Define Snapshot and Select Parameters to Collect the GRS Final DataFor information about collecting data that will be used as the basis for the IPEDS GRS report, follow the instructions in the "Collecting Data for IPEDS Fall Enrollment/GRS Reports" topic and then continue the steps in this set of instructions.
When you collected data for your IPEDS Fall Enrollment Report, one of your buckets was a count of first-time, full-time, degree-seeking, undergraduate students. Two, three, or six years later, you must report GRS data on that cohort of students.
Define Snapshot and Select Parameters to Collect the GRS Final Data
1. Open the Create/Work with Snapshots window.
2. Retrieve Snapshots in the Tree.
3. Select IPEDS Fall Enrollment and GRS Reports purpose in the Tree.
4. Select the Snapshot that is the data you reported for Fall Enrollment in 6 or 3years ago (based on your type of school). Highlight the actual date.
5. If the Snapshot is locked, follow the instructions in the "Lock the Snapshot for GRS Reports" section to get information about locking and unlocking Snapshots.
6. In the Create/Work with Snapshots window, click on the Additional IPEDS Data tab.
7. On the Additional IPEDS Data tab, click the Graduation Rate Survey subtab.
8. Select the GRS Final Student Data to be Reported this Year radio button.
9. Click the Populate button.
10. A Progress Bar is displayed in the upper right portion of the window. You also receive a message when the data has been collected.
11. Click the Work with Student Data for the Selected Snapshot link, which opens the Institutional Research Student Data Records window.
12. Click the IPEDS GRS tab, which displays GRS data.
a. On the GRS tab, a row is displayed for each student who is an Undergraduate, Degree-Seeking, Full-Time, and not a Transfer-In and for whom Include in IPEDS is selected.
b. The display-only columns are data elements from the IR_STUDENT_DATA table.
c. The Final GRS Populate process populates the Final Program, Normal Years, Actual Years, Completion Status, and Exit Reason.
1. In the Institutional Records Student Data Records window, click the Report tab.
2. In the Report Type drop-down list, select IPEDS Cleanup Reports.
3. In the Report Sub-Type drop-down list, select GRS Final.
4. Note the text at the top of the report. The following troubleshooting information is on the report:
a. Check to see if the student has a Degree History row that is *LOCAL and a Student Division Master row.
b. The Entry Date for both must be between July 1 of the year the student entered the cohort and June 30, three or six years later when you are reporting GRS data.
c. If Normal Years is 0.00, ensure that the CIP Award Level in the CIP Definition window has values in the Normal and Allowable Months to Completion.
5. View the report of the Final GRS data.
a. Click the Report tab in the Institutional Research Student Data Records window.
b. In the Report Type drop-down list, select IPEDS Detail Reports.
c. In the Report Sub-Type drop-down list, select GRS Final.
d. This report allows you to see all of the students on the IPEDS GRS tab.
i. All students should have a Final Program value.
ii. All students should have a value in Normal Years.
iii. All students should have a Completion Status.
iv. All students with one of the following Completion Statuses should have a value in Actual Years and an Exit Reason of 10 - Graduated:
1) H - Completed in 10% Normal Time
2) N - Completed in Normal time
3) O - Completed in Over Normal Time
v. All students with a Completion Status of E - Non-completer still Enrolled and should not have an Exit Reason.
e. Students with a Completion Status of X - Non-completer Not Enrolled should not have a value in Actual Years and may or may not have an Exit Reason.
i. If a student has an Exit Reason that is not available in the drop-down list, this means that you have a value in Table Detail Alt Value 1 column for exit_reason that is not a valid IPEDS Exit Reason.
Review the Counts in the GR200 Report
1. Open the Regulatory Reporting window.
2. In the Regulatory Forms box in the header, select GRS-G1, GRS-G2, or GRS-G3. The available value is based on your GRS setting in the IPEDS Configuration window.
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The following steps are based on the GRS-G1 report. |
3. In the Snapshots drop-down list, select the Snapshot Date for the IPEDS Fall Enrollment/GRS data you reported for Fall Enrollment 6 or 3 years ago (based on your type of school).
4. After you have selected the form and the Snapshot in the header, the Report tab defaults to SECT.1 and the original IPEDS report for Graduation Rate, SECT. 1 that J1 provides.
5. Section 1 establishes the cohort and displays counts by Gender and IPEDS Ethnic/Race value for the following:
a. Revised Cohort
b. Sub-cohort of Bachelor's or Equivalent Degree-Seeking
c. Sub-cohort of Other Degree-Seeking (this value is not in the Import file)
6. Section 2 has three pages:
a. Section 2-1 displays counts for students who were originally seeking a Bachelor's degree by Gender and IPEDS Ethnic/race value of completers within 150% of Normal Time for the following:
i. Completers of programs of < 2 years
ii. Completers of programs of >= 2 years but < 4 years
iii. Completers of Bachelor's or equivalent degrees
iv. Total Completers
b. Section 2-2 displays counts for students who were originally seeking a Bachelor's degree by Gender and IPEDS Ethnic/Race value of completers within 150% of Normal Time for the following:
i. Completed program in 4 years or less
ii. Completed program in 5 years
iii. Completed program in 6 years
c. Section 2-3 displays counts for students who were originally seeking a Bachelor's degree by Gender and IPEDS Ethnic/Race value of completers within 150% of Normal Time for the following:
i. Revised Cohort
ii. Total Completers within 150%
iii. Total Transfer-Out Students (Completion Status of X with Exit Reason 01, 02, 03)
iv. Total Exclusions (Completion Status of X with Exit Reason 04, 05, 06, 07)
v. Still Enrolled
vi. No longer enrolled
7. Section 3 has two pages:
a. Section 3-1 displays counts for students who were originally seeking a degree other than a Bachelor's degree by Gender and IPEDS Ethnic/Race value of Completers within 150% of Normal Time for the following:
i. Completers of programs of <2 years
ii. Completers of programs of >= 2 years but < 4 years
iii. Total Completers
b. Section 3-2 displays counts for students who were originally seeking a Bachelor's degree by Gender and IPEDS Ethnic/Race value of Completers within 150% of Normal Time for the following:
i. Other Degree-Seeking Sub-Cohort
ii. Total Completers with 150%
iii. Total Transfer-Out Students (Completion Status of X with Exit Reason 01, 02, 03)
iv. Total Exclusions (Completion Status of X with Exit Reason 04, 05, 06, 07)
c. For 2 year Institutions, use Sections 3-1 and 3-2. See information for those sections for the GRS-G1 information.
d. For Less than 2 year Institutions, only total counts are reported for Revised Cohort, total Exclusions, Completers within 100% of Normal time, Completers within 150% of Normal Time, Transfer-Out Students, Still Enrolled, and No longer enrolled
After you have verified your GRS counts, you may manually enter the GRS data on the IPEDS website or create a Key Value Pair text file to import your data after you have logged in to the IPEDS website:
1. Manually enter the GRS numbers on the IPEDS website.
a. Print all of the reports for GRS.
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 to create the Key Value Pair text file that you can use to import your data when you are logged in to the NCES IPEDS website.
i. d_q_ir_ipeds_grs_g1_v is the Web Import File Query.
ii. This query retrieves data from ir_ipeds_grs_g1_export_v. The record column is the output of the export view that generates the Key Pair Values that allow the data to be imported on the NCES website.
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:
3. If you wish, go to the NCES website to view the information about the Key Value pairs displayed above:
a. 4 year Institutions: https://surveys.nces.ed.gov/ipeds
b. 2 year Institutions: https://surveys.nces.ed.gov/ipeds
4. Log in at https://surveys.nces.ed.gov/ipeds/ and follow the instructions on the website to import the GRS Key Value Pair file you created within J1.
Modifying Regulatory Reporting Reports, Queries, and Views
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: "Are you sure you wish to overwrite the report named r_ir_ipeds_grs_g1 with the original report?"
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. All of the reports on the Report tab are based on views (ir_ipeds_grs_report_data_v) and a level of sophistication is needed to make major changes to these reports and the view on which the report is based.
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 (ir_ipeds_grs_g1_export_v), you must rename the View and then have your customized "d_q_ipeds_grs_g1_v_uhe" query reference your renamed View.
4. If you make changes, be sure that you still maintain the argument and output of the query.
Lock the Snapshot for GRS Reports
When you have successfully reported your GRS 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).
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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 Fall Enrollment/GRS reports.
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.
