Section 487(a)(17) of the Higher Education Act of 1965, as amended, requires that, as a condition of continued participation in the federal student aid programs, all institutions must complete the IPEDS surveys. Title IV, HEA program regulations 34 CFR 668.84, 668.85, and 668.86 permit a fine of up to $35,000 for each violation.
If you have questions concerning accessing the system, or entering, editing, or locking your data, please contact the Help Desk at 1-877-225-2568, or ipedshelp@rti.org. The help desk will be operating extended hours through the end of the collection on October 18 as follows: Weekdays 8:30am to 8:00pm, Saturday (October 14) 9:30am to 6:00pm and Sunday (October 15) 1:30pm to 6:00pm, all times are Eastern.
Thank you in advance for your assistance in this important project.
Sincerely,
Ross C. Santy
Associate Commissioner
Administrative Data Division
National Center for Education Statistics
Subject: IPEDS Winter AND Spring Data Collections Now Open
December 13, 2017
Dear IPEDS Keyholder:
Both the Winter 2017-18 and Spring 2018 web-based data collections are now open. The Winter collection will remain open through February 14, 2018, and the Spring collection will remain open through April 11, 2018.
You can access the collection site at: https://surveys.nces.ed.gov/IPEDS
IMPORTANT NOTE: When you log in, you will need to choose a new password, because your current password has expired.
For the Winter collection:
- All institutions MUST complete the Student Financial Aid (SFA) component and most institutions must complete the Graduation Rates (GR), Graduation Rates 200 (GR200), Admissions (ADM) and Outcome Measures (OM) components. These survey components must be completed by February 14, 2018.
For the Spring collection:
- All institutions MUST complete the Human Resources (HR), Finance (F), Fall Enrollment (EF), and Academic Libraries (AL) components by April 11, 2018.
Please make a note of the reporting deadlines for these survey components. You will not be able to submit, edit, or lock data after those dates and NO extensions can be granted.
The following assistance is available to you as you prepare your institution’s data submissions:
- The IPEDS Help Desk is available to assist you at any time during the collection cycle. Please contact the Help Desk at 1-877-225-2568 or ipedshelp@rti.org if you have any questions about the IPEDS system.
- Copies of the survey forms, instructions, file upload specifications, and frequently asked questions are available in the collection system under the Help menu.
- The Association for Institutional Research (AIR) has free IPEDS online tutorials available at http://nces.ed.gov/ipeds/InsidePages/JoinIn?pageid=37, click on AIR's Online Video Tutorials. Select Online Tutorials from the left menu to access overviews and key reporting concepts and tips for completing IPEDS surveys.
Remember that the completion of all IPEDS surveys, in a timely and accurate manner, is mandatory for all institutions that participate or are applicants for participation in any Federal financial assistance program authorized by Title IV of the Higher Education Act (HEA) of 1965, as amended. IPEDS surveys are mandated by 20 U.S.C. 1094(a)(17). Institutions have been fined for failing to submit complete surveys on time.
To assist you in meeting this requirement, NCES has established a rigorous follow-up schedule. PLEASE DO NOT IGNORE EMAIL CORRESPONDENCE. You will be prompted ONLY IF YOUR SURVEY SUBMISSION IS NOT COMPLETE.
In order to complete all requirements for data submission, keyholders must LOCK each survey.
- Under "Steps to Locking," be sure to run "Perform Edits" and resolve any errors.
- When activated (underlined), click "Lock" and follow the instructions.
- Please be sure to check your Survey status to make sure that it reads Locked or Complete after you have locked your data.
- Use the "Am I Done" feature to ensure that you have completed all required surveys.
NCES will send an email acknowledgement to the Chief Executive Officer (CEO) of those institutions that lock all of their required survey components prior to the final three weeks of the collection. Although we realize that it is not always possible for the IPEDS data to be submitted this early, we do appreciate the efforts of those individuals who can, and do, complete their data entry early in the collection. As such, we want to recognize the efforts of those individuals. If your institution changes keyholders at any time during the year, be sure to change the contact information on the registration screen, which can be found under "Tools."
You can correct or update any data that were submitted during last year’s collection using the IPEDS Prior Year Data Revision system at http://surveys.nces.ed.gov/ipeds_py/. Survey components will be open for revision during their regular data collection period. For example, revisions to the Completions component can be made during the Fall data collection period. Use your current UserID and password for access.
Finally, please note that Keyholders may “opt-out” of receiving some of the scheduled IPEDS reminders during the collection. To participate in the “opt-out” opportunity, login to the collection system, go to the Tools menu and select “Follow-up Opt Out”. After reading the instructions, choose the radio button as appropriate. This action must be repeated for EACH collection period, if you choose to continue opting-out. Note that new Keyholders cannot opt-out, and all IPEDS compliance requirements still apply (e.g. institutions will not be granted extensions for failure to meet the reporting deadline).
Best regards,
Richard Reeves
Program Director
Integrated Postsecondary Education Data System
National Center for Education Statistics
<NCES Letterhead>
January 17, 2018
ceo_name
ceo_title
institution_name
addr1_txt
city_txt, state_cd zip_text
Dear Chief Executive Officer:
Your institution currently does not have a designated keyholder for the 2017-18 collection cycle. So that your institution does not miss any additional reporting deadlines, it is essential that you appoint one at this time, and forward the enclosed materials to that individual. The success of the IPEDS data collection and quality of the IPEDS data depend, in large part, on the efforts of your institution’s keyholder.
The keyholder is responsible for your institution’s data submission and should be someone who is familiar with the IPEDS data collection. This person is responsible for all three collections— Fall 2017, Winter 2017-18, and Spring 2018. The enclosed materials provide the information your appointed keyholder will need to register prior to entering data into the system. Once your keyholder registers, all future correspondence will go directly to him or her.
The importance of your institution’s compliance with this reporting responsibility cannot be overstated. Please be aware that responses to the IPEDS surveys are mandated for those institutions that participate or expect to participate in Title IV federal financial aid programs under Section 487(a)(17) of the Higher Education Act of 1965, as amended (HEA), 20 U.S.C. §1094(a)(17) and the Department of Education’s regulations at 34 C.F.R. §668.14(b)(19). As a condition of continued participation in the federal student aid programs, all institutions must complete, in a timely manner and to the satisfaction of the Secretary, all surveys conducted as a part of the Integrated Postsecondary Education Data System. According to the Office of Federal Student Aid (FSA), an institution’s failure to complete and submit these surveys is a serious violation of its obligations under the HEA and the regulations, and appropriate action will be taken by FSA. Title IV, HEA program regulations 34 CFR 668.84, 668.85, and 668.86 permit a fine of up to $35,000 for each violation.
The data collection periods for the 2017-18 IPEDS collection year are scheduled as follows:
Fall 2017: September 6, 2017 – October 18, 2017
Winter 2017-18: December 13, 2017 – February 14, 2018
Spring 2018: December 13, 2017 – April 11, 2018
The results of the 2016-17 Integrated Postsecondary Education Data System (IPEDS) web-based data collections are currently available through the IPEDS Use the Data tools and the College Navigator website. Links to all of these data tools are on the IPEDS web site at http://nces.ed.gov/ipeds.
There is no need for you to respond to this letter. However, if you need any additional information or have any questions, please contact the IPEDS Help Desk toll free at 1-877-225-2568 (or send an email to ipedshelp@rti.org). Thank you in advance for your assistance in this important project.
Sincerely,
Ross C. Santy
Associate Commissioner
Administrative Data Division
National Center for Education Statistics
Attachments
unitid
Subject: IPEDS Reminder – Winter Collection Closes in Four Weeks
January 17, 2018
Dear IPEDS Keyholder:
There are four weeks remaining in the Winter 2017-18 IPEDS data collection, and we are scheduled to close promptly on February 14, 2018. Currently, our records indicate that you have not begun to enter information for the survey components which are required of your institution. All institutions are required to complete the Student Financial Aid (SFA) survey component, while most institutions are also required to complete the Graduation Rates (GR) Graduation Rates 200 (GR200), Admissions (ADM) and Outcome Measures (OM) components. You will not be able to submit, edit, or lock data after the due date and NO extensions can be granted.
While we understand that you are busy with many other responsibilities, we would strongly encourage you to enter and lock your data as soon as possible. As you know, under Section 487(a)(17) of the Higher Education Act of 1965, as amended, completion of the IPEDS surveys is an integral part of your institution's Program Participation Agreement (PPA) with the Department of Education.
We will be sending additional email reminders on January 31st and February 7th. January 31st, we will begin calling the CEOs of institutions where keyholders have not begun entering data.
The IPEDS web-based collection system is located at: http://surveys.nces.ed.gov/ipeds. If you have questions concerning accessing the system, or entering, editing, or locking your data, please contact the Help Desk at 1-877-225-2568, or ipedshelp@rti.org.
Please do not disregard this email! If you believe that you have received this message in error, please contact the Help Desk. Thank you in advance for your assistance in this important project.
Best regards,
Richard Reeves
Program Director
Postsecondary Institutional Studies Program
National Center for Education Statistics
Subject: IPEDS Reminder – Winter Collection Closes in Four Weeks
January 17, 2018
Dear IPEDS Keyholder:
Although there are four weeks remaining in the Winter 2017-18 IPEDS data collection, please be aware that we are scheduled to close promptly on February 14, 2018. Currently, our records indicate that you have not completed and locked all surveys that are required of your institution for this Winter collection. All institutions are required to complete the Student Financial Aid (SFA), Graduation Rates (GR), Graduation Rates 200 (GR200), Admissions (ADM) and Outcome Measures (OM) survey components, if applicable to the institution.
When you registered in the IPEDS Data Collection System (DCS), you identified yourself as a new keyholder. As such, we wanted to be sure to highlight a few things:
If you have not yet located and reviewed the blank forms and instructions for completing the survey components, please do so as soon as possible. Contact the IPEDS Help Desk if you need assistance with finding the correct forms.
If you are not the individual who will be completing the Winter surveys, please contact the individuals responsible for those surveys and provide them with the blank forms, instructions, and due date. Also, consider generating and assigning “proxy UserIDs” so that these individuals can access the DCS directly.
While we understand that you are busy with many other responsibilities, we would strongly encourage you to enter and lock your data as soon as possible. Just to let you know, the Help Desk tends to get very busy toward the end of the collection, especially the last few days, and it is harder to reach them. In order that they can answer any questions that you have, please do not wait until the last minute.
As you know, under Section 487(a)(17) of the Higher Education Act of 1965, as amended, completion of the IPEDS surveys is an integral part of your institution's Program Participation Agreement (PPA) with the Department of Education.
We will be sending additional email reminders on January 31st and February 7th. Also on January 31st, we will begin calling the CEOs of institutions where keyholders have not begun entering data.
The IPEDS web-based collection system is located at: http://surveys.nces.ed.gov/ipeds and if you have questions concerning accessing the system, or entering, editing, or locking your data, please contact the Help Desk at 1-877-225-2568, or ipedshelp@rti.org.
Please do not disregard this email! If you believe that you have received this message in error, please contact the Help Desk. Thank you in advance for your assistance in this important project.
Best regards,
Richard Reeves
Program Director
Integrated Postsecondary Education Data System
National Center for Education Statistics
Subject: IPEDS Thanks You for Early Response - <UnitID>
January 24, 2018
Dear Chief Executive:
The National Center of Education Statistics, part of the U.S. Department of Education, would like to extend its appreciation to your institution, and especially to your IPEDS Keyholder, <keyholder name>. As of today (three weeks prior to the close of the Winter data collection), the required IPEDS survey components for your institution, <institution name>, have been entered, edited, and locked (Please note that locking your data does not equal compliance. The data will be reviewed by NCES, and any inaccuracies will need to be addressed before your data are accepted.).
Because IPEDS is a very large data collection involving a large number of institutions, completing the surveys and locking them early during the collection period is extremely helpful. Providing IPEDS data is a major undertaking, and we want you to know that we truly appreciate the timely response. We hope that you will pass along our word of gratitude to your Keyholder, as he or she is the one who is typically charged with overseeing the successful data entry and completion of the mandatory IPEDS surveys.
Again, please accept our thanks to you and your staff for your important contributions to the success of IPEDS.
Sincerely,
Richard Reeves
Program Director
Integrated Postsecondary Education Data System
National Center for Education Statistics
CC: Keyholder
CEO Calls to Title IV Institutions - No Registered Keyholder
Guidelines and Script
Winter 2017-18
In an effort to get the remaining Title IV schools to register for IPEDS, beginning on January 31st, we will be making calls to those schools who have not registered. We have outlined some guidelines to follow when making these calls. Each of you will be getting a list of schools to work sorted by sector.
Goals of these calls:
Get the school to register for IPEDS as soon as possible and remind them of the deadline for IPEDS submission of February 14 or
Get a good reason for why the school should not be included in IPEDS
List of Sectors:
Central Office Administrative Unit
4-year public
4-year private, not-for-profit
4-year private, for-profit
2-year public
2-year private, not-for-profit
2-year private, for-profit
Less than 2-year public
Less than 2- year private, not-for-profit
Less than 2-year private, for-profit
(99) New Institution
Guidelines to follow for contacting CEOs:
Check Status of the school to see if it is still showing up as not registered. If they have registered since the list was generated, you do not need to call, but be sure to document why the call was NOT made.
CHECK COMMENTS THOROUGHLY to see if there is any reason for the school not being registered. If a reason is given, you may not need to call them. For example, if they called us and said that they are no longer Title-IV, and the incident is pending review by project staff, you do not need to make the call.
When you call the school, you will first ask to speak with the CEO (get his/her name from the Institution Identification page). If you cannot reach the CEO, please leave him/her a message but ALSO try to reach the Keyholder from last year (if there was one). Be sure to introduce yourself as being from the IPEDS help desk and state that you are following up regarding registration for the IPEDS data collection. An example script is shown below.
In rare cases, the CEO may give you a reason why they do not think they need to register or participate in IPEDS. Keep good notes and document them in the Help Desk Application (HDA) thoroughly, then contact a project staff person.
You MAY also get some schools that submit combined data. All schools need to submit their own IC, but other surveys can be combined, in specific situations. If the school is part of a parent-child relationship, but does not appear that way in the system, get the details of the arrangement so that we can set them up properly in the system.
Example script for contacting CEOs:
Hello, my name is ________, calling on behalf of the U.S. Department of Education concerning the IPEDS Winter Data Collection. May I speak with Dr./Mr./Ms (CEO NAME)?
IF CEO IS UNAVAILABLE:
May I leave a message for Dr./Mr./Ms (CEO NAME), or can you suggest a time at which I should call back?
LEAVE A MESSAGE THAT YOU CALLED AND ASK THAT THE CEO CALL THE IPEDS HOTLINE (877-225-2568) OR SET APPOINTMENT TO CALL BACK.
IF CEO IS AVAILABLE:
Hello Dr./Mr./Ms. (CEO NAME), I am calling concerning the IPEDS Winter Data Collection. In August and September, we sent letters to you requesting that you appoint a keyholder for IPEDS (Integrated Postsecondary Education Data System). Your keyholder has not registered for the current data collection year, which opened in September. [IF there is an unregistered keyholder in the system, tell the CEO who that person is. If not, ask:] Have you appointed a keyholder?
IF YES:
We need for the keyholder to register and begin data collection immediately in order to meet the February 14th deadline for the Winter data collection. Would you be able to follow-up with the keyholder? Or if you prefer, you can give me the name and phone number of the keyholder and I will be happy to call them.
IF NO:
We need for you to appoint a keyholder immediately so they can register and begin data collection. The deadline for the collection is February 14th. If you could give me the name and phone number of that person now, I will be happy to call them and provide them with the ID and password necessary for them to register and begin data collection.
OBTAIN KEYHOLDER NAME AND PHONE NUMBER IF POSSIBLE AND FOLLOWUP WITH THAT PERSON.
ADDITIONAL INFORMATION IF NECESSARY:
According to Section 490 of the Higher Education Amendments of 1992, completion of the IPEDS surveys is an important part of your institution’s Program Participation Agreement (PPA) with the Department of Education and is mandatory for participation in federal student financial assistance programs.
Thank you very much for your time and cooperation.
“NO DATA” Script: Keyholder/CEO Calls to Registered
Title IV Institutions with no survey data entered
Winter 2017-18 Collection
Guidelines and Script
In an effort to get the remaining Title IV schools to enter their IPEDS data, beginning January 31st, we will be making calls to those schools that have not entered any survey data for their required surveys. Outlined below are guidelines to follow when making these calls. Each of you will be getting a list of schools assigned to you in the Help Desk Application (HDA).
Goals of these calls:
Get the school to begin data entry as soon as possible and remind them of the deadline for Winter IPEDS submission of February 14th; or
Get a good reason for why the school should not be included in IPEDS.
ALL calls must be thoroughly documented in the call log in the HDA.
Guidelines to follow for contacting keyholder and/or CEOs:
Institutions will be assigned in the HDA, thus any institution showing up in the call list currently has not begun entering data for their SFA, GR, GR200, ADM or OM surveys (i.e. status of “NO DATA” or “No-Data”). Schools will automatically be removed from the list once they have started entering SFA, GR, GR200, ADM and/or OM data. These reminder calls apply ONLY to schools that have not started the Winter surveys. For the purpose of these calls, we do NOT consider the status of any other surveys, thus you may be told that the institution HAS started, but in those cases they have likely started on the HR, EF, F, and/or AL surveys, but NOT the SFA, GR, GR200, ADM or OM surveys.
CHECK HDA COMMENTS THOROUGHLY to see if there is any reason for the school not making progress. If a valid reason is given, you do not need to call them (e.g. we are determining if they are still Title-IV eligible). However, enter a comment explaining that you reviewed the comments and explaining WHY you are not calling.
When you call the school, you will ask to speak FIRST with the keyholder (KH). If the keyholder is no longer employed there, or is unavailable, then you will ask to speak with the CEO.
The Keyholder name and phone number can be located in the HDA (contacts screen) or in the collection system (DCS) on the “user” screen,
The CEO name and phone number is located in the DCS in the “Institution Identification” screen.
Be sure to introduce yourself as being from the IPEDS helpdesk and state that you are following up regarding data entry for the IPEDS Winter data collection. An example script is shown below.
The keyholder or CEO may give you a reason why they do not think they need to participate in IPEDS. There should, however, be VERY few acceptable reasons. If they try to give you such a reason, please keep good notes and CONTACT Amy, Jennifer, Logan or Jamie.
If the KH or CEO says that the data are being combined with another school, or that the school has closed, seek help from a Supervisor or Project Staff to determine how to handle the specific situation.
Although you will only be calling schools with Keyholders, you should note that there are also users called “coordinators” and they have a later deadline of February 28th. If someone tells you that their deadline is February 28th, seek help from a colleague to determine if the user is actually a coordinator Keyholder UserIDs start with “P” or “88G.” Any other IDs (starting with a 2-digit number) are “coordinator” users.
Example script for contacting Keyholders and CEOs:
First, try to contact the Keyholder:
Hello, my name is ________, calling on behalf of the U.S. Department of Education concerning the IPEDS Winter Data Collection. May I speak with Dr./Mr./Ms (Keyholder NAME)?
IF keyholder IS UNAVAILABLE:
May I leave a message for Dr./Mr./Ms (NAME), or can you suggest a time at which I should call back? (Or if you have already made 2-3 call attempts:) Is there someone else I can talk to about the IPEDS Winter data collection?
LEAVE A MESSAGE THAT YOU CALLED AND ASK THAT THE Keyholder/CEO CALL THE IPEDS Help Desk (877-225-2568) OR SET AN APPOINTMENT TO CALL BACK.
IF Keyholder is available:
Hello Dr./Mr./Ms. (KH NAME), I am calling concerning the IPEDS Winter Data Collection. As of today, we see that you have not yet begun entering data for the required Winter surveys. We wanted to make sure you were aware of the February 14th deadline. Is there anything I can help you with to assure that you are able to meet this deadline?
(If “NO”): Please remember that the deadline for entering your data is February 14th and that participation is mandatory for schools that participate in Title IV student financial aid programs. Thank you very much and have a nice day.
(If “YES”) Answer any questions they may have.
If keyholder is unavailable, try to contact the CEO.
Hello, my name is ________, calling for the U.S. Department of Education concerning the IPEDS Winter Data Collection. May I speak with Dr./Mr./Ms (CEO NAME)?
IF CEO IS UNAVAILABLE:
May I leave a message for Dr./Mr./Ms (NAME), or can you suggest a time at which I should call back? Or is there someone else I can talk to about the Winter data collection?
LEAVE A MESSAGE THAT YOU CALLED AND ASK THAT THE CEO CALL THE IPEDS Help Desk (877-225-2568) OR SET AN APPOINTMENT TO CALL BACK.
IF CEO IS AVAILABLE:
Hello Dr./Mr./Ms. (CEO NAME), I am calling concerning the IPEDS Winter Data Collection. As of today, your school has not yet begun entering data for the required surveys. We wanted to make sure you are aware of the February 14th deadline. I tried contacting your keyholder, Dr/Mr/Ms (KH Name), but was unable to reach him/her.
We would very much appreciate your help because the Winter surveys must be completed by February 14th and is mandatory for schools that participate in Title IV student financial aid programs.
Is there anything I can help you with to assure that you are able to meet the February 14th deadline?
(If “NO”): Then thank you very much for reminding your keyholder, and have a nice day.
(If “YES”) Answer any questions they may have.
IF CEO THINKS SCHOOL IS OUT OF SCOPE FOR IPEDS, OBTAIN REASON AND RECORD DETAILS. Contact Amy, Jennifer, Logan or Jamie with this information.
ADDITIONAL INFORMATION IF NECESSARY:
According to Section 490 of the Higher Education Amendments of 1992, completion of the IPEDS surveys is an important part of your institution’s Program Participation Agreement (PPA) with the Department of Education and is mandatory for participation in federal student financial assistance programs.
Thank you very much for your time and cooperation.
Exhibit 35. Winter Close -2 Weeks Reminder Email to Keyholder for “No Data Entered” or “All Required Surveys Not Locked”
Subject: IPEDS Reminder – Winter Collection Closes in Two Weeks
January 31, 2018
Dear IPEDS Keyholder:
The Winter 2017-18 IPEDS data collection is scheduled to close in just two weeks, on February 14th. Currently, our records indicate that you have not yet locked the required surveys that are being conducted during the Winter collection. You will not be able to submit, edit, or lock data after the due date and NO extensions can be granted.
All institutions MUST complete the Student Financial Aid (SFA) component and most institutions must complete the Graduation Rates (GR), Graduation Rates 200 (GR200), Admissions (ADM) and Outcome Measures (OM) components. These survey components must be completed by February 14, 2018. Although the Human Resources (HR), Finance (F), Fall Enrollment (EF), and Academic Libraries (AL) components are currently available, they are not required to be locked until Spring.
Please remember that you must lock each survey for it to be considered a response. Use the "Am I Done?" feature to confirm that your required surveys are locked.
While we understand that you are busy with many other responsibilities, we would strongly encourage you to enter and lock your data as soon as possible. Section 487(a)(17) of the Higher Education Act of 1965, as amended, requires that, as a condition of continued participation in the federal student aid programs, all institutions must complete the IPEDS surveys.
The office of Federal Student Aid has provided the following warning to institutions that did not provide data during recent IPEDS collections: "We want to stress that compliance with these reporting requirements is an important obligation for all schools that participate in the federal student aid programs... An institution's failure to complete and submit these surveys is considered a serious violation of its obligations under the HEA and the regulations."
At this time, the Help Desk is beginning to call the CEOs of Title IV institutions that have not yet begun entering any data for the SFA, GR, GR200, ADM and OM survey components. In order to avoid receiving such a call, please begin entering your data as soon as possible. Following today's email reminder, we will send one additional email reminder, on February 7th, to ensure your compliance with the collection deadline date of February 14th.
The data collection website is located at http://surveys.nces.ed.gov/ipeds. If you have questions concerning accessing the system, or entering, editing, or locking your data, please contact the Help Desk at 1-877-225-2568, or ipedshelp@rti.org. The help desk will operate extended hours starting February 5th and continuing through the end of the collection on February 14th as follows: Weekdays 8:30am to 8:00pm, Saturday (February 10) 9:30am to 6:00pm, and Sunday (February 11) 1:30pm to 6:00pm (all times are Eastern).
Thank you in advance for your assistance in this important project.
Sincerely,
Richard Reeves
Program Director
Integrated Postsecondary Education Data System
National Center for Education Statistics
New Keyholder Script: Keyholder Calls to Registered
Title IV Institutions with a new Keyholder and all surveys not locked
Winter 2017-18 Collection
Guidelines and Script
In recent years, new* keyholders have been most at risk for failing to complete all required surveys by the collection deadline. To better target these less experienced keyholders, we will be contacting them if all required surveys are not locked as of two weeks remaining in the collection.
*New keyholders are self-identified by selecting the “New Keyholder” radio button at the time of their registration in the IPEDS collection system.
Beginning January 31st, we will be making calls to new keyholders if they haven’t yet locked all surveys. Guidelines for conducting these calls are outlined below. Call assignments will be made within the Help Desk Application (HDA).
Goals of these calls:
Confirm that the new keyholder is aware of the Winter IPEDS submission of February 14th;
Confirm that the new keyholder is aware of all surveys required during the Winter collection;
Offer assistance, if needed, to assist the keyholder in completing and locking the surveys.
ALL calls must be thoroughly documented in the call log in the HDA.
Guidelines to follow for contacting the keyholder:
Check Status of the school in the Data Collection System (DCS) to determine if the school is still not yet complete (i.e. status other than “locked” or “complete” for the Student Financial Aid (SFA), Graduation Rates (GR), Graduation Rates 200 (GR200), Admissions (ADM) and Outcome Measures (OM).
If they have completed entering data (i.e. “locked,” or “complete” as the status for ALL of the above surveys) since the time that list was generated they do NOT need to be called, but document this reason in the call log when resolving the incident.
CHECK HDA COMMENTS THOROUGHLY to see if there is any reason for the school not making progress, or if the Keyholder has already been in contact with the help desk to seek assistance.
When you call the school, you will ask to speak with the keyholder (KH). If the keyholder is no longer employed there, or is unavailable, then you will ask to speak with the CEO.
The Keyholder name and phone number can be located in the HDA (contacts screen) or in the collection system (DCS) in the “user” screen,
Be sure to introduce yourself as being from the IPEDS helpdesk and state that you are following up regarding data entry for the IPEDS Winter data collection. An example script is included below.
Although you will only be calling schools with Keyholders, you should note that there are also users called “coordinators” and they have a later deadline of February 28th. If someone tells you that their deadline is February 28th, seek help from a colleague to determine if the user is actually a coordinator. Keyholder UserIDs start with “P” or “88G.” Any other IDs (starting with a 2-digit number) are “coordinator” users.
Example script for contacting Keyholders:
Hello, my name is ________, calling on behalf of the U.S. Department of Education concerning the IPEDS Winter Data Collection. May I speak with Dr./Mr./Ms (Keyholder NAME)?
IF keyholder IS UNAVAILABLE:
May I leave a message for Dr./Mr./Ms (NAME), or can you suggest a time at which I should call back?
LEAVE A MESSAGE THAT YOU CALLED AND ASK THAT THE Keyholder CALL THE IPEDS Help Desk (877-225-2568) OR SET AN APPOINTMENT TO CALL BACK.
IF Keyholder is available:
Hello Dr./Mr./Ms. (KH NAME), I am calling concerning the IPEDS Winter Data Collection. ***Please note that all calls from the Help Desk may be monitored for quality control purposes*** Because you have identified yourself as a new keyholder, we are contacting you as a courtesy to make sure you are aware of the February 14th deadline for submitting Winter data.
Are you aware that your institution’s Student Financial Aid, Graduation Rates, Graduation Rates 200, Admissions and Outcome Measures surveys must be completed by February 14th?
Are you the individual who will be completing the surveys?
(If NO: Have you contacted the individuals responsible for the surveys and provided the blank forms, instructions, and due dates?)
(If YES: Have you located the blank forms and instructions for completing the surveys?)
Is there anything I can help you with to assure that you are able to meet this deadline? (If “YES”) Answer any questions they may have.
Please keep the Help Desk phone number handy in case you have questions that we can assist you with. Do you need the phone number?
(If “YES”) Provide phone number and email address: 1-877-225-2568, ipedshelp@rti.org
We also wanted to encourage you to complete the survey as soon as possible. Just to let you know, the Help Desk tends to get very busy toward the end of the collection, especially the last few days, and it is harder to reach us. In order that we can answer any questions that you have, please do not wait until the last minute.
Thank you for your time, and have a nice day.
*** A checkbox has been added in HDA. Once the script has been read, indicating that the call may be monitored for quality control purposes, the box should be checked, and this part of the script does not need to be read during future calls to the school.
**Note: The CEO will be copied on this email IF the institution is on the “special call” list having missed a collection deadline during the prior 2 collection years.
Subject: IPEDS Reminder – Winter Collection Closes in One Week
February 7, 2018
Dear IPEDS Keyholder:
The Winter 2017-18 IPEDS data collection will close in one week, on February 14, 2018. As of today, your institution has not completed all of the surveys that are required this Winter.
Please do NOT ignore this email but if you feel you have received it in error, call the Help Desk at 1-877-225-2568.
Once the collection closes to keyholders on Wednesday, February 14, 2018, at midnight Pacific Time, you will not be able to submit, edit, or lock data and NO extensions can be granted. Please remember that each survey component must be locked to be considered a response.
If you have not locked the required IPEDS survey components by February 14, your institution will be referred to the office of Federal Student Aid for appropriate action. Section 487(a)(17) of the Higher Education Act of 1965, as amended, requires that, as a condition of continued participation in the federal student aid programs, all institutions must complete the IPEDS surveys. Title IV, HEA program regulations 34 CFR 668.84, 668.85, and 668.86 permit a fine of up to $35,000 for each violation.
The data collection website is located at: http://surveys.nces.ed.gov/ipeds. If you have questions concerning accessing the system, or entering, editing, or locking your data, please contact the Help Desk at 1-877-225-2568, or ipedshelp@rti.org. The help desk will be operating extended hours through the end of the collection on February 14 as follows: Weekdays 8:30am to 8:00pm, Saturday (February 10) 9:30am to 6:00pm and Sunday (February 11) 1:30pm to 6:00pm (all times are Eastern).
Thank you in advance for your assistance in this important project.
Sincerely,
Ross C. Santy
Associate Commissioner
Administrative Data Division
National Center for Education Statistics
**The following note will be included in regularly-scheduled “This Week in IPEDS” announcements during the Spring collection period, at approximately “Close -8” weeks and “Close -6” weeks.
Spring 2018 Data Collection Deadline Reminder
As a reminder to those institutions that did not complete them prior to the Winter collection deadline, the following survey components (if applicable) remain open, with the Keyholder deadline of April 11, 2018: Human Resources (HR), Fall Enrollment (EF), Finance (F), and Academic Libraries (AL).
<NCES Letterhead>
March 14, 2018
ceo_name
ceo_title
institution_name
addr1_txt
city_txt, state_cd zip_text
Dear Chief Executive Officer:
Your institution currently does not have a designated keyholder for the 2017-18 collection cycle. So that your institution does not miss any additional reporting deadlines, it is essential that you appoint one at this time, and forward the enclosed materials to that individual. The success of the IPEDS data collection and quality of the IPEDS data depend, in large part, on the efforts of your institution’s keyholder.
The keyholder is responsible for your institution’s data submission and should be someone who is familiar with the IPEDS data collection. This person is responsible for all three collections— Fall 2017, Winter 2017-18, and Spring 2018. The enclosed materials provide the information your appointed keyholder will need to register prior to entering data into the system. Once your keyholder registers, all future correspondence will go directly to him or her.
The importance of your institution’s compliance with this reporting responsibility cannot be overstated. Please be aware that responses to the IPEDS surveys are mandated for those institutions that participate or expect to participate in Title IV federal financial aid programs under Section 487(a)(17) of the Higher Education Act of 1965, as amended (HEA), 20 U.S.C. §1094(a)(17) and the Department of Education’s regulations at 34 C.F.R. §668.14(b)(19). As a condition of continued participation in the federal student aid programs, all institutions must complete, in a timely manner and to the satisfaction of the Secretary, all surveys conducted as a part of the Integrated Postsecondary Education Data System. According to the Office of Federal Student Aid (FSA), an institution’s failure to complete and submit these surveys is a serious violation of its obligations under the HEA and the regulations, and appropriate action will be taken by FSA.
The data collection periods for the 2017-18 IPEDS collection year are scheduled as follows:
Fall 2017: September 6, 2017 – October 18, 2017
Winter 2017-18: December 13, 2017 – February 14, 2018
Spring 2018: December 13, 2017 – April 11, 2018
There is no need for you to respond to this letter. However, if you need any additional information or have any questions, please contact the IPEDS Help Desk toll free at 1-877-225-2568 (or send an email to ipedshelp@rti.org). Thank you in advance for your assistance in this important project.
Sincerely,
Ross C. Santy
Associate Commissioner
Administrative Data Division
National Center for Education Statistics
Attachments
unitid
Subject: IPEDS Reminder – Spring Collection Closes in Four Weeks
March 14, 2018
Dear IPEDS Keyholder:
There are four weeks remaining in the Spring 2018 IPEDS data collection, and we are scheduled to close promptly on April 11, 2018. Currently, our records indicate that you have not begun to enter information for the survey components which are required of your institution. All institutions are required to complete the Human Resources (HR), Fall Enrollment (EF), and Finance (F) components; most institutions are required to complete the Academic Libraries (AL) component as well.
While we understand that you are busy with many other responsibilities, we would strongly encourage you to enter and lock your data as soon as possible. As you know, under Section 487(a)(17) of the Higher Education Act of 1965, as amended, completion of the IPEDS surveys is an integral part of your institution's Program Participation Agreement (PPA) with the Department of Education.
We will be sending additional email reminders on March 28th and April 4th. Also on March 28th, we will begin calling the CEOs of institutions where keyholders have not begun entering data.
The IPEDS web-based collection system is located at: http://surveys.nces.ed.gov/ipeds. If you have questions concerning accessing the system, or entering, editing, or locking your data, please contact the Help Desk at 1-877-225-2568, or ipedshelp@rti.org.
Please do not disregard this email! If you believe that you have received this message in error, please contact the Help Desk. Thank you in advance for your assistance in this important project.
Best regards,
Richard Reeves
Program Director
Integrated Postsecondary Education Data System
National Center for Education Statistics
Subject: IPEDS Reminder – Spring Collection Closes in Four Weeks
March 14, 2018
Dear IPEDS Keyholder:
Although there are four weeks remaining in the Spring 2018 IPEDS data collection, please be aware that we are scheduled to close promptly on April 11, 2018. Currently, our records indicate that you have not completed and locked all surveys that are required of your institution for this Spring collection. All institutions are required to complete the Human Resources, Fall Enrollment, and Finance survey components; most institutions are required to complete the Academic Libraries component as well.
When you registered in the IPEDS Data Collection System (DCS), you identified yourself as a new keyholder. As such, we wanted to be sure to highlight a few things:
If you have not yet located and reviewed the blank forms and instructions for completing the surveys, please do so as soon as possible. Contact the IPEDS Help Desk if you need assistance with finding the correct forms.
If you are not the individual who will be completing the Spring surveys, please contact the individuals responsible for those surveys and provide them with the blank forms, instructions, and due date. Also, consider generating and assigning “proxy UserIDs” so that these individuals can access the DCS directly.
While we understand that you are busy with many other responsibilities, we would strongly encourage you to enter and lock your data as soon as possible. Just to let you know, the Help Desk tends to get very busy toward the end of the collection, especially the last few days, and it is harder to reach them. In order that they can answer any questions that you have, please do not wait until the last minute.
As you know, under Section 487(a)(17) of the Higher Education Act of 1965, as amended, completion of the IPEDS surveys is an integral part of your institution's Program Participation Agreement (PPA) with the Department of Education.
We will be sending additional email reminders on March 28th and April 4th. Also on March 28th, we will begin calling the CEOs of institutions where keyholders have not begun entering data.
The IPEDS web-based collection system is located at: http://surveys.nces.ed.gov/ipeds and if you have questions concerning accessing the system, or entering, editing, or locking your data, please contact the Help Desk at 1-877-225-2568, or ipedshelp@rti.org.
Please do not disregard this email! If you believe that you have received this message in error, please contact the Help Desk. Thank you in advance for your assistance in this important project.
Best regards,
Richard Reeves
Program Director
Integrated Postsecondary Education Data System
National Center for Education Statistics
Subject: IPEDS Thanks You for Early Response - <UnitID>
March 21, 2018
Dear Chief Executive:
The National Center of Education Statistics, part of the U.S. Department of Education, would like to extend its appreciation to your institution, and especially to your IPEDS Keyholder, <Keyholder name>. As of today (three weeks prior to the close of the Spring data collection), the required survey components for your institution, <Institution Name>, have been entered, edited, and locked (Please note that locking your data does not equal compliance. The data will be reviewed by NCES, and any inaccuracies will need to be addressed before your data are accepted.).
Because IPEDS is a very large data collection involving a large number of institutions, completing the surveys and locking them early during the collection period is extremely helpful. Providing IPEDS data is a major undertaking, and we want you to know that we truly appreciate the timely response. We hope that you will pass along our word of gratitude to your Keyholder, as he or she is the one who is typically charged with overseeing the successful data entry and completion of the mandatory IPEDS surveys.
Again, please accept our thanks to you and your staff for your important contributions to the success of IPEDS.
Sincerely,
Richard Reeves
Program Director
Integrated Postsecondary Education Data System
National Center for Education Statistics
CC: <Keyholder Name>
CEO Calls to Title IV Institutions - No Registered Keyholder
Guidelines and Script
Spring 2018
In an effort to get the remaining Title IV schools to register for IPEDS, beginning March 21, we will be making calls to those schools who have not registered. We have outlined some guidelines to follow when making these calls. Each of you will be getting a list of schools to work sorted by sector.
Goals of these calls:
Get the school to register for IPEDS as soon as possible and remind them of the deadline for IPEDS submission of April 11; or
Get a good reason for why the school should not be included in IPEDS
List of Sectors:
Central Office Administrative Unit
4-year public
4-year private, not-for-profit
4-year private, for-profit
2-year public
2-year private, not-for-profit
2-year private, for-profit
Less than 2-year public
Less than 2- year private, not-for-profit
Less than 2-year private, for-profit
(99) New Institution
Guidelines to follow for contacting CEOs:
Check Status of the school to see if it is still showing up as not registered. If they have registered since the list was generated, you do not need to call, but be sure to document why the call was NOT made.
CHECK COMMENTS THOROUGHLY to see if there is any reason for the school not being registered. If a reason is given, you may not need to call them. For example, if they called us and said that they are no longer Title-IV, and the incident is pending review by project staff, you do not need to make the call.
When you call the school, you will first ask to speak with the CEO (get his/her name from the Institution Identification page). If you cannot reach the CEO, please leave him/her a message but ALSO try to reach the Keyholder from last year (if there was one). Be sure to introduce yourself as being from the IPEDS help desk and state that you are following up regarding registration for the IPEDS data collection. An example script is shown below.
In rare cases, the CEO may give you a reason why they do not think they need to register or participate in IPEDS. Keep good notes and document them in the Help Desk Application (HDA) thoroughly, then contact a project staff person.
You MAY also get some schools that submit combined data. All schools need to submit their own IC, but other surveys can be combined, in specific situations. If the school is part of a parent-child relationship, but does not appear that way in the system, get the details of the arrangement so that we can set them up properly in the system.
Example script for contacting CEOs:
Hello, my name is ________, calling on behalf of the U.S. Department of Education concerning the IPEDS Spring Data Collection. May I speak with Dr./Mr./Ms (CEO NAME)?
IF CEO IS UNAVAILABLE:
May I leave a message for Dr./Mr./Ms (CEO NAME), or can you suggest a time at which I should call back?
LEAVE A MESSAGE THAT YOU CALLED AND ASK THAT THE CEO CALL THE IPEDS HOTLINE (877-225-2568) OR SET AN APPOINTMENT TO CALL BACK.
IF CEO IS AVAILABLE:
Hello Dr./Mr./Ms. (CEO NAME), I am calling concerning the IPEDS Spring Data Collection. In August and September, we sent letters to you requesting that you appoint a keyholder for IPEDS (Integrated Postsecondary Education Data System). Your keyholder has not registered for the current data collection, which opened in December. [IF there is an unregistered keyholder in the system, tell the CEO who that person is. If not, ask: Have you appointed a keyholder?]
IF YES:
We need for the keyholder to register and begin data collection immediately in order to meet the April 11th deadline for the Spring data collection. Would you be able to follow-up with the keyholder? Or if you prefer, you can give me the name and phone number of the keyholder and I will be happy to call them.
IF NO:
We need for you to appoint a keyholder immediately so they can register and begin data collection. The deadline for the collection is April 11th. If you could give me the name and phone number of that person now, I will be happy to call them and provide them with the ID and password necessary for them to register and begin data collection.
OBTAIN KEYHOLDER NAME AND PHONE NUMBER IF POSSIBLE AND FOLLOWUP WITH THAT PERSON.
ADDITIONAL INFORMATION IF NECESSARY:
According to Section 490 of the Higher Education Amendments of 1992, completion of the IPEDS surveys is an important part of your institution’s Program Participation Agreement (PPA) with the Department of Education and is mandatory for participation in federal student financial assistance programs.
Thank you very much for your time and cooperation.
Subject: IPEDS Reminder – Spring Collection Closes in Three Weeks
March 21, 2018
Dear IPEDS Keyholder:
There are three weeks remaining in the Spring 2018 IPEDS data collection, and we are scheduled to close promptly on April 11, 2018. During the Winter collection period you began (or completed) Human Resources (HR), Fall Enrollment (EF), Finance (F), and/or Academic Libraries (AL) components. However, our records indicate that you have not entered any information recently, and that you have not locked all the required surveys that are being conducted this Spring. All four survey components, if applicable to your institution, are required to be completed and locked prior to the end of the Spring collection.
While we understand that you are busy with many other responsibilities, we would strongly encourage you to enter and lock your data as soon as possible. As you know, under Section 487(a)(17) of the Higher Education Act of 1965, as amended, completion of the IPEDS surveys is an integral part of your institution's Program Participation Agreement (PPA) with the Department of Education.
We will be sending additional email reminders on March 28 and April 4. Also on March 28, we will begin calling the CEOs of institutions where keyholders have not yet begun entering data.
The IPEDS web-based collection system is located at: http://surveys.nces.ed.gov/ipeds and if you have questions concerning accessing the system, or entering, editing, or locking your data, please contact the Help Desk at 1-877-225-2568, or ipedshelp@rti.org.
Please do not disregard this email! If you believe that you have received this message in error, please contact the Help Desk. Thank you in advance for your assistance in this important project.
Best regards,
Richard Reeves
Program Director
Integrated Postsecondary Education Data System
National Center for Education Statistics
“NO DATA” Script: Keyholder/CEO Calls to Registered
Title IV Institutions with no survey data entered
Spring 2018 Collection
Guidelines and Script
In an effort to get the remaining Title IV schools to enter their IPEDS data, beginning March 28th, we will be making calls to those schools that have not entered any survey data for their required Spring surveys: Human Resources (HR), Enrollment (EF), Finance (F), and Academic Libraries (AL). Outlined below are guidelines to follow when making these calls. Each of you will be getting a list of schools assigned to you in the Help Desk Application (HDA).
Goals of these calls:
Get the school to begin data entry as soon as possible and remind them of the deadline for Spring IPEDS submission of April 11; or
Get a good reason for why the school should not be included in IPEDS.
ALL calls must be thoroughly documented in the call log in the HDA.
Guidelines to follow for contacting keyholder and/or CEOs:
Institutions will be assigned in the HDA, thus any institution showing up in the call list currently has not begun entering data for their surveys (i.e. status of “NO DATA” or “No-Data”). Schools will automatically be removed from the list once they have started entering data.
The first round of reminder calls apply ONLY to schools that have not started ANY of their Spring surveys. A second round of calls will be assigned later for institutions that may have started (or completed) HR, EF, F, or AL during the Winter, but have not done any data entry during the Spring collection.
CHECK HDA COMMENTS THOROUGHLY to see if there is any reason for the school not making progress. If a valid reason is given, you do not need to call them (e.g. we are determining if they are still Title-IV eligible). However, enter a comment explaining that you reviewed the comments and explaining WHY you are not calling.
When you call the school, you will ask to speak FIRST with the keyholder (KH). If the keyholder is no longer employed there, or is unavailable, then you will ask to speak with the CEO.
The Keyholder name and phone number can be located in the HDA (contacts screen) or in the collection system (DCS) on the “user” screen,
The CEO name and phone number is located in the DCS in the “Institution Identification” screen.
Be sure to introduce yourself as being from the IPEDS helpdesk and state that you are following up regarding data entry for the IPEDS Spring data collection. An example script is included below.
The keyholder or CEO may give you a reason why they do not think they need to participate in IPEDS. There should, however, be VERY few acceptable reasons. If they try to give you such a reason, please keep good notes and CONTACT Amy, Jennifer, Logan or Jamie
If the KH or CEO says that the data are being combined with another school, or that the school has closed, seek help from a Team Leader or Project Staff to determine how to handle the specific situation.
Although you will only be calling schools with Keyholders, you should note that there are also users called “coordinators” and they have a later deadline of April 25th. If someone tells you that their deadline is April 25th, seek help from a colleague to make sure the user is really a coordinator.
Keyholder UserIDs start with “P” or “88G.” Any other IDs (starting with a 2-digit number) are “coordinator” users.
Example script for contacting Keyholders and CEOs:
First, try to contact the Keyholder:
Hello, my name is ________, calling on behalf of the U.S. Department of Education concerning the IPEDS Spring Data Collection. May I speak with Dr./Mr./Ms (Keyholder NAME)?
IF keyholder IS UNAVAILABLE:
May I leave a message for Dr./Mr./Ms (NAME), or can you suggest a time at which I should call back? (Or if you have already made 2-3 call attempts:) Is there someone else I can talk to about the IPEDS Spring data collection?
LEAVE A MESSAGE THAT YOU CALLED AND ASK THAT THE Keyholder/CEO CALL THE IPEDS Help Desk (877-225-2568) OR SET AN APPOINTMENT TO CALL BACK.
IF Keyholder is available:
Hello Dr./Mr./Ms. (KH NAME), I am calling concerning the IPEDS Spring Data Collection. As of today, we see that you have not yet begun entering data for the required Spring surveys. We wanted to make sure you were aware of the April 11 deadline. Is there anything I can help you with to assure that you are able to meet this deadline?
(If “NO”): Please remember that the deadline for entering your data is April 11 and that participation is mandatory for schools that participate in Title IV student financial aid programs. Thank you very much and have a nice day.
(If “YES”) Answer any questions they may have.
If keyholder is unavailable, try to contact the CEO.
Hello, my name is ________, calling for the U.S. Department of Education concerning the IPEDS Spring Data Collection. May I speak with Dr./Mr./Ms (CEO NAME)?
IF CEO IS UNAVAILABLE:
May I leave a message for Dr./Mr./Ms (NAME), or can you suggest a time at which I should call back? (Or if you have already made 2-3 call attempts:) Or is there someone else I can talk to about the Spring data collection?
LEAVE A MESSAGE THAT YOU CALLED AND ASK THAT THE CEO CALL THE IPEDS Help Desk (877-225-2568) OR SET AN APPOINTMENT TO CALL BACK.
IF CEO IS AVAILABLE:
Hello Dr./Mr./Ms. (CEO NAME), I am calling concerning the IPEDS Spring Data Collection. As of today, your school has not yet begun entering data for the required surveys. We wanted to make sure you are aware of the April 11 deadline. I tried contacting your keyholder, Dr/Mr/Ms (KH Name), but was unable to reach him/her.
We would very much appreciate your help because the surveys must be completed by April 11 and are mandatory for schools that participate in Title IV student financial aid programs.
Is there anything I can help you with to assure that you are able to meet the April 11 deadline?
(If “NO”): Then thank you very much for reminding your keyholder, and have a nice day.
(If “YES”) Answer any questions they may have.
IF CEO THINKS SCHOOL IS OUT OF SCOPE FOR IPEDS, OBTAIN REASON AND RECORD DETAILS. Contact Amy, Jennifer, Logan or Jamie with this information.
ADDITIONAL INFORMATION IF NECESSARY:
According to Section 490 of the Higher Education Amendments of 1992, completion of the IPEDS surveys is an important part of your institution’s Program Participation Agreement (PPA) with the Department of Education and is mandatory for participation in federal student financial assistance programs.
Thank you very much for your time and cooperation.
Subject: IPEDS Reminder – Spring Collection Closes in Two Weeks
March 28, 2018
Dear IPEDS Keyholder:
The Spring 2018 IPEDS data collection is scheduled to close in just two weeks, on April 11. Currently, our records indicate that you have not yet locked the required surveys that are being conducted this Spring.
All institutions are required to complete the Human Resources (HR), Enrollment (EF) Finance (F), and Academic Libraries (AL) components.
Please remember that you must lock each survey component for it to be considered a response. Use the "Am I Done?" feature to confirm that your required surveys are locked.
While we understand that you are busy with many other responsibilities, we would strongly encourage you to enter and lock your data as soon as possible. Section 487(a)(17) of the Higher Education Act of 1965, as amended, requires that, as a condition of continued participation in the federal student aid programs, all institutions must complete the IPEDS surveys.
The
office of Federal Student Aid has provided the following warning to
institutions that did not provide data during recent IPEDS
collections: "We want to stress that compliance with these
reporting requirements is an important obligation for all schools
that participate in the federal student aid programs... An
institution's failure to complete and submit these surveys is
considered a serious violation of its obligations under the HEA and
the regulations."
At
this time, the Help Desk is beginning to call the CEOs of Title IV
institutions that have not yet begun entering any data. In order to
avoid receiving such a call, please begin entering your data as soon
as possible. Following today's email reminder, we will send one
additional email reminder, on April 4, to ensure your compliance with
the collection deadline date of April 11, 2018.
The data collection website is located at http://surveys.nces.ed.gov/ipeds. If you have questions concerning accessing the system, or entering, editing, or locking your data, please contact the Help Desk at 1-877-225-2568, or ipedshelp@rti.org. The help desk will operate extended hours starting April 2 and continuing through the end of the collection on April 11 as follows: Weekdays 8:30am to 8:00pm, and Saturday (April 7) 9:30am to 6:00pm and Sunday (April 8) 1:30pm to 6:00pm, all times are Eastern.
Thank you in advance for your assistance in this important project.
Sincerely,
Richard Reeves
Program Director
Integrated Postsecondary Education Data System
National Center for Education Statistics
New Keyholder Script: Keyholder Calls to Registered
Title IV Institutions with a new Keyholder and all surveys not locked
Spring 2018 Collection
Guidelines and Script
In recent years, new* keyholders have been most at risk for failing to complete all required surveys by the collection deadline. To better target these less experienced keyholders, we will be contacting them if all required surveys are not locked as of two weeks remaining in the collection.
*New keyholders are self-identified by selecting the “New Keyholder” radio button at the time of their registration in the IPEDS collection system.
Beginning March 28th, we will be making calls to new keyholders if they haven’t yet locked all surveys. Guidelines for conducting these calls are outlined below. Call assignments will be made within the Help Desk Application (HDA).
Goals of these calls:
Confirm that the new keyholder is aware of the Spring IPEDS submission of April 11th;
Confirm that the new keyholder is aware of all surveys required during the Spring collection;
Offer assistance, if needed, to assist the keyholder in completing and locking the surveys.
ALL calls must be thoroughly documented in the call log in the HDA.
Guidelines to follow for contacting the keyholder:
Check Status of the school in the Data Collection System (DCS) to determine if the school is still not yet complete (i.e. status other than “locked” or “complete” for the Human Resources (HR), Enrollment (EF), Finance (F), and Academic Libraries (AL) surveys).
If they have completed entering data (i.e. “locked,” or “complete” as the status for ALL of the above surveys) since the time that list was generated they do NOT need to be called, but document this reason in the call log when resolving the incident.
CHECK HDA COMMENTS THOROUGHLY to see if there is any reason for the school not making progress, or if the Keyholder has already been in contact with the help desk to seek assistance.
When you call the school, you will ask to speak with the keyholder (KH). If the keyholder is no longer employed there, or is unavailable, then you will ask to speak with the CEO.
The Keyholder name and phone number can be located in the HDA (contacts screen) or in the collection system (DCS) on the “user” screen,
Be sure to introduce yourself as being from the IPEDS helpdesk and state that you are following up regarding data entry for the IPEDS Spring data collection. An example script is included below.
Although you will only be calling schools with Keyholders, you should note that there are also users called “coordinators” and they have a later deadline of April 25th. If someone tells you that their deadline is April 25th, seek help from a colleague to determine if the user is actually a coordinator. Keyholder UserIDs start with “P” or “88G.” Any other IDs (starting with a 2-digit number) are “coordinator” users.
Example script for contacting Keyholders:
Hello, my name is ________, calling on behalf of the U.S. Department of Education concerning the IPEDS Spring Data Collection. May I speak with Dr./Mr./Ms (Keyholder NAME)?
IF keyholder IS UNAVAILABLE:
May I leave a message for Dr./Mr./Ms (NAME), or can you suggest a time at which I should call back?
LEAVE A MESSAGE THAT YOU CALLED AND ASK THAT THE Keyholder CALL THE IPEDS Help Desk (877-225-2568) OR SET AN APPOINTMENT TO CALL BACK.
IF Keyholder is available:
Hello Dr./Mr./Ms. (KH NAME), I am calling concerning the IPEDS Spring Data Collection. ***Please note that all calls from the Help Desk may be monitored for quality control purposes*** Because you have identified yourself as a new keyholder, we are contacting you as a courtesy to make sure you are aware of the April 11th deadline for submitting Spring data.
Are you aware that your institution has surveys due by April 11th, which includes Human Resources (HR), Enrollment (EF), Finance (F), and Academic Libraries (AL)?
Are you the individual who will be completing the Spring surveys?
(If NO: Have you contacted the individuals responsible for those surveys and provided the blank forms, instructions, and due dates?)
(If YES: Have you located the blank forms and instructions for completing the surveys?)
Is there anything I can help you with to assure that you are able to meet this deadline? (If “YES”) Answer any questions they may have.
Please keep the Help Desk phone number handy in case you have questions that we can assist you with. Do you need the phone number?
(If “YES”) Provide phone number and email address.
We also wanted to encourage you to complete the surveys as soon as possible. Just to let you know, the Help Desk tends to get very busy toward the end of the collection, especially the last few days, and it is harder to reach us. In order that we can answer any questions that you have, please do not wait until the last minute.
Thank you for your time, and have a nice day.
*** A checkbox has been added in HDA. Once the script has been read, indicating that the call may be monitored for quality control purposes, the box should be checked, and this part of the script does not need to be read during future calls to the school.
**Note: The CEO will be copied on this email IF the institution is on the “special call” list having missed a collection deadline during the prior 2 collection years.
Subject: IPEDS Reminder – Spring Collection Closes in One Week
April 4, 2018
Dear IPEDS Keyholder:
The Spring 2018 IPEDS data collection will close in one week, on April 11, 2018. As of today, your institution has not completed all surveys that are required this Spring.
Please do NOT ignore this email but if you feel you have received it in error, call the Help Desk at 1-877-225-2568.
Once the collection closes to keyholders on Wednesday, April 11, 2018, at midnight Pacific Time, you will not be able to submit, edit, or lock data and NO extensions can be granted. Please remember that each survey component must be locked to be considered a response.
If you have not locked the required IPEDS survey components by April 11, your institution will be referred to the office of Federal Student Aid for appropriate action. Section 487(a)(17) of the Higher Education Act of 1965, as amended, requires that, as a condition of continued participation in the federal student aid programs, all institutions must complete the IPEDS surveys. Title IV, HEA program regulations 34 CFR 668.84, 668.85, and 668.86 permit a fine of up to $35,000 for each violation.
The data collection system is located at: http://surveys.nces.ed.gov/ipeds. If you have questions concerning accessing the system, or entering, editing, or locking your data, please contact the Help Desk at 1-877-225-2568, or ipedshelp@rti.org. The help desk will operate extended hours starting April 2 and continuing through the end of the collection on April 11 as follows: Weekdays 8:30am to 8:00pm, and Saturday (April 7) 9:30am to 6:00pm and Sunday (April 8) 1:30pm to 6:00pm, all times are Eastern.
Thank you in advance for your assistance in this important project.
Sincerely,
Ross C. Santy
Associate Commissioner
Administrative Data Division
National Center for Education Statistics
Subject: IPEDS Registration Confirmation - <UnitID>
User name: <UserName>
User ID: <UserID>
Institution name: <institution_name>
Thank you for completing the registration process for the IPEDS 2017-18 data collection.
The schedule for the 2017-18 data collection is as follows:
Fall 2017: September 6, 2017 – October 18, 2017
Winter 2017-18: December 13, 2017 – February 14, 2018
Spring 2018: December 13, 2017 – April 11, 2018
You can get more information about the data collection at http://nces.ed.gov/ipeds, including survey forms, instructions, import specifications, and more. Please call the Help Desk if you have questions or problems.
IPEDS Help Desk
Toll Free 1-877-225-2568
ipedshelp@rti.org
Subject: IPEDS Locking Confirmation for <survey name> – <UnitID>
The survey component data for <survey name> for INSTITUTION: <UnitID> - <institution name> was locked on <date>. The U.S. Department of Education's National Center for Education Statistics would like to thank you for your participation in the 2017-18 IPEDS data collection. Please be sure to lock all applicable surveys for this collection period.
Please note that locking your data does not equal compliance. The data will be reviewed by NCES, and any inaccuracies will need to be addressed before your data are accepted.
If you have any questions about your institution’s reporting requirements, please contact the IPEDS Help Desk at 1-877-225-2568 or ipedshelp@rti.org.
IPEDS Help Desk
Toll Free 1-877-225-2568
ipedshelp@rti.org
Subject: IPEDS Survey Ready to be Locked: <Survey_Name> - <UnitID>
Dear IPEDS Coordinator: You now have lock access to <survey_name> for the institution: <Inst_name> (<UnitID>).
IPEDS Help Desk
Toll Free 1-877-225-2568
ipedshelp@rti.org
Subject: IPEDS UserID
Reminder
Your User ID for the IPEDS Data Collection System is listed below. Please keep it in a secure place. If you also requested your password, for security purposes it will be sent in a separate email.
User ID: <UserID>
The IPEDS data collection system is located at: https://surveys.nces.ed.gov/ipeds/
IPEDS Help Desk
Toll Free 1-877-225-2568
ipedshelp@rti.org
Subject: IPEDS Password
Reminder
Your Password for the IPEDS Data Collection System is listed below. Please keep it in a secure place.
If you also requested your UserID, for security purposes it will be sent in a separate email.
Password: <Password>
The IPEDS data collection system is located at: https://surveys.nces.ed.gov/ipeds/
IPEDS Help Desk
Toll Free 1-877-225-2568
ipedshelp@rti.org
File Type | application/vnd.openxmlformats-officedocument.wordprocessingml.document |
File Title | IPEDS Data Collection |
Author | isaac |
File Modified | 0000-00-00 |
File Created | 2021-01-22 |