MEMORANDUM
DATE: July 3, 2018
TO: Robert Sivinski
Office of Information and Regulatory Affairs, Office of Management and Budget
FROM: Richard Reeves
Chief, Postsecondary Branch, Administrative Data Division, National Center for Education Statistics
THROUGH: Kashka Kubzdela
OMB Liaison, National Center for Education Statistics
SUBJECT: Integrated Postsecondary Education Data System (IPEDS) 2018-19 through 2019-20 FAQs Change Request (OMB# 1850-0582 v.23)
The Integrated Postsecondary Education Data System (IPEDS) is a web-based data collection system designed to collect basic data from all postsecondary institutions in the United States and the other jurisdictions. IPEDS enables the National Center for Education Statistics (NCES) to report on key dimensions of postsecondary education such as student enrollment, degrees and other awards earned, tuition and fees, average net price, student financial aid, graduation rates, revenues and expenditures, faculty salaries, staff employed, and information on academic libraries. The IPEDS web-based data collection system was implemented in 2000-01 and collects basic data from approximately 7,300 postsecondary institutions in the United States and the other jurisdictions that are eligible to participate in Title IV Federal financial aid programs. All Title IV institutions are required to respond to IPEDS (Section 490 of the Higher Education Amendments of 1992 (HEA, P.L. 102-325)). IPEDS allows other (non-title IV) institutions to participate on a voluntary basis. Approximately 200 institutions elect to respond. IPEDS data are available to the public through the IPEDS website. IPEDS 2017-18 through 2019-20 annual data collection was approved by the Office of Management and Budget (OMB) in February 2017 with the latest change request approved in August 2017 (OMB# 1850-0582 v.20-22). This request is to make changes in IPEDS data collection materials so as to clarify online instructions, frequently asked questions, and data collection screens, and to provide the final version of the IPEDS communication materials and the IPEDS New Keyholder Handbook for the 2018-19 administration.
NCES regularly receives feedback from the IPEDS reporting community on areas that require clarification. Clarification changes will be made to the following IPEDS collections beginning with the 2018-19 administration: Academic Libraries, Admissions, Fall Enrollment, Finance (for GASB forms), Human Resources, Outcome Measures, and Student Financial Aid. The revisions made to IPEDS survey components are listed in Table 1. One of the revisions made in the Human Resources component was an update to the Standard Occupational Classification (SOC) codes to reflect the newly revised 2018 SOC codes. The details of the SOC code edits in IPEDS are provided in Table 2. This request does not introduce any changes to respondent burden or to the cost to the federal government.
Table 1. Detailed changes to IPEDS Survey Components and IPEDS Keyholder Handbook
Survey component/Other |
Changed
instruction/FAQ/screen (where applicable; additions in red,
deletions with |
Change
type (addition/
|
Academic Libraries |
Deleted
FAQ. |
Deletion. No longer necessary. |
Academic Libraries |
Reworded
2015-16 FAQ. Are music sheets collected? |
Rewording. For clarification. |
Academic Libraries |
New
FAQ: Our
institution now has a Library and Learning Center, instead of a
standalone Library, which is comprised of a library, tutoring, a
writing center, and computer labs. Should we answer for the
entire facility or just the library component? |
Addition. For clarification. |
Academic Libraries |
Reworded “Notes for Library Consortia” in instruction.
A library consortium is any local, statewide, regional, or interstate cooperative association of libraries that provides for the systematic and effective coordination of the resources of schools, public, academic, and special libraries and information centers, for improving services to the clientele of such libraries. (U.S. Code of Federal Regulations, Sect. 54.500) The purpose of library consortia can include:
A library consortium can be multitype, almost any type of library can participate (e.g. public libraries). For IPEDS purposes, academic libraries that share an administrative unit are NOT considered a consortium (see definition of branch and independent libraries). There are two cases of consortium: one in which members share ALL library resources or one in which they share PARTIAL resources. Refer below for specific instructions in each case. |
Rewording. For clarification. |
Academic Libraries |
New FAQ: If an institution’s academic library is in a consortium with a public library, can their shared resources be included in the Academic Library survey? A library consortium can be multitype, almost any type of library can participate (e.g. public libraries). However, for their shared items to be included on the Academic Library survey, the items have to be cataloged and/or searchable through the library catalog or discovery system. |
Addition. For clarification. |
Academic Libraries |
Reworded instruction to clarify how to include periodical microforms. Physical Serials – Report the number of physical serial titles that are accessible through the library’s catalog or discovery system. A serial is a publication in any medium issued in successive parts bearing numerical or chronological designations and intended to be continued indefinitely. This definition includes, in any physical format, periodicals, serial titles on microform, newspapers, and annuals (reports, yearbooks, etc.); the journals, memoirs, proceedings, transactions, etc. of societies; and numbered monographic series. Report serial titles, not subscriptions. If possible, report the count of only those de-duplicated or otherwise unique serial titles searchable through the library’s catalog or discovery system. If possible, do not include earlier title changes; however, do not worry about removing them if it is not possible/feasible. |
Rewording. For clarification. |
Academic Libraries |
New FAQ: How do you report serial titles on microform? Report non-serial microform titles in physical media, and serial titles on microform under physical serials. If the library cannot determine if a microform title is a serial or not, then report it under physical media |
Addition. For clarification. |
Admissions |
Reworded
instruction.
Institutions operating on a calendar that differs by program or that enrolls students on a continuous basis (referred to as program reporters) report admissions data:
|
Rewording. For clarification. |
Admissions |
Reworded instruction. ADM is only applicable to first-time degree/certificate-seeking undergraduate students; do not include other students in the number of applicants, number of admits, and number (of admitted) that enrolled.
For the number (of admitted) that enrolled, include all students enrolled for credit after the official drop date. Exclude students who are not enrolled for credit. For example, exclude: • Students enrolled exclusively in courses that cannot be applied towards a formal award • Students enrolled only in ESL programs (programs comprised exclusively of ESL courses) • Students enrolled exclusively in Continuing Education Units (CEUs) • Students exclusively auditing classes • Any student studying abroad (e.g., at a foreign university) if their enrollment at the 'home' institution serves as an administrative record • Students enrolled in any branch campus located in a foreign country Only include levels (full-time, part-time) that you indicated were offered in the IC Header. If you made an error in the IC Header, please call the IPEDS Help Desk and correct your error. |
Rewording. For clarification. |
Fall Enrollment |
Reworded
instruction. In line F14, report the number of administrators or
other staff NOT reported to IPEDS as instructors (and therefore
not included in the |
Rewording. For consistency with HR component. |
Fall Enrollment |
Adding to instructions regarding inclusion of Graduate Students, degree- and non-degree-seeking students. Who to Include Include all students enrolled for credit (enrolled in instructional activity, courses or programs, that can be applied towards the requirements for a postsecondary degree, diploma, certificate, or other formal award), regardless of whether or not they are seeking a degree or certificate. This includes:
|
Addition. For clarification. |
Fall Enrollment |
Reworded
instruction. Enrolled in |
Rewording. For clarification |
Finance |
Revise FAQ #18 for Public GASB institutions: What are the impacts of GASB Statement 68 on IPEDS finance reporting? Are all institutions affected?
GASB Statement 68 will likely impact liabilities, expenses, resource deferrals, and ultimately net position for public institutions or higher education systems that participate in their state’s defined benefit plan (agent or cost sharing), or have their own plan. These institutions are advised: • In
Part C-1, to allocate the pension and related expenses • In Part C-2, to allocate the pension and related expenses to the benefits expense category, as reported on their GPFS. • In Part M, to report pension expenses, liabilities (or assets), and/or deferrals related to pension as was recognized as a result of implementation of Statement 68. Note that if your institution fits any of the following criteria, there is no direct GASB 68 impact and you would NOT be required to report Part M: • If your public institution does not have a defined pension benefit plan • If your public institution is part of a higher education system and the system reflects the pension expense and liability (and does not allocate the expense and liability to the individual institutions) • If your institution is a branch campus that did not have pension expense and liabilities allocated to it • If your institution is part of a special funding situation and additional unfunded pension expense, liability, or deferral are reported elsewhere |
Rewording to clarify allocation method |
Finance |
New FAQ for Public GASB institutions addressing a new accounting standard, GASB Statement 75: What are the impacts of GASB Statement 75 on IPEDS finance reporting? Are all institutions affected?
GASB Statement 75 will likely impact liabilities, expenses, resource deferrals, and ultimately net position for public institutions or higher education systems that participate in their state’s postemployment benefit plan, or have their own plan. These institutions are advised:
Note for institutions that were early implementers of GASB 74/75: Disregard the first bullet above.
Note for institutions with jointly audited financial statements: In the case where the system office absorbs all the OPEB liabilities, expenses, and deferrals for the campuses; only the system office should include the OPEB liabilities/assets, deferrals, and expenses in its IPEDS reporting. In the case where the institution shares an audited financial statement with another entity (e.g., with district, high school, hospital, etc.), the institution should report only its proportionate share of the OPEB expense, liability, and deferrals. |
Addition for clarification because general accounting standard was revised. |
Finance |
Revised instructions for GASB forms to provide clarification for new general accounting standard.
Part C-1: Expenses and Other Deductions: Functional Classification As
a result of the implementation of GASB Statement No. 68 and
75,
"Accounting and Financial Reporting for Pensions," and
“Accounting and Financial Reporting for Postemployment
Benefits Other than Line 14 - Other functional expenses and deductions - This amount is generated by taking the total of line 19 and deducting the total of lines 01 through 13. Pension and OPEB expenses as recognized by GASB 68 and 75 should be allocated to this category.
Part C-2: Expenses and Other Deductions: Natural Classification Line
19-3, Benefits - Enter the total amount of benefits expenses
incurred. As
a result of the implementation of GASB Statement No. 68 and 75,
"Accounting and Financial Reporting for Pensions," and
“Accounting and Financial Reporting for Postemployment
Benefits Other than Pensions (OPEB),” public institutions
with defined pension and postemployment benefit plans will be
required to report an actuarially based pension and OPEB
liability and related pension expenses and deferrals in their
GPFS. The pension and OPEB expense that is recognized by GASB 68
and 75, as reported on the GPFS, should be |
Rewording. For clarification. |
Finance |
Revise instructions for line 24 and 25 of the revenues section for Public GASB institutions: 24 – Total other revenues and additions — This generated amount should be the total of all revenue and additions included in the GPFS below the line on the Statement of Revenues, Expenses, and Changes in Net Position for “income before other revenues, expenses, gains, and losses.” There may be more than one figure in your own GPFS and thus it may be necessary to combine the revenues and additions reported in this category. 25
– Total all revenues and other additions —
Report
the total of all revenues, including operating, nonoperating, and
other revenues and additions from the Statement of Revenues,
Expenses, and Changes in Net Position. This
amount |
Rewording to clarify what’s automatically generated and what is reported. |
Finance |
Revise glossary definition for “net income” to better clarify:
Net income: The final figure in the income statement when revenues exceed expenses. For for-profit institutions, this figure is net of gains and losses. |
Rewording for clarification. |
Human Resources |
New FAQ: Do I report new hires who are no longer on the payroll as of November 1, 2018 in Human Resources component? Although you are required to report employees on the payroll as of November 1, 2018, you report new hires for a full 12-month period (November 1, 2017 through October 31, 2018), whether or not the new hires were still on the payroll as of November 1, 2018. |
Addition. For clarification. |
Human Resources |
Who to Include in this Report
|
Rewording. For clarification. |
Human Resources |
Updated/Reworded 2010 SOC Occupational Codes to reflect the Updated 2018 SOC Occupational Codes. See attachment labeled: “SOC Code 2018 Update.” |
Rewording. Updated to reflect new 2018 SOC Occupational Codes. |
Human Resources |
New FAQ: What is the difference between “with/without faculty status” and “academic rank/no academic rank?” The difference is that “faculty status” and “without faculty status” applies to both instructional and non-instructional staff, while “academic rank” and “no academic” rank only applies to instructional staff. |
Addition. For clarification. |
Outcome Measures |
Combine FAQ #10 and FAQ #11 into one FAQ #10 and renumber subsequent FAQs. FAQ
#10)
|
Combining/rewording. For clarification. |
Outcome Measures |
Add to instructions of each status point screen (4-year, 6-year, and 8-year):
Report the highest award earned for each degree/certificate-seeking student for each status point (i.e., report each student’s highest award for each status point). |
Addition. To remind institutions of requirement. |
Outcome Measures |
Screen label update for the last column on the 8-year status point screen:
Percent
of adjusted cohort that did not receive an award, but are still
enrolled at your institution |
Rewording. For clarification. |
Outcome Measures |
Delete the phrase “Awards are mutually exclusive within each OM status points.” which appear three times in section II., III., and IV. of instructions because “mutually exclusive” as a phrase is confusing.
II. Award Status at Four Years For
each subcohort of degree/certificate-seeking undergraduate
students, report the number of students that received an award by
four years after entering your institution.
III. Award Status at Six Years For
each subcohort of degree/certificate-seeking undergraduate
students, report the number of students that received an award by
six years after entering your institution.
IV. Award and Enrollment Status at Eight Years A. Award Status at Eight Years After Entry For
each subcohort of degree/certificate-seeking undergraduate
students, report the number of students that received an award by
eight years after entering your institution. |
Deletion. To reduce confusion. |
Student Financial Aid |
Add to the “What NOT to Include” section. Do not report student counts or aid amounts for the following:
Do not report Federal Work Study amounts into any total aid amounts. Do not report loans that are made to someone other than the student. Do not report military/veterans aid in Section 1. Such aid is ONLY reported in Section 2. Do not include ROTC aid, which are also excluded from EFA calculations, in any total aid amounts. |
Addition. For clarification. |
Student Financial Aid |
New FAQ: The institution awards grants funded by an affiliated foundation. How should these grants be reported? If the foundation’s mission is to benefit the institution, then: (1) those portions of the foundation-funded grants where the institution designates the recipient should be reported as institutional grants; and (2) those portions of the foundation-funded grants where the foundation designates the recipient should be reported as private grants. All grants funded by foundations with missions other than to benefit the institution should be reported as private grants. |
Addition. For clarification. |
Student Financial Aid |
Revised veteran screen column texts. Column
4: Total dollar amount of benefits/assistance Column
5: Average dollar amount of benefits/assistance |
Rewording. Old wording was incorrect. |
Table 2. Detailed changes to the Standard Occupational Classification (SOC) occupational codes in the Human Resources (HR) component of IPEDS
2018-19 IPEDS HR Occupational Categories |
(OLD) 2010 SOC Occupational Categories |
(NEW) 2018 SOC Occupational Categories |
Education, Training, and Library Occupations |
|
25-0000 Educational Instruction and Library Occupations |
Education Occupations
|
25-1000 Postsecondary Teachers |
25-1000 Postsecondary Teachers |
Library and Instructional Support Occupations
|
25-4000 Librarians, Curators, and Archivists 25-4010 Archivists, Curators, and Museum Technicians
25-4030 Library Technicians 25-2000 Preschool, Primary, Secondary, and Special Education School Teachers 25-3000 Other Teachers and Instructors 25-9000 Other Education, Training, and Library Occupations |
25-4000 Librarians, Curators, and Archivists 25-4010 Archivists, Curators, and Museum Technicians 25-4020 Librarians and Media Collections Specialists 25-4030 Library Technicians 25-2000 Preschool, Elementary, Middle, Secondary, and Special Education Teachers 25-3000 Other Teachers and Instructors 25-9000 Other Educational Instruction and Library Occupations |
Other Occupations |
|
|
Management Occupations |
11-0000 Management Occupations |
11-0000 Management Occupation |
Business and Financial Operations Occupations |
13-0000 Business and Financial Operations Occupations |
13-0000 Business and Financial Operations Occupations |
Computer, Engineering, and Science Occupations |
15-0000 Computer and Mathematical Occupations 17-0000 Architecture and Engineering Occupations 19-0000 Life, Physical, and Social Science Occupations |
15-0000 Computer and Mathematical Occupations 17-0000 Architecture and Engineering Occupations 19-0000 Life, Physical, and Social Science Occupations |
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations |
21-0000 Community and Social Service Occupations 23-0000 Legal Occupations 27-0000 Arts, Design, Entertainment, Sports, and Media Occupations |
21-0000 Community and Social Service Occupations 23-0000 Legal Occupations 27-0000 Arts, Design, Entertainment, Sports, and Media Occupations |
Healthcare Practitioners and Technical Occupations |
29-0000 Healthcare Practitioners and Technical Occupations |
29-0000 Healthcare Practitioners and Technical Occupations |
Service Occupations |
31-0000 Healthcare Support Occupations 33-0000 Protective Service Occupations 35-0000 Food Preparation and Serving Related Occupations 37-0000 Building and Grounds Cleaning and Maintenance Occupations 39-0000 Personal Care and Service Occupations |
31-0000 Healthcare Support Occupations 33-0000 Protective Service Occupations 35-0000 Food Preparation and Serving Related Occupations 37-0000 Building and Grounds Cleaning and Maintenance Occupations 39-0000 Personal Care and Service Occupations |
Sales and Related Occupations |
41-0000 Sales and Related Occupations |
41-0000 Sales and Related Occupations |
Office and Administrative Support Occupations |
43-0000 Office and Administrative Support Occupations |
43-0000 Office and Administrative Support Occupations |
Natural Resources, Construction, and Maintenance Occupations |
45-0000 Farming, Fishing, and Forestry Occupations 47-0000 Construction and Extraction Occupations 49-0000 Installation, Maintenance, and Repair Occupations |
45-0000 Farming, Fishing, and Forestry Occupations 47-0000 Construction and Extraction Occupations 49-0000 Installation, Maintenance, and Repair Occupations |
Production, Transportation, and Material Moving Occupations |
51-0000 Production Occupations 53-0000 Transportation and Material Moving Occupations |
51-0000 Production Occupations 53-0000 Transportation and Material Moving Occupations |
Not applicable to HR Survey (Military Specific Occupations are not reported in the IPEDS HR survey) |
55-0000 Military Specific Occupations |
55-0000 Military Specific Occupations |
Graduate Assistants |
|
|
Graduate Assistants - Teaching |
|
25-9044 Teaching Assistants, Postsecondary |
Graduate Assistants - Research |
There is no single SOC Code associated with this IPEDS Occupational Category |
There is no single SOC Code associated with this IPEDS Occupational Category |
Graduate Assistants - Other |
25-4000 Librarians, Curators, and Archivists 25-4010 Archivists, Curators, and Museum Technicians 25-4020 Librarians 25-4030 Library Technicians 25-2000 Preschool, Primary, Secondary, and Special Education School Teachers 25-3000 Other Teachers and Instructors 25-9000 Other Education, Training, and Library Occupations 11-0000 Management Occupations 13-0000 Business and Financial Operations Occupations 15-0000 Computer and Mathematical Occupations 17-0000 Architecture and Engineering Occupations 19-0000 Life, Physical, and Social Science Occupations 21-0000 Community and Social Service Occupations 23-0000 Legal Occupations 27-0000 Arts, Design, Entertainment, Sports, and Media Occupations 29-0000 Healthcare Practitioners and Technical Occupations |
25-4000 Librarians, Curators, and Archivists 25-4010 Archivists, Curators, and Museum Technicians 25-4020 Librarians and Media Collections Specialists 25-4030 Library Technicians 25-2000 Preschool, Elementary, Middle, Secondary, and Special Education Teachers 25-3000 Other Teachers and Instructors 25-9000 Other Educational Instruction and Library Occupations 11-0000 Management Occupations 13-0000 Business and Financial Operations Occupations 15-0000 Computer and Mathematical Occupations 17-0000 Architecture and Engineering Occupations 19-0000 Life, Physical, and Social Science Occupations 21-0000 Community and Social Service Occupations 23-0000 Legal Occupations 27-0000 Arts, Design, Entertainment, Sports, and Media Occupations 29-0000 Healthcare Practitioners and Technical Occupations |
Graduate Assistants in occupational categories other than those listed above are not reported in the HR Survey |
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File Type | application/vnd.openxmlformats-officedocument.wordprocessingml.document |
File Title | Executive Summary |
Author | Sharon Nelson |
File Modified | 0000-00-00 |
File Created | 2021-01-20 |