1.    Open the Regulatory Reporting window.

2.    In the Regulatory Forms box in the header, select C – IPEDS Completions Report.

3.    In the Snapshots drop-down, select the snapshot Date for the Completions that you have just created.

4.    The Report tab defaults to Part A & B and the original IPEDS report for Completions, Part A & B that J1 provides.

a.    Part A & B displays data for rows in the Completions tab of the Institutional Research Student Data window for which the Include in IPEDS checkbox is selected.

b.    The report displays the total number of Awards for both Males and Females for each CIP Code/Award Level combination.

For award levels of less than one year, use 1A and 1B. Award levels are set on the CIP Definition window | Award Levels tab.

c.     The Distance Education status is displayed next to the CIP code on the TOTAL line of the report.

• All: All programs in this CIP code and award level can be completed entirely via distance education.

• Some: At least one program in this CIP code and award level can be completed entirely via distance education.

• None: No programs in this CIP code and award level can be completed entirely via distance education.

d.    To see the number of Males and Females for each Race/Ethnic Group and the CIP Award Level, click the plus sign to the left of the "CIP Award Level" label.

e.    To see the ID Number, name, and number of awards for each student that make up each count, click the plus sign to the left of the "Ethnic/Race" label.

f.     If you have any "Unknown" labels, these indicate that you are still missing Ethnic/Race or Gender information for one or more students that are flagged for IPEDS in the Institutional Research Student Data Records window.

5.    Select Part C in the Part drop-down. The Report tab defaults to Part C and the original IPEDS report for Completions, Part C that J1 provides. Part C report displays data for rows in the Completions tab of the Institutional Research Student Data window by Race/Ethnicity and Gender. Each student should only be counted once regardless of how many awards they received; therefore, the number of students must be less than the number of completions for that race/ethnicity.

6.    Select Part D in the Part drop-down list. The Report tab defaults to Part D and the original IPEDS report for Completions, Part D that J1 provides. Part D report displays data for rows in the Completions tab of the Institutional Research Student Data window by Award Level. Each student should be counted only once per Award Level. If a student earned awards at multiple levels, that student is counted in each level. If a student earned multiple awards at the same level, that student is counted only once for that Award Level. The total number by gender, race, and age must be the same. The total number of awards at a given level must be less than or equal to the total number of completions for that Award Level.

When you are satisfied that the numbers in the Part A & B, C, and D reports are accurate for reporting to NCES, then you can do one of the following:

1.    Manually enter the Completions numbers on the IPEDS website.

a.    Print the reports for Part A & B, C, and D that display the numbers.

b.    Go to the NCES website and type the numbers into their interface.

2.    Import a file on the NCES website that contains your numbers.

a.    Select the Web Import tab.

b.    Click the Create the Web Import File button.

c.     Accept the path defaulted in the Web Import File Path prompt that is displayed. Click the OK button.

d.    If the file already exists, you get a message asking if you wish to continue. Click Yes.

e.    The result you see will be similar to the following:

f.     If you wish, go to the NCES website to view the information about the Key Value pairs displayed above: https://surveys.nces.ed.gov/ipeds/VisImpSpecView.aspx?id=21&show=all&instid=504

g.    Log in at https://surveys.nces.ed.gov/ipeds/ and follow the instructions on the website to import the Completions Key Value Pair file you created within J1.

 

If you wish, you can modify any of the IPEDS reports provided by default on the Report tab of the Regulatory Reporting window.

1.    Open the Regulatory Reporting window.

2.    Click the Report tab.

3.    Click the Customize button, and click OK to the message that is displayed.

4.    Once the report opens, immediately choose File > Save As and add your initials or some other identifier to the end of the report name. This addition keeps your changes from being overwritten the next time the Customize button is clicked.

5.    Note that the reports are based on views and that a level of sophistication is needed to make major changes to these reports.

 

Modifying the Web Import File requires multiple steps.

1.    First, you must customize the Original J1 query as described above.

2.    Each of the queries selects a View that returns the Key Value Pairs needed so that you can import data when you are logged in to the IPEDS website.

3.    If you wish to change the View, you must rename the View and then have your customized "r_ir_ipeds_grs_g1_2_1_uhe" query reference your renamed View.

4.    If you make changes, be sure that you still maintain the argument and output of the query.

 

When you have successfully reported your Completions data to NCES, lock the snapshot that contains the data you reported if you have not already done so earlier in the process. When a snapshot is locked, users are unable to modify the data in the snapshot. If you have permission, you may unlock a snapshot for a Purpose Code to which you have access (Purpose Definition window).

You must have Tasklist Permissions to select and clear the Lock Snapshot checkbox. Tasklist Permissions for the Lock Snapshot option should be given only to persons you trust to unlock a snapshot that has been locked.

1.    Open the Create/Work with Snapshots window.

2.    Click the Retrieve button in the header so that Snapshots display in the tree.

3.    Select the date for the snapshot you used for your IPEDS Completions report.

4.    Click the Work with Student Data for the Selected Snapshot link in the lower center part of the window.

5.    The Institution Research Student Data Records window opens. Select the Lock Snapshot checkbox.

6.    The following message is displayed: "The snapshot will be locked and all records will be in a view only mode. Continue?" Click the Yes or No button.

7.    Save.