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There are two items this week:

This Week in IPEDS  December 10, 2012
  1. Winter and Spring Data Collection Online Tutorials Available
  2. Changes to Import Specifications

Winter and Spring Data Collection Online Tutorials Available

The Association for Institutional Research (AIR), with support from the National Center for Education Statistics (NCES), has produced and posted several new online tutorials related to the Winter 2012-13 and Spring 2013 data collections. The web tutorials available on AIR’s website (http://www.airweb.org/EducationAndEvents/IPEDSTraining/Tutorials/Pages/default.aspx), are a few minutes in length, and provide an overview of key concepts, such as Calculating Net Price, Reporting Human Resources Data Using the 2010 SOC, and Reporting Pell Grant data. Please note that links to these tutorials are also available from the survey screens, so keyholders can easily view them while submitting data.

Changes to Import Specifications

Please note that there have been changes made to some of the Import Specification files since these files were first posted during the summer of 2012. The recent changes are noted below. To ensure accurate import of data, please make note of these changes if any of the survey data for the affected survey forms are being imported into the IPEDS Data Collection System.

Changes to Human Resources (HR) Import Specifications:

Change #1: Updates have been made to the appendix table for tenure status, value 6 (without faculty status)
Layout Affected: HR1, Appendix
Part Affected: Tenure status table
Change implemented: Value: 6- Without faculty status (required from all Degree-Granting (DG) institutions with 15 or more employees): Include only the Total (Rank = 7) for Academic Rank in Part A1.

Change #2: Updates have been made to the appendix table for academic rank for instructional staff without faculty status.
Layout Affected: HR1, Appendix
Part Affected: Academic rank table
Change implemented: For institutions WITH academic rank, do not include total in import file as it will be generated. For institutions WITHOUT academic rank, include the total number (rank=7) of instructional staff Without Faculty Status (e.g. when tenure=6).

Change #3: Relabeling of some occupation categories.
Layouts Affected: HR1, HR2, HR3, Appendix
Relabeling has taken place, as follows:

  • Non-postsecondary Teaching Occupations has been relabeled as: Other Teaching and Instructional Support Occupations
  • Non-postsecondary Teachers has been relabeled as: Other Teachers and Instructional Support Staff
  • Library and Other Teaching Occupations has been relabeled as: Library and Instructional Support Occupations
  • Graduate Assistants - Library and Non-postsecondary Teaching has been relabeled as: Graduate Assistants – Library and Instructional Support
  • Library and Non-postsecondary Teaching has been relabeled as: Library and Instructional Support

Change #4: Clarified the Valid Entries for data generated (when exported).
Layouts Affected: HR1, HR2 – Fixed Length
Part Affected: G1. Salaries of Instructional staff; G2. Salaries of non-instructional staff.
Fields Affected:

  • Part G1. Field ID: TCount. Valid Entries: 0 to 999999. Columns 38-61 are reserved for File Export. These totals will be generated. Do not include in import file.
  • Part G1. Field ID: TMonth. Valid Entries: 0 to 999999. Columns 38-61 are reserved for File Export. These totals will be generated. Do not include in import file.
  • Part G1. Field ID: TInStaff. Valid Entries: 0 to 999999. Columns 38-61 are reserved for File Export. These totals will be generated. Do not include in import file.
  • Part G1. Field ID: Balance. Valid Entries: 0 to 999999. Columns 38-61 are reserved for File Export. The balance will be generated. Do not include in import file.
  • Part G1. Field ID: WAperMonth. Valid Entries: 0 to 999999999999. Columns 74-85 are reserved for File Export. The weighted average will be generated. Do not include in import file.
  • Part G2, Field ID: TNINCount. Valid Entries: 0 to 999999. Columns 14-19 are reserved for File Export. These totals will be generated. Do not include in import file.

Changes to Student Financial Aid (SFA) Import Specifications:

Change #1: Prior Year data (in Parts D and E) have been changed to Read-Only values (for existing institutions).
Layout Affected: SFA – Fixed Length; Key-Value Pair
Parts Affected:

  • Part (D) Full-time, first-time who were awarded aid
  • Part (E) Full-time, first-time who were awarded Title IV aid,
  • Part (F) Title IV aid awarded to full-time, first-time students by income

Fields Changed as follows:

  • Fixed Length File, Part D, Field IDs: FTFT_Y2, FTFT_Y3, ONCAM_Y2, ONCAM_Y3, OF_W_FAM_Y2, OF_W_FAM_Y3, OF_WO_FAM_Y2, OF_WO_FAM_Y3, TOTALG_Y2, TOTALG_Y3
    Valid Entries modified to include the following note: “If you have previously reported this value to IPEDS, do not include in import file. It will be generated.”
  • Key-Value Pair File, part D, Field ID: YearCode
    Valid Entries modified to include the following note: “If you have previously reported prior year values to IPEDS, report only YEARCODE=1.”
  • Fixed Length File, Parts E and F, Field ID: Year
    Valid Entries modified to include the following note: “If you have previously reported prior year values to IPEDS, report only YEAR=1.”
  • Key-Value Pair File, Parts E and F, Field ID: Year
    Valid Entries modified to include the following note: “If you have previously reported prior year values to IPEDS, report only YEAR=1.”
  • Fixed Length and Key-Value Pair Files, Appendix: First-time students awarded aid data year code category table
      Values 2 and 3 modified as follows:
    • Value 2: 2010-11 (If you have reported IPEDS previously, do not include in import file. It will be generated.)
    • Value 3: 2009-10 (If you have reported IPEDS previously, do not include in import file. It will be generated.)

Changes to Finance (F) Import Specifications:

Change #1: Revised values for reporting scholarships for GASB-reporting institutions.
Layout Affected: F1B – Fixed Length
Parts Affected: Part (D) Summary of Changes in Net Assets, Part (E) Scholarships and Fellowships

  • Part D: Field Affected: Line. Valid Entries changed to: Part D (4), Part E (1-5, 7-9) refer to appendix A, finance category tables.

Layout Affected: F1C – Fixed Length
Part Affected: Part (E) Scholarships and Fellowships

  • Part E, Field Affected: Line

Valid Entries changed to: 1-5, 7-9 refer to appendix A, finance category tables.


Layouts Affected: F1B, F1C, Appendix
Part Affected: Part E - Scholarships and Fellowships

  • Value 9 now reads as follows: 9 - Discounts and allowances applied to sales and services of auxiliary enterprises (updated)
  • Value 10 now reads as follows: 10 - Total Discounts and allowances (Do not include in import file. Will be generated as follows: line 08 plus line 09)
  • Value 11 now reads as follows: 11 - Net scholarships and fellowships after deducting discounts and allowances (Do not include in import file. Will be generated)

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