Archived Changes

Selected outcomes of the Advisory Committee on Measures of Student Success

(February and October 2012)

The Committee on Measures of Student Success recommended that the Department of Education (ED) broaden the coverage of student graduation data to reflect the diverse student populations at 2-year institutions and improve the collection of student progression and completion data. In response, ED released an action plan for improving measures of postsecondary student success in support of the Administration’s college completion agenda and based on those recommendations.

Two IPEDS TRP meetings were convened to address these needs. The first panel suggested that NCES clarify the definition of a degree/certificate-seeking student for IPEDS reporting purposes and collect certain outcome information in IPEDS for first-time, part-time students. The second panel suggested that NCES collect certain outcome information in IPEDS for non-first-time students similar to information that was proposed by the first panel for first-time, part-time students. The panel also suggested that similar outcome information be collected for first-time, full-time students.

·  Outcome Measures

Outcome Measures

(September 2014)

As of the date of TRP 45, the specifics regarding data elements, metrics, and data collection had not yet been finalized or released to the public. At the time, ED was in the planning stages of the forthcoming Postsecondary Institutional Rating System (PIRS), which was to create an effective postsecondary rating system used measures on access, affordability, and outcomes. This TRP was asked to revisit the Outcome Measures component and consider any changes that would help inform policymakers, consumers, and other stakeholders, and further improve outcome data in IPEDS.

This TRP considered a number of issues related to the Outcome Measures survey component. A few of the topics the TRP discussed were: collecting multiple cohort years, time-to-degree durations, time intervals, and subsequent awards earned from other institutions. In addition, the TRP deliberated on the addition of collecting outcomes by demographics and using Federal Student Aid (FSA) data. In these discussions, the issue of identifying Pell students and tracking their outcomes was identified as an important need to policymakers, researchers, and the public.

·  Outcome Measures

Outcome Measures

(August 2016)

This TRP discussed the initial NCES proposal of adding a Pell Grant recipient cohort to the Outcome Measures survey component as well as additional suggestions, which were proposed through the IPEDS public comment period for the 2016-17, 2017-18, and 2018-19 data collection. Specifically, the TRP discussed whether: (1) all non-degree-granting institutions report to Outcome Measures, (2) academic reporting institutions should report on a full-year cohort instead of fall-census cohort, (3) the Pell Grant recipient cohort should include students receiving Pell at entry or over the course of the eight-year period, (4) the four Outcome Measure cohorts should each have a sub-Pell Grant cohort instead of a single, total Pell Grant recipient cohort, and (5) the new award year at 4 years after entry should be added, and (6) institutions should report the award type [certificate, associate or bachelor] at each status year after entry - 4 years, 6 years, and 8 years.

·  Outcome Measures

·   Combining two separate distance education questions on courses and programs into one to clarify and improve data quality.

2017-18

NCES Review

No additional

DELETED FAQ. Why do you no longer request a title count for the physical book collection? This has been done for many years. Beginning with the 2014-15, NCES requested a volume count only to simplify reporting. This change seemed logical in view of the recent focus on access rather than on ownership

REWORDED FAQ. Are music sheets collected?
Old. Bound volumes of music sheets are collected under the category of "Physical Books". Digital music sheets are not collected.
New. Include physical and digital/electronic music scores if searchable by title through the library catalog or discovery system.

INSTRUCTION CHANGE: Physical Books (include government documents) - Report physical book titles owned or leased by the library if individual titles are cataloged and/or searchable through the library catalog or discovery system. Exclude serials, microforms, maps, nonprint materials, and uncataloged items. Include music scores if searchable by title through the library catalog or discovery system. Include government documents that are accessible through the library''s catalogs regardless of whether they are separately classified and/or shelved. "Cataloged" includes documents for which records are provided by the library or downloaded from other sources into the library catalog or discovery system.

INSTRUCTION CHANGE: Physical Media – Report the number of titles of media materials. Include microforms, audiovisual materials, cartographic, and graphic materials and three-dimensional artifacts realia.

INSTRUCTION CHANGE: Total interlibrary loans and documents provided to other libraries – Report the number of filled requests for material provided to other libraries. Include all returnable and non-returnable interlibrary loans and documents. Include direct borrowing between consortium members. Do not include transactions between the main or central library and branches, or transactions between branches.

NEW FAQ: Our institution now has a Library and Learning Center, instead of a standalone Library, which is comprised of a library, tutoring, a writing center, and computer labs. Should we answer for the entire facility or just the library component?
You should answer for the entire facility if it''s under the library''s administrative unit, reports to the head of libraries, and expenses are paid from the library''s budget.

NEW FAQ: Where are microfiche and microforms included? How does an institution count microfilm by titles Government Document collections are not in the library catalog or discovery system as individual titles?
Microfiche, TITLES ONLY, are counted in physical media; DO NOT INCLUDE microfiche pieces. Microforms titles are counted in physical media only if the titles are searchable through the institution''s catalog and discovery system. For example, while there may be thousands of titles in ERIC that may not be searchable through the institution''s catalog or discovery system, ERIC should be counted as 1 title. Another example is the Congressional Record on Microfiche which would be counted as 1 title.

NEW FAQ: If a title is not searchable through the institution''s catalog or discovery system, but is searchable through their link resolver, is this counted in IPEDS?
Yes, institutions should count titles that are searchable through their link resolver even if they are not searchable through their catalog or discovery system.

NEW FAQ: How should direct borrowing between consortium members be included?
Direct borrowing transactions are included in interlibrary loan services reporting.

NEW FAQ: Are proceedings included as an e-book or as an e-serial?
Based on the definition of serials, numbered monographic series are included in the e-serial collection count. If the proceedings are numbered, then they may be a monographic series, which should be counted in e-serials. However, if the proceedings have an ISBN, then it is a monograph and should be counted as an e-book. If it has both an ISBN and ISSN, and if it is an individual volume within a series that can stand on its own (it is not dependent upon content before it or after it), then it would be counted as an e-book.

NEW FAQ: Is ArtStor reported as a database or media?
ArtStor is reported as a database.

NEW FAQ: The instructions state to exclude DDA and PDA collection usage numbers until they have been purchased or leased by the library. How should an institution report usage if DDA and PDA numbers cannot be excluded in a COUNTER report?
If DDA and PDA numbers cannot be excluded in the institution''s COUNTER report, then please report the COUNTER report with DDA and PDA numbers included. However, please note this detail in the comment box available on the survey.

NEW FAQ: What should an institution report if they have platforms with BR1 and MR1 data, as well as, BR2 data?
Please only report BR1 and MR1 data.

NEW FAQ: Ebrary counts every page download as a chapter download. Should an institution report Ebrary counts in COUNTER BR2 data?
Include COUNTER BR2 reports with Ebrary. However, please note the inclusion of Ebrary in the comments section on the survey.

NEW FAQ: Should an institution include usage based collection model items (e.g., evidence-based programs) in e-book usage?
The survey excludes DDA or PDA collections unless they have been purchased by the institution. However, if the title is purchased in an evidence-based model and it is searchable through the catalog or discovery system, then it is counted in e-book usage.

NEW FAQ: Should expenditures for memberships (e.g., state and national associations) be reported?
Yes, include membership costs if they are part of the library budget. These types of membership costs should be included in "all other materials/service cost."

NEW FAQ: How does an institution report digitization expenditures?
Report digitization expenditures as preservation expenditures, if it is an outsourced service. Additional digitization-related expenses are either reported as memberships or services and included in "all other materials/service cost" OR reported as computer systems/other technology-related expenditures and included in "All other operations and maintenance expenses."

NEW FAQ: Where do we report annual access fees for e-journals or e-books?
Report annual access fees under "Ongoing commitments to subscriptions."

SCREEN CHANGE (2 screens: Selection Process-Test scores and Admissions Information Screen)

- SAT Critical Reading SAT Evidence-Based Reading and Writing

INSTRUCTION CHANGE (related to Selection Process-Test scores screen): SAT critical reading Evidence-Based Reading and Writing and math scores should be reported based on the new (2016) SAT score range 200-800. Institutions that have scores based on the old (2015) SAT score range should convert scores using the College Board concordance tables. If your institution is unable to convert test scores for any students, please omit them from reporting.

SCREEN CHANGE (Admissions Overview screen)

Add bullet under recent changes: SAT Evidence-Based Reading and Writing and math scores should be reported based on the new (2016) SAT score range 200-800.

INSTRUCTION AND FAQ CHANGE: Postsecondary award, certificate, or diploma of less than 1 academic year: Less than 900 contact or clock hours, or less than 30 semester or trimester credit hours, or less than 45 quarter credit hours)

INSTRUCTION AND FAQ CHANGE: Postsecondary award, certificate, or diploma of at least 1 but less than 4 academic years: Less than 900 contact or clock hours, or less than 30 semester or trimester credit hours, or less than 45 quarter credit hours

INSTRUCTION CHANGE: Full-time, first-time degree/certificate-seeking students in column 1, report undergraduate students who have no prior postsecondary experience and have enrolled full-time with the intent to earn a degree, certificate, or other formal award. The following are also considered first-time:
·   Students enrolled in the fall term who attended college for the first time in the prior summer session (applicable to academic reporters only)
·   Students who entered with advanced standing (any college credits or postsecondary formal award earned before graduation from high school)

GLOSSARY CHANGE: First-time student (undergraduate) - A student who has no prior postsecondary experience (except as noted below) attending any institutions for the first time at the undergraduate level. This includes students enrolled in academic or occupational programs. It also includes students enrolled in the fall term who attended college for the first time in the prior summer term, and students who entered with advance standing (college credits or postsecondary formal award earned before graduation from high school).

CHANGE FAQ : 1) What is NOT considered "prior postsecondary experience" when reporting first-time students?
·   Credit for military service/training from an association such as the American Council on Education,
·   Credit from any non-credit courses, as defined by the institution,
·   Credit received for completion of test/assessments,
·   Credit received before the student earned a high school diploma (i.e., AP or dual enrollment credits),
·   Postsecondary award received before the students earned a high school diploma (e.g., certificate, associate’s, bachelor’s, etc.), or
·   Credit for life experience.
Students with prior postsecondary experience credit from attending a military academic institution (e.g., Community College of the Air Force, West Point, U.S. Naval Academy, etc.) would NOT be considered first-time students.

NEW FAQ: How do I report a student who earned a postsecondary award while in high school (a dual enrolled student) and has now graduated high school and enrolled in my institution in the Fall?
If the postsecondary award was earned prior to the student graduating high school, then this student would be considered a first-time student in the Fall. The definition of "first-time" allows for students to still be classified as first-time if the degree was earned prior to their high school graduation. (Applies only to academic reporters)

NEW INSTRUCTION (for Expense screens FASB and GASB): Do NOT include O&M expenses in Salaries and Wages, Benefits, Depreciation, Interest, or Other Natural Expenses because O&M expense is reported in its own separate natural classification category.

REWORDED INSTRUCTION (for General Information Screen, Item #2 (Audit Opinion) for FASB and GASB):

Change, response option 3 from "Don''t know (Explain in box below)” to "Don't know OR in progress (Explain in box below)"

SCREEN AND INSTRUCTION CHANGE (Part C - Scholarships and Fellowships items 05 and 06 for FASB only):
- institutional grants (funded) revise to institutional grants (restricted)
- institutional grants (unfunded) revise to institutional grants (unrestricted)

SCREEN, INSTRUCTION, AND FAQ CHANGES (Part D, Line 05 for GASB only):
SCREEN CHANGE
Adjustments to beginning net position and other gains or losses – This amount is generated by subtracting lines 03 and 04 from line 06. In addition to adjustments to the beginning net position, it may also reflect other gains or losses such as those associated with the sale of plant assets or other extraordinary transactions.
-System offices absorbing all the pension expenses, liabilities, and deferrals for all their campuses should answer "Yes" to the screening question and the campuses should answer "No"
-Institutions that share audited financials with another entity (e.g., with districts, high schools, hospitals, etc.) should report only its proportionate share of pension expense, liability, and deferrals
-Pension expenses should be allocated to "Other functional expenses" (Part C-1) and "benefits" (Part C-2)

INSTRUCTION CHANGE: This amount is generated by subtracting lines 03 and 04 from line 06. In addition to adjustments to the beginning net position, it may also reflect other gains or losses from transactions of extraordinary items.

NEW FAQ: Q: Where should the gains or loss on the disposal of capital/plant asset be reported?
A: If the disposal of capital/plant asset is not considered an extraordinary or special item, then it should be reported as nonoperating revenue or expense. Gains from the disposal of capital/plant asset should be reported as other nonoperating revenue in part B, line 18 and loss from the disposal of capital/plant asset should be reported as other expenses in part C-1, line 14 and C-2, line 19-7. However, if the disposal of capital/plant asset is considered an extraordinary or special item, then gains or loss should be reported as other revenue and additions in part B, line 23.

NEW FAQ. Who is considered a "recipient" of a Pell Grant or Subsidized Direct Loan? For the purposes of the GR component, a recipient of a Pell Grant or Subsidized Direct Loan is a student who receives and uses that award within their first year of entry into the institution.

CHANGES TO SCREENS, INSTRUCTIONS, AND FAQs: Change wording from "Stafford Loan" to "Direct Loan"

SCREEN CHANGE (Pell/Direct Loan Screens): Add "(within entering year)" next to each row in the Pell/Direct Loan recipients screen: Recipients of a Pell Grant (within entering year); Recipients of a Direct Subsidized Loan (within entering year) that did not receive a Pell Grant; and Did not receive either a Pell Grant of Direct Subsidized Loan (within entering year)

REVISED SCREENING QUESTION: Do you have students to report who, 1) received an award between 151% and 200% of normal time to completion or 2) are still enrolled as of 200% of normal time?

Screen change: Removed weighted average column from salaries screen

INSTRUCTION CHANGE: Distance education opportunities are is one that uses one or more technologies to deliver instruction to students who are separated from the instructor and to support regular and substantive interaction between the students and the instructor synchronously or asynchronously.
Requirements for coming to campus for orientation, testing, or academic support services do not exclude a course from being classified as distance education opportunities. Technologies used for instruction may include the following: Internet; one-way and two-way transmissions through open broadcasts, closed circuit, cable, microwave, broadband lines, fiber optics, satellite or wireless communication devices; audio conferencing; and video cassette, DVDs, and CD-ROMs, if the cassette, DVDs, and CD-ROMs are used in a course in conjunction with the technologies listed above.

Distance education course
A course in which the instructional content is delivered exclusively via distance education.

Distance education program
A program for which all the required coursework for program completion is able to be completed via distance education courses.

Distance education levels
Indicate whether you offer distance education courses and/or programs at the undergraduate level and/or graduate level. Please check all that apply. If you do not offer distance education courses and/or programs, please select “Does not offer distance education" at the undergraduate and/or graduate level.

Exclusively distance education programs
Indicate whether or not ALL programs offered by your institution are delivered exclusively via distance education, meaning all the required coursework for program completion is able to be completed via distance education courses.

NEW FAQ. The SFA survey indicates that the maximum amount of DOD TAP awarded per fiscal year per student is $4500. What do I do if my DOD TAP average is greater than $4500 per student?
According to the 2014 final regulations set for the DOD Voluntary Education Programs - which include TAP (https://www.regulations.gov/document?D=DOD-2013-OS-0093-0048) - each branch of military service can pay no more than $250/semester-unit (or equivalent) for tuition. Each service member is eligible for up to $4500 in aggregate for each fiscal year. If your institution’s DOD TAP average is greater than $4500 per student per award year, then you should:
- Ask your financial aid office or VA certifying official to sort out the military aid and remove any non-DOD TAP aid (e.g., ROTC scholarships, tuition reimbursements for advanced civil schooling, education-related incentive or bonus);
- Remove any non-Title 10 aid since TAP is a Title 10 program; and
- Make sure that you are including one disbursement period for that award year. Even though DOD TAP aid are reported for the Oct 1 – Sep 30 timeframe, which technically covers two fall periods; only include one fall disbursement period per award year.

SCREEN CHANGE: Adding Prior Year values to military aid screens.