This link opens the Institutional Research Student Data Records window for the selected Snapshot.

When you click the Delete Selected Snapshot button and if the Snapshot is locked, you are not allowed to delete student data records for this Snapshot but you can delete the Snapshot's parameters from the IR_COLLECTION_PARAMETERS table. If the Snapshot is not locked when you click the Delete Selected Snapshot button, the Delete Snapshot/Parameters prompt window is displayed and asks if you wish to delete:

o     Only parameters (deletes parameters from the IR_COLLECTION_PARAMETERS table)

o     Only student data records (deletes records for the selected subset from the IR_STUDENT_DATA, IR_STUDENT_DATA_UDF, and IR_IPEDS_COMPLETIONS tables)

o     Both parameters and student data records (deletes all records from the IR_STUDENT_DATA, IR_STUDENT_DATA_UDF, IR_IPEDS_COMPLETIONS, IR_COLLECTION_PARAMETERS, and IR_SNAPSHOT_DEF tables)

When you click the Delete Selected Subset button and if the Snapshot is locked, you are not allowed to delete student data records for this Snapshot, but you can delete the Snapshot's parameters from the IR_COLLECTION_PARAMETERS table. If the Snapshot is not locked when you click the Delete Selected Subset button, the Delete Snapshot/Parameters prompt window is displayed and asks if you wish to delete:

o     Only parameters (deletes parameters for the selected Subset from the IR_COLLECTION_PARAMETERS table)

o     Only student data records (deletes records for the selected Subset from the IR_STUDENT_DATA, IR_STUDENT_DATA_UDF, and IR_IPEDS_COMPLETIONS tables)

o     Both parameters and student data records (deletes all records for the selected Subset from the IR_STUDENT_DATA, IR_SSTUDENT_DATA_UDF, IR_IPEDS_COMPLETIONS, IR_COLLECTION_PARAMETERS, and IR_SNAPSHOT_DEF tables)

If the Step-by-Step Wizard checkbox is selected when you click the Create a New Snapshot button or Create a New Subset button, the initial window of the Wizard is displayed with no parameters; if the checkbox is cleared, the three prompts for Selecting Key Values are displayed with default parameters based on what you selected in the Snapshots Tree. If the Step-by-Step Wizard checkbox is selected when you click the Modify a Snapshot button or Modify a Subset button, the Wizard windows display the retrieved parameters; if the checkbox is cleared, the Selecting Key Values subtab of the Subset Parameters tab is displayed with retrieved parameters.

If the Step-by-Step Wizard checkbox is selected when you click the Create a New Snapshot button, the initial window of the Wizard is displayed. If the Step-by-Step Wizard checkbox is not selected when you click the Create a New Snapshot button, the first three windows of the Wizard display for Selecting Key Values. The remaining parameters are defined by using the Edit buttons on the Subset Parameters tab.

If the Step-by-Step Wizard checkbox is selected when you click the Create a New Subset button, the initial window of the Wizard is displayed. If the Step-by-Step Wizard checkbox is not selected when you click the Create a New Subset button, the first three windows of the Wizard display for Selecting Key Values. The remaining parameters are defined by using the Edit buttons on the Subset Parameters tab.

If the Step-by-Step Wizard checkbox is selected when you click the Modify the Selected Subset button, the initial window of the Wizard is displayed with and all windows are populated with the parameters for this Snapshot ID; if the checkbox is cleared,  the Selecting Key Values subtab of the Subset Parameters tab is displayed and populated with parameters for this Snapshot ID.

Student Data is collected based on supplied parameters and displayed on the Snapshot Details tab of the Snapshots window. If data has been previously collected for the Snapshot or Subset, a message is displayed. If you choose to continue, the existing data is deleted, and new rows are inserted.

The default for this group box is Purpose. The Snapshot Purpose is Level 1, and the Report Year is Level 2. If you select Report Year as Level 1, Purpose is Level 2.

The radio button you select determines to which level the Tree is expanded when you click the Retrieve button. When you initially open the window, Level 1 is selected. Each time you select a different radio button (level), data is automatically retrieved to the Tree again and opens the Tree to the newly selected level.

The Snapshots displayed in the Tree can be filtered using the following criteria:

Report Year - Displays only the years defined in the IR_SNAPSHOT_DEF table

Purpose - Displays only Purpose Codes from the IR_COLLECTION_PURPOSE table to which you have been granted security access

Date Range - Enter the date range for which you want to view Snapshots

Student Subset - Displays only the Subset Codes that are in the IR_STUDENT_DATA table

Student Cluster - Displays only the Cluster Codes that are in the IR_STUDENT_DATA table

GRS Cohort - Displays only the Cohort Codes that are in the IR_STUDENT_DATA table

The Retrieve and Clear buttons allow you to work with the filtering criteria:

Retrieve - Retrieves Snapshot records according to the provided filter criteria and highlights the top row in the Tree

Clear - Clears the provided parameter criteria from the filter columns

The Fall Enrollment subtab stores values used in Fall Enrollment Part E (First-Time Student Cohort Retention Rates) and Part F (Student-to-Faculty Ratio) in the IR_IPEDS_SNAPSHOT_EXT table. The values are editable unless the Snapshot has been locked.

If you are reporting the current year's Fall Enrollment data for Part E, you can manually populate the columns on this subtab or you can click the Populate Part E button to use last year's data stored in IR_STUDENT_DATA table.

To see this subtab: 1.    Choose the IPEDS Fall Enrollment and GRS Reports type in the tree. 2.    Expand the tree so that the Snapshot Date is displayed. 3.    Choose the appropriate Snapshot Date. 4.    The Details Report tab will be displayed. 5.    Click the Additional IPEDS Data subtab on the right. 6.    Click the Graduation Rate Survey sub-tab.

The Graduate Rate Survey subtab allows you to collect and populate data (click the Populate button) for the following:

§      GRS Final Student Data to Be Reported this Year

If you are running a GRS report for a year that is not logical, a message is displayed but you are allowed to continue if you wish to do so.

Final GRS data is collected 3 or 6 years after students entered as first-time, full-time, degree-seeking undergraduate students. If you are a 2 year or less school, then you should collect the GRS Final data 3 years after cohort of students entered your school (for example, this is the 2007 cohort for the 2010-2011 reporting cycle). If you are a 4 year school, then you should collect the GRS Final data 6 years after cohort of students entered your school (for example, this is the 2004 cohort for the 2010-2011 reporting cycle).

Students are selected from the IR_STUDENT_DATA table in the selected Snapshot for IPEDS Fall Enrollment and GRS Reports. The selected students are Full-Time First-Time in Postsecondary Education and not Transfer-In Degree-seeking Undergraduate students for whom the Include in IPEDS checkbox is selected. For each of these students, a row is inserted into the IR_IPEDS_GRS table.

For the students selected, the function looks for Degree History rows with the following characteristics:

Place Earned is *LOCAL

Division is Undergraduate

Entry Date is between July 1 of the Cohort Year and June 30 of the IPEDS GRS reporting year

If Date Conferred is filled, the row with the latest Date Conferred is selected

If there is no Date Conferred, the row with the earliest Entry Date is selected

Click here to view a table that details the GRS column and its source. A row is also inserted into the IR_IPEDS_GRS_UDF table for each ID Number in IR_IPEDS_GRS for this Snapshot.

IR_IPEDS_GRS Column	Source	Notes
Final Program GRS_FINAL_PROGRAM	DEGREE_HISTORY.MAJOR_1 or CERTIFICATION_1	Major 1 is used if there is one.
Normal Years to Complete GRS_NORMAL_YEARS	CIP_AWARD_LEVEL. MON_NORM_COMPLETE	The award level is retrieved for the CIP associated with the selected Major 1 or Certification 1.
Actual Year to Complete GRS_ACTUAL_YEARS	DEGREE_HISTORY.DTE_DEGR_CONFERRED & STUDENT_DIV_MAST.ENTRY_DTE	The value in GRS_ACTUAL_YEARS is the result of the total number of days from the Student Division Master Entry Date to the date the degree was conferred divided by 365.25.
Completion Status GRS_COMPLETION_STS		If Date Conferred is filled, one of the following 3 values is used: H - Completed in 100% Normal Time for less than 4 year schools IF the Actual Years <= 1 times the Normal Years N - Completed in Normal Time for less than 4 year schools IF the Actual Years <= 1.5 times the Normal Years O ??? Completed in Over Normal Time If Date Conferred is NOT filled, one of the following two values is used: E - Non-completer Still Enrolled IF Student Course History rows exist for the Term(s) selected in the Current Academic Terms box; the Transcript Division is Undergraduate; the Transaction Status is P, C, or H X- Non-completer Not Enrolled If no Degree History row is found, the following value is used: X- Non-completer Not Enrolled
Exit Reason GRS_EXIT_REASON	DEGREE_HISTORY.EXIT_REASON	The exit date must be within the date range used to select the Degree History rows based on Entry Date.  Exit Reasons are selected if the Table Detail Alt 1 value is one of the following: Value Description   <None> 01 Transfer less than 2 years 02 Transfer 2 to 4 years 03 Transfer 4 or more years 04 Deceased or disabled 05 Left to serve in Armed Forces 06 Left to serve in Foreign Services 07 Left to Serve in Church Missions 08 Left with no verification but good standing 09 G3: Left for job in field before completing 10 Graduated

§      GR200 Student Data to Be Reported this Year

If you are running a GR200 report for a year that is not logical, a message is displayed but you are allowed to continue if you wish to do so.

GR200 Student Data to be Reported this Year is collected for students who did not complete in the 3 or 6 year report but have now completed in 200% time in 4 or 8 years and who have transferred or exited with an IPEDS ???Exclusion??? Exit Reason.

The primary purpose of the IPEDS GR200 component is to collect more extensive data on graduation rates as required by the Higher Education Opportunity Act (HEOA). Data is collected for graduation rates at 200% of Normal Time for bachelor degree-seeking students at 4-year institutions and for all students at Less than 4-year institutions. Additional Exclusions are also reported.

Graduation Rates data reported on GR200 are NOT reported by race and ethnicity. NCES does provide an Import File Format for GR200, and the J1 software provides the ability for you to create a Key Value Pair file that you can import on the NCES website.

If you are a 4 year school, then you should collect the GR200 data 8 years after cohort of students entered your school (for example, this is the 2002 cohort for the 2010-2011 reporting cycle). If you are a 2 year or Less school, then you should collect the GR200 data 4 years after cohort of students entered your school (for example, this is the 2006 cohort for the 2010-2011 reporting cycle).

Students are selected from the IR_IPEDS_GRS table in the selected Snapshot. Degree History rows are selected in the same way as for the Final GRS function. Click here to view a table that details the GRS column and its source.

IR_IPEDS_GRS Column	Source	Notes
Final Program GRS_FINAL_PROGRAM	DEGREE_HISTORY.MAJOR_1 or CERTIFICATION_1	Major 1 is used if there is one. This value is updated only if the column is NULL when the row is selected.
Normal Years to Complete GRS_NORMAL_YEARS	CIP_AWARD_LEVEL. MON_NORM_COMPLETE	The award level is retrieved for the CIP associated with the selected Major 1 or Certification 1.
Actual Year to Complete GRS_ACTUAL_YEARS	DEGREE_HISTORY.DTE_DEGR_CONFERRED & STUDENT_DIV_MAST.ENTRY_DTE	The value in GRS_ACTUAL_YEARS is the result of the total number of days from the Student Division Master Entry Date to the date the degree was conferred divided by 365.25.
GR200 Completion Status GR200_COMPLETION_STS	GRS_ACTUAL_YEARS	One of the following two values is used: T - 200% Completer IF the student has a final program AND IF GRS_ ACTUAL_YEARS > 0 AND GRS_NORMAL_YEARS > 0 then IF Actual Years between 1.5 AND 2.0 times the Normal Years   Null
GR200 Exit Reason GR200_EXIT_REASON	DEGREE_HISTORY.EXIT_REASON	For Forms G2: IF EXIT_REASON is filled and IF Exit Reason Date is filled with a date between the Snapshot Date plus 8 years For Forms G22: IF EXIT_REASON is filled and IF Exit Reason Date is filled with a date between the Snapshot Date plus 4 years THEN get GRS value from TABLE_DETAIL.TBL_VALUE_ALT1 where COLUMN_NAME = 'exit_reason'  IF the GRS value is one of the listed below: Value Description 04 Deceased or Disabled 05 Left to Serve in Armed Forces 06 Left to Serve in Foreign Service 07 Left to Serve in Church Missions 10 Graduated If more than one row meets the criteria, the row with the most recent Exit Reason Date is used.

 

You can choose to Use J1 Logic or Use a Custom Stored Procedure to populate the report.

The Current Academic Terms value is used for Final GRS reporting if a student has not completed a degree program. The value(s) selected in the Current Academic Terms box is used to determine if the student is enrolled in any of the terms and should have a Completion Status of E - Non-completer Still Enrolled. You must click the Edit button and select the needed term(s).

The values selected/collected in this subtab are saved in the IR_COLLECTION_PARAMETER table with a Subset Code of GRS, which is not displayed in the Tree.

To see this subtab: 1.    Choose the IPEDS Fall Enrollment, GRS Reports, and Outcome Measures type in the tree. 2.    Expand the tree so that the Snapshot Date is displayed. 3.    Select the appropriate Snapshot Date (not the subset). 4.    The Details Report tab will be displayed. 5.    Click the Additional IPEDS Data subtab on the right. 6.    Click the Outcome Measures subtab.

The subtab allows you to populate the IR_IPEDS_Outcome table with the information needed for the IPEDS Outcome Measures report.

The Edit button in the Still Enrolled Terms section opens the Select Years Terms pop-up. There you select all terms immediately following the Outcome Measures report end date that you need to identify the students still enrolled.

Then you can click the Populate Outcome Data button to populate the table.

1.    If you want to use the Step-by-Step Wizard, select the Step-by-Step Wizard checkbox and click the Create New Snapshot/Subset button. You can also right-click on a Snapshot Date in the Tree, and choose Add Subset or Add Snapshot. You can right-click on a Subset in the Tree, and choose Add Subset.

a.    Enter the required parameters in the Snapshot Year/Date/Academic Year Term window, and click .

b.    As you progress through the Wizard, be sure to read all of the text on each window before entering your parameters.

c.     You also can navigate back and forth to windows via the Navigation History box.

d.    When you finish, the following message is displayed: "Would you like to immediately perform the Collect Student Data process using the parameters you have just selected?" If you click No, then you are returned to the Create/Work with Snapshots window so that you can work with your newly saved Snapshot/Subset.

2.    If you want to use the subtabs on the Create/Work with Snapshots window, clear the Step-by-Step Wizard checkbox and click the Create New Snapshot/Subset button. You can also right-click on a Snapshot Date in the Tree and choose Add Subset or Add Snapshot. You can right-click on a Subset in the Tree and choose Add Subset.

a.    Enter the required parameters in the Snapshot Year/Date/Academic Year Term window, and click .

b.    Select the Purpose in the Data Collection Purpose window, and click .

c.     Select the Subset in the Data Collection Subset window, and click OK.

d.    The Selecting Students for Processing subtab (Part II) on the Subset Parameters tab is displayed. Use the available Edit/Clear buttons to select the method and parameters that you want to use in selecting students for this Snapshot. You can only select values for one group box. Select the Completed checkbox.

e.    Click the Populating Student Data tab (Part III). Identify the data collection methods you want to use. Select the Completed checkbox.

f.     You may Collect Student Data if you wish or wait until a later time.

1.    On the Snapshots window, locate and click on the Snapshot Subset you want to modify.

2.    If the Step-by-Step Wizard checkbox is selected, the first window of the Wizard is displayed. Navigate through the Wizard and change values as necessary.

3.    If the Step-by-Step Wizard checkbox is cleared, the Subset Details tab displays the parameters for your review. The Subset Parameters tab allows you to change any values.

a.    Click on the Subset Parameters tab.

b.    The Selecting Key Values subtab (Part I) displays the selected parameters. Clear the Completed checkbox and click the appropriate Edit button to open the window where you can change your values. When you are satisfied with your selections, select the Completed checkbox.

c.     Click on the Selecting Students for Processing tab (Part II). Clear the Completed checkbox and click the appropriate Edit button to change your values. When you are satisfied with your selections, select the Completed checkbox.

d.    Click on the Populating Student Data tab (Part III). Clear the Completed checkbox and click the appropriate Edit button to change your values. When you are satisfied with your selections, select the Completed checkbox.

If you have access to the Collect Student Data button in the Snapshots window, you can collect student data for a selected Snapshot and populate the IR_STUDENT_DATA table.

1.    The Collect Student Data button is available when the Completed checkbox is selected on all three subtabs (Part I, Part II, and Part II) of the data collection process.

2.    Click the Collect Data button for the selected Subset.

3.    A message box prompts you that the collection process has successfully completed. Click OK.

4.    Click on the Snapshot Date.

5.    Click the Work with Student Data for the Selected Snapshot link to open the Institutional Research Student Data Records window.

If you have access to the Work with Student Data for the Selected Snapshot link in the Snapshots window, you can review and/or modify collected data, run cleanup reports, and view the data pertinent to IPEDS reports. For more information, see Working with Institutional Research Student Data Records.

1.    Right-click on the appropriate Subset in the Tree, and choose Delete Subset.

or

Select a Subset in the Tree, and click the Delete Selected Subset button.

2.    Select the appropriate radio button on the prompt that is displayed: Only parameters, Only student data record, or Both parameters and student data record.

3.    Click OK.

1.    Right-click on the appropriate Snapshot in the Tree, and choose Delete Snapshot.

or

Select a Snapshot in the Tree, and click the Delete Selected Snapshot button.

2.    Select the appropriate radio button on the prompt that is displayed: Only parameters, Only student data record, or Both parameters and student data record.

3.    Click OK.

On the Subset Parameters tab:

1.    Click the Selecting Students for Processing or Populating Student Data subtabs.

2.    Be sure the Completed checkbox is cleared.

3.    Click the appropriate Clear button.

4.    When finished, select the Completed checkbox.