IPEDS and Regulatory Reporting Setup

The IPEDS Reports are generated on the Regulatory Reporting window by selecting the appropriate report from the IPEDS Forms drop-down list. The data that is collected and retrieved to the IPEDS Reporting window depends on the configuration values entered on the IPEDS Configuration window.

Setup for IPEDS Enrollment, Completions, and Graduation Rate Survey Reports

The data elements in the following steps must be set up properly in order to retrieve the correct data when running any of the IPEDS reports.

1.    Configure the Set "Distance Education" Default to Yes checkbox on the Registration Configuration tab of the Registration Configuration window.

This value defaults to the checkbox in the following windows, where it is editable:

• CIP Definition

• Catalog

• Master 2 subtab of Course tab (Courses window)

• Master 2 Subtab [Course Tab, Courses (Non-Traditional) Window]

• Detail tab of Institutional Research Student Data Records

2.    Set up the IPEDS Configuration window. See especially the Gender Settings section that was new for 2022-2023.

3.    On the Division Definition window, select one of the following predefined IPEDS codes for each of your division codes:

a.    Undergraduate

b.    Graduate

4.         On the Degree Definition window, associate an IPEDS Award Level with each degree.

5.    On the CIP Definition window, perform the following tasks:

a.    On the CIP Codes tab:

i.      Right-click to add the appropriate Federal Government CIP codes. If your institution needs to report on the CIP code, indicate that by selecting the Used in Regulatory Reporting checkbox.

ii.    If you have CIP Codes that meet the criteria of being a "Stand-Alone Graduate Program," select the Stand-Alone Grad Program checkbox on the CIP Codes tab. See the online Help topic for more information about the criteria.

iii.  Highlight an individual CIP code and click the Awards Levels tab.

b.    On the Award Levels tab:

i.      Select the appropriate IPEDS Award Level(s) to be associated with this CIP, and click the Add button. Note that a student can have multiple award levels with the same CIP code, and each award will appear on the IPEDS Report.

ii.    If you have CIP Codes associated with Award Levels 9, 10, or 11, use the new values of 17, 18, or 19 required in 2010.

iii.  If you do not have an award level associated with the CIP Code, the following message is displayed when you collect student data in the Create/Work with Snapshots window: "In the CIP Definition window, the following CIP Codes do not have an Award Level selected. When you click OK, the save will happen and you may then select Award Levels by selecting the CIP Code and then use the Award Levels tab to choose one or more Award Level(s)."

iv.  Review and edit the value of the Distance Education Program Only checkbox. The value for the Distance Education Program Only checkbox defaults from the Set Distance Education default to Yes checkbox set on the Registration Configuration tab of the Registration Configuration window.

1)    Select this checkbox if the program at this award level is offered to be completed exclusively via distance education. Select the checkbox even if it is an option for students to complete exclusively through distance education but no one elected to do so.

2)    Clear this checkbox if only part of the program can be completed via distance learning.

6.    On the Major/Minor Definition window, assign a CIP code to every major offered internally at your institution.

7.    On the Certification Definition window, assign a CIP code to every certification offered internally at your institution.

8.    On the Classification window, associate your institution's classification codes with one of the following IPEDS Class Codes:

a.    First Year

b.    Second Year

c.     Third Year

d.    Fourth Year

e.    Unclassified

9.    Validate that on the IPEDS Ethnic/Race Value Definition window that you have mapped the J1 IPEDS Report Values to the DOE IPEDS Values.

To verify that you have the latest values in the DOE IPEDS Value column as required by the National Center of Statistic for the IPEDS import files:

a.    Go to the IPEDS Data Collection System web page with the Survey Materials for the current year (https://surveys.nces.ed.gov/ipeds/public/survey-materials/index).

b.    When that screen is displayed, search by your Unit ID or by Name to display the forms to be used by your institution.

c.     For the Completions and/or 12-Month Enrollment reports, click on the icon in the Import Spec. column and select the Fixed Width, Key/Value link. The Import Specifications for the selected report are displayed.

d.    Scroll down to the Appendix where you will find a Race/Ethnicity table with the values you need to have in the DOE IPEDS Value column in the IPEDS Ethnicity/Race Value Definition window in J1 Desktop.

10.  To report on the ethnicity and race of eligible noncitizens, go to the Name Entity window, Biograph tab, Ethnic/Race subtab, Eligible Non-Citizen checkbox.

a.    ???Selected: reports to IPEDS whatever ethnic and race information is listed in the tab, even if the student is listed as a nonresident. (Previously, students listed as nonresidents were all reported as nonresident. Now, if this checkbox is selected, their ethnic and race information can be reported instead.)

b.    ???Unselected: reports the student as a nonresident if they're listed as a nonresident

11.  On the Maintain Table Values window, map your institution's gender codes to the IPEDS gender codes. Select the Gender column name and enter the appropriate IPEDS code into the Alternate Value 1 column for each Jenzabar J1 code.

12.  On the IPEDS Configuration window, complete/select values for each of the columns.

13.  On the Purpose Type Definition window, verify that you have a Purpose Type defined for the following:

a.    IPEDS 12-Month Enrollment

b.    IPEDS Completions

c.     IPEDS Fall Enrollment/GRS

14.  On the Purpose Definition window, verify that the Purposes you defined for collecting IPEDS data are appropriately associated with a Purpose Type ID on the Purpose tab. On the Purpose Permission tab, assign permissions to groups to allow persons in those groups to view and collect data for that Purpose.

15.  On the Subset Definition window, verify that Subset Codes that match your institution's needs are defined. Subset Codes are required because Institutional Reporting parameters are associated with Subsets.

16.  If you are not using Rules Based Update for PT/FT calculations, go to the Part-Time/Full-Time Definition window and define how the PT/FT Status is calculated.

17.  If you are using Rules Based Update for PT/FT calculations, go to the Update Results and Rules window and define the rules for Update Types:

a.    PFD Part Time/Full Time Summary by Div Update Rules

b.    PFN NSC Part Time/Full Time Update Rules

c.     PFO Full Time Upper Limit (Overload)

d.    PFS Part Time/Full Time Summary Update Rules

Use the "Use Rules Based Update for PT/FT Definition" online Help topic for more information about using Rules Based Update for PT/FT calculations.

Additional Setup for Fall Enrollment Reports

1.    On the IPEDS Configuration window:

a.    In the Main Location column, choose the appropriate location code for the main location of your institution.

b.    Save.

2.    On the Maintain Location Master window:

a.    Highlight the location code you chose for the Main Location in Step 1.

b.    Search for or enter the Location ID Number.

c.     Select the appropriate Location Address code.

d.    Save.

3.    On the Maintain Addresses window:

a.    Highlight the appropriate Location Address code you chose in Step 2.

b.    Enter address information for that location address code.

c.     Save.

Additional Setup for Graduate Rate Survey (GRS) Reports

In addition to the setup details above for IPEDS Enrollment and Completions Reports, the following configurations must be set for the GRS Reports.

1.    On the IPEDS Configuration window, select the GRS for a 4-year (G1), 2-year (G2) or less than 2-year (G3) institution.

2.    On the Award Levels tab of the CIP Definition window, the Normal Months to Completion and the Allowable Months to Completion columns must be populated for each Award Level. The correct values exist in the Global Configuration table in the Common module. Click the Populate Award Level Months button to move these values into the columns on the Awards Level tab of the CIP Definition window.

3.    The following default values may be maintained in the Global Configuration table: 

4.    On the Cohort Definition window, define Cohort groups you will use for either Fall or Full-Year Cohort reporting.

5.    On the Maintain Table Values window, you must map the Exit Reasons for your institutions to the IPEDS Exit Reasons so J1 can correctly update the Student Master Extension table for GRS reporting. Select the Exit Reason column and enter the appropriate IPEDS Exit Reason number into the Alternate Value 1 column for each J1 code. 

Additional Student Data Required for IPEDS Reporting

Once the proper configurations have been completed (as detailed above), each student record must have specific data so that it can be used for the IPEDS reporting processes. If this information was not entered during registration, it must be entered now to ensure that the correct counts are retrieved for reporting purposes. If you do not enter this required data, you will receive the Error/Audit Report that is generated after the IPEDS information has been captured.

The following table details the data that must be entered for each student and where the data is stored.