Integrated Postsecondary Education Data System (IPEDS) 2013-2016

IPEDS 2013 IC Fall Enrollment

Integrated Postsecondary Education Data System (IPEDS) 2013-2016

OMB: 1850-0582

⚠️ Notice: This form may be outdated. More recent filings and information on OMB 1850-0582 can be found here:

Document [pdf]

Download: pdf | pdf

Fall Enrollment

Integrated Postsecondary Education Data System (IPEDS)

This IPEDS Fall Enrollment data collection instrument was used during
the 2012-13 data collection and will be used again during the 2013-14,
2014-15, and 2015-16 data collections.

2012-13 Survey Materials > Form

Fall Enrollment for 4-year degree granting
Part B Selection
Completion of Part B (Enrollment of Students by Age) is optional this year.
Do you wish to complete Part B this year?
If you select 'Yes', you will see Part B and be expected to complete the screens.
If you select 'No', you will skip Part B.

Yes, I will complete Part B

No, I will not complete Part B

date: 1/16/2013

Fall Enrollment - CIPCODE Selection
Indicate which of the following fields of study are offered by your institution. Students are to be reported by
their major field of study for the categories listed below. Fields for which enrollment was reported for Fall 2012
have already been checked; please make sure all listed fields that are offered by your institution are checked.

Undergraduate and graduate fields
13.0000 -- Education
14.0000 -- Engineering
26.0000 -- Biological and Biomedical Sciences
27.0000 -- Mathematics
40.0000 -- Physical Sciences
52.0000 -- Business, Management, Marketing, and Related Support Services
Graduate-only fields
22.0101 -- Law (LL.B., J.D.)
51.0401 -- Dentistry (D.D.S., D.M.D.)
51.1201 -- Medicine (M.D.)

None of the above
You may use the space below to provide context for the data you've reported above.

Part A - Fall Enrollment for Full-Time Undergraduate Students
Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.
Program reporters report students enrolled at any time between August 1 and October 31, 2012.
Full-time Undergraduate Students
Race/Ethnicity Reporting Reminder:
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only

Enrolled for
credit
Men
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Total men prior
year
Women
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total women
Total women
prior year
Grand total
(men+women)
Grand total
(men+women)
prior year

Degree/certificate-seeking
Non-degree/
Total,
full-time
Transfer-in Continuing Total degree/certificate- non-certificate-seeking
undergraduate
seeking
students

First-time

Part A - Fall Enrollment for Part-time Undergraduate Students
Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.
Program reporters report students enrolled at any time between August 1 and October 31, 2012.
Part-time Undergraduate Students
Race/Ethnicity Reporting Reminder:
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only

Degree/certificate-seeking
Non-degree/
Total,
Transfer-in Continuing Total degree/certificate- non-certificate-seeking part-time
undergraduate
seeking
students

First-time

Part A - Fall Enrollment for Graduate Students
Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15,
2012.
Program reporters report students enrolled at any time between August 1 and October 31, 2012.
Graduate Students
Race/Ethnicity Reporting Reminder:
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only

Graduate Student Reporting Reminder:
•Report all postbaccalaureate degree and certificate students as graduate students, including any doctor's-professional
practice students (formerly first-professional)

Enrolled for credit
Men
Nonresident alien

Total full-time

Total part-time

Total graduate students

Hispanic/Latino

American Indian or Alaska Native

Asian

Black or African American

Native Hawaiian or Other Pacific Islander

White

Two or more races

Race and ethnicity unknown

Total men
Total men prior year
Women
Nonresident alien

Hispanic/Latino

American Indian or Alaska Native

Asian

Black or African American

Native Hawaiian or Other Pacific Islander

White

Two or more races

Race and ethnicity unknown
Total women
Total women prior year
Grand total (men+women)
Grand total (men+women) prior year

Part A - Fall Enrollment Summary
Students enrolled for credit
Men
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Grand Total (men+women)

Fall Enrollment Summary
Total full-time
students

Total part-time
students

Grand total,
all students

Sample pages for 13.0000 Education (undergraduate and graduate) and 21.0101 Law (firstprofessional) follow. Please duplicate these pages as needed for any fields of study listed
above that are offered by your institution.
Part A - Fall Enrollment by race/ethnicity and gender
Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.
Program reporters report students enrolled at any time between August 1 and October 31, 2012.
CIPCODE: 13.0000 -- Education
Full-time undergraduate students
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only

Students enrolled for credit

Degree/certificate-seeking
Non-degree/
First-time Transfer-in Continuing Total non-certificate-seeking

Men
Nonresident alien

Black or African American

Two or more races

Race and ethnicity unknown

Hispanic/Latino

Grand total (men+women) 2010
-11

Total men
Women
Nonresident alien

Total women
Grand total (men+women)

Race and ethnicity unknown

Native Hawaiian or Other
Pacific Islander
White

Two or more races

American Indian or Alaska
Native
Asian

Black or African American
Native Hawaiian or Other
Pacific Islander
White

Hispanic/Latino
American Indian or Alaska
Native
Asian

Total,
full-time
undergraduate
students

Part A - Fall Enrollment by race/ethnicity and gender
Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.
Program reporters report students enrolled at any time between August 1 and October 31, 2012.
CIPCODE: 13.0000 -- Education
Part-time undergraduate students
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only

Students enrolled for credit

Degree/certificate-seeking
Non-degree/
First-time Transfer-in Continuing Total non-certificate-seeking

Men
Nonresident alien

Total men
Women
Nonresident alien

Black or African American

Two or more races

Race/ethnicity unknown

Hispanic/Latino

Total women
Grand total (men+women)
Grand total (men+women) 2010
-11

Race/ethnicity unknown

Native Hawaiian or Other
Pacific Islander
White

Two or more races

American Indian or Alaska
Native
Asian

Black or African American
Native Hawaiian or Other
Pacific Islander
White

Hispanic/Latino
American Indian or Alaska
Native
Asian

Total,
part-time
undergraduate
students

Part A - Fall Enrollment by race/ethnicity and gender
Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.
Program reporters report students enrolled at any time between August 1 and October 31, 2012.
CIPCODE: 13.0000 -- Education
Graduate students
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only

Students enrolled for credit
Men
Nonresident alien

Total full-time

Total part-time

Total graduate students

Hispanic/Latino

American Indian or Alaska Native

Asian

Black or African American

Native Hawaiian or Other Pacific Islander

White

Two or more races

Race and ethnicity unknown

Total men
Women
Nonresident alien

Hispanic/Latino

American Indian or Alaska Native

Asian

Black or African American

Native Hawaiian or Other Pacific Islander

White

Two or more races

Race and ethnicity unknown
Total women
Grand total (men+women)
Grand total (men+women) 2010-11

Part A - Fall Enrollment by race/ethnicity and gender
Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15,
2012.
Program reporters report students enrolled at any time between August 1 and October 31, 2012.
CIPCODE: 22.0101 -- Law (LL.B., J.D.)
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only

Students enrolled for credit
Men
Nonresident alien

Total full-time

Total part-time

Total

Hispanic/Latino

American Indian or Alaska Native

Asian

Black or African American

Native Hawaiian or Other Pacific Islander

White

Two or more races

Race and ethnicity unknown

Total men
Women
Nonresident alien

Hispanic/Latino

American Indian or Alaska Native

Asian

Black or African American

Native Hawaiian or Other Pacific Islander

White

Two or more races

Race and ethnicity unknown
Total women
Grand total (men+women)
Grand total (men+women) 2010-11

Part A - Fall Enrollment by Distance Education Status
Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.
Program reporters report students enrolled at any time between August 1 and October 31, 2012.

Undergraduate Students
Degree/Certificate
Non-Degree/Certificate
Seeking
Seeking

Graduate
Students

Enrolled exclusively in distance education courses
Enrolled in some but not all distance education
courses
Not enrolled in any distance education courses

Total (all distance education statuses)

Total (from prior part A screens)
NOTE: The total of all distance education statuses
(above) must equal this total carried forward from the
prior part A screens
You may use the space below to provide context for the data you've reported above.

Part A - Fall Enrollment by Distance Education Status
Of those students exclusively enrolled in distance
education courses, report the number that are:
Located in
Located in the U.S. but not in

Undergraduate Students
Degree/Certificate
Non-Degree/Certificate
Seeking
Seeking

Graduate
Students

Located in the U.S. but state/jurisdiction unknown
Located outside the U.S.
Location unknown/unreported
Total students exclusively enrolled in distance
education (from section above)

Part B - Fall Enrollment by Age and Gender for Full-time Undergraduate Students
NOTE: These data are optional this year.
Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.
Program reporters report students enrolled at any time between August 1 and October 31, 2012.
Age

Full-time Undergraduate Students
Men
Women

Under 18

18-19
20-21
22-24
25-29
30-34
35-39
40-49
50-64
65 and over
Age unknown/unreported
Total full-time undergraduate students (from part A)

Part B - Fall Enrollment by Age and Gender for Part-time Undergraduate Students
NOTE: These data are optional this year.
Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.
Program reporters report students enrolled at any time between August 1 and October 31, 2012.
Age

Part-time Undergraduate Students
Men
Women

Under 18

18-19
20-21
22-24
25-29
30-34
35-39
40-49
50-64
65 and over
Age unknown/unreported
Total part-time undergraduate students (from part A)

Part B - Fall Enrollment by Age and Gender for Full-time Graduate Students
NOTE: These data are optional this year.
Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.
Program reporters report students enrolled at any time between August 1 and October 31, 2012.
Age

Full-time Graduate Students
Men
Women

Under 18

18-19
20-21
22-24
25-29
30-34
35-39
40-49
50-64
65 and over
Age unknown/unreported
Total full-time graduate students (from part A)

Part B - Fall Enrollment by Age and Gender for Part-time Graduate Students
NOTE: These data are optional this year.
Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.
Program reporters report students enrolled at any time between August 1 and October 31, 2012.
Age

Part-time Graduate Students
Men
Women

Under 18

18-19
20-21
22-24
25-29
30-34
35-39
40-49
50-64
65 and over
Age unknown/unreported
Total part-time graduate students (from part A)

Part C - Screening Question
Did any of your first-time degree/certificate-seeking undergraduate students (reported in Part A) enroll within 12
months of graduating high school or receiving their GED?

Yes, we have first-time students who enrolled within 12 months of their high school graduation.

No, we do not have any first-time students who enrolled within 12 months of their high school graduation.
You may use the space below to provide context for the data you've reported above.

Part C - Residence of First-time Undergraduates
Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.
Program reporters report students enrolled at any time between August 1 and October 31, 2012.
State of residence when student
was first admitted

FIPS Code

Alabama

Alaska

Arizona

Arkansas

California

Colorado

Connecticut

Delaware

District of Columbia

Florida

Georgia

Hawaii

Idaho

Illinois

Indiana

Iowa

Kansas

Kentucky

Louisiana

Maine

Total first-time
degree/certificate-seeking
undergraduates
(1)

Of students in column 1, those
who enrolled within 12 months
of high school graduation
or receiving their GED
(2)

FIPS Code

Maryland

Massachusetts

Michigan

Minnesota

Mississippi

Missouri

Montana

Nebraska

Nevada

New Hampshire

New Jersey

New Mexico

New York

North Carolina

North Dakota

Ohio

Oklahoma

Oregon

Pennsylvania

Rhode Island

Total first-time
degree/certificate-seeking
undergraduates
(1)

Of students in column 1, those
who enrolled within 12 months
of high school graduation
or receiving their GED
(2)

South Carolina
South Dakota
Tennessee
Texas
Utah
Vermont
Virginia
Washington
West Virginia
Wisconsin
Wyoming
State Unknown
American Samoa
Federated States of Micronesia
Guam
Marshall Islands
Northern Marianas
Palau
Puerto Rico
Virgin Islands
Foreign Countries
Residence unknown/unreported
Total first-time degree/certificate-seeking
undergraduates (from Part A)

FIPS
Total first-time
Of students in column 1, those
Code degree/certificate-seeking who enrolled within 12 months of
undergraduates
high school graduation
(1)
or receiving their GED
(2)
45
46
47
48
49
50
51
53
54
55
56
57
60
64
66
68
69
70
72
78
90
98

You may use the space below to provide context for the data you've reported above.

This part is only required from academic reporters.
Part D - Total Undergraduate Entering Class
Total Undergraduate Entering Class, Fall 2012
D1 Total full-time, first-time degree/certificate-seeking undergraduates from Part A (GR cohort)
D2 Total first-time degree/certificate-seeking undergraduates (full-time + part-time) from Part A
D3 Total transfer-in degree/certificate-seeking undergraduates (full-time + part-time) from Part A
D4 Total non-degree/certificate-seeking undergraduates (full-time + part-time) from Part A
D5 Of the total non-degree/certificate-seeking undergraduates displayed on line D4, the number that are
new to the institution in Fall 2012
D6 Total entering students at the undergraduate level
Note: This is calculated as first-time students (line D2) + students transferring to the institution (line D3)
+ non-degree/certificate-seeking undergraduates entering in Fall 2012 (line D5).
D7 Percentage of undergraduate entering class represented by your GR cohort (line D1/line D6)

Part E - First-time Bachelor's Cohort Retention Rates (Full-time)
Retention Rates
Full-time, First-time Bachelor's Cohort from Fall 2011
Academic reporters determine the cohort and retention as of the institution's official fall reporting date or as of
October 15. Program reporters determine the cohort with enrollment any time between August 1 and October
31, 2011 and retention based on August 1, 2012.
The retention rate is calculated by the system after clicking "Save" on the screen. Exclusions are subtracted
from the original cohort and the resulting adjusted cohort is used for calculating the retention rate.
Retention Data Reporting Reminders:
•
Include only full-time, first-time bachelor's students in this cohort.
•
Determine the full-time cohort using Fall 2011 status (e.g. if a student was full-time in Fall 2011,
report them in the full-time cohort regardless of their Fall 2012 status).
•
If there are no students to report in the cohort, enter zero. Do not leave the field blank.
•
Report in the exclusions box (line E2) the number of students from the cohort who left the
institution for any of the following reasons: died or were totally and permanently disabled; to
serve in the armed forces (including those called to active duty); to serve with a foreign aid
service of the Federal Government (e.g. Peace Corps); or to serve on official church missions.
Prior year
data (Fall
2010
cohort)
FULL-TIME, FIRST-TIME BACHELOR'S COHORT RETENTION:
E1 Full-time, first-time Fall 2011 bachelor's cohort

E2 Exclusions from the Fall 2011 cohort

E3 Adjusted Fall 2011 cohort (line E1- line E2)
E4 Students from Fall 2011 cohort still enrolled as of Fall 2012

E5 Full-time, first-time Fall 2011 bachelor's cohort retention rate (line E4 /
line E3)
Image
description.
These
context
notes
will
be on
posted
the
College
Navigator.
End of image
description.

You may use the space below to provide context for the data you've reported above.

These context notes will be posted on the College Navigator website, and should be written to be understood
by students and parents.

Part E - First-time Bachelor's Cohort Retention Rates (Part-time)
Retention Rates
Part-time, First-time Bachelor's Cohort from Fall 2011
Academic reporters determine the cohort and retention as of the institution's official fall reporting date or as of
October 15. Program reporters determine the cohort with enrollment any time between August 1 and October
31, 2011 and retention based on August 1, 2012.
The retention rate is calculated by the system after clicking "Save" on the screen. Exclusions are subtracted
from the original cohort and the resulting adjusted cohort is used for calculating the retention rate.
Retention Data Reporting Reminders:
•
Include only part-time, first-time bachelor's-seeking students in this cohort.
•
Determine part-time using Fall 2011 attendance status (e.g. if a student was part-time in Fall
2011, report them in the part-time cohort regardless of their Fall 2012 status).
•
If there are no students to report in the cohort, enter zero. Do not leave the field blank.
•
Report in the exclusions box (line E7) the number of students from the cohort who left the
institution for any of the following reasons: died or were totally and permanently disabled; to
serve in the armed forces (including those called to active duty); to serve with a foreign aid
service of the Federal Government (e.g. Peace Corps); or to serve on official church missions.
Prior year
data (Fall
2010
cohort)
PART-TIME, FIRST-TIME BACHELOR'S COHORT RETENTION:
E6 Part-time, first-time Fall 2011 bachelor's cohort
E7 Exclusions from the Fall 2011 cohort
E8 Adjusted Fall 2011 cohort (line E6 - line E7)
E9 Students from Fall 2011 cohort still enrolled as of Fall 2012
%
E10 Part-time, first-time Fall 2011 bachelor's cohort retention rate (line E9 / line
%
E8)
Image
description.
These
context
notes
will
be on
posted
the College
Navigator.
End of image
description.

You may use the space below to provide context for the data you've reported above.

These context notes will be posted on the College Navigator website, and should be written to be understood
by students and parents.

Part F - Student-to-Faculty Ratio
Please provide your institution's student-to-faculty ratio (i.e., student-to-instructional staff) for undergraduate
programs for Fall 2012. The student-to-faculty ratio and any accompanying context that is provided will be
displayed on College Navigator.
Note: Logic in this item is similar to item I-2 from the Common Data Set data collection.
Click here to use a worksheet to help you determine the student-to-faculty ratio
Student-to-faculty ratio
Student-to-faculty ratio prior year
Image
description.
These
context
notes
will
be on
posted
the College
Navigator.
End of image
description.

to 1
to 1

You may use the space below to provide context for the data you've reported above.

These context notes will be posted on the College Navigator website, and should be written to be understood
by students and parents.

Part F - Four-Year Institutions with Graduate Programs Student-to-Faculty Ratio Worksheet
This worksheet is designed to help you determine your institution's student-to-faculty ratio.
Data entered on this worksheet will NOT be collected or saved. Therefore, please PRINT this screen if you
would like to refer to the ratio calculation for your institution at a later time.
The term "stand-alone graduate or professional program" used below is defined as a graduate or professional
practice program such as medicine, law, veterinary, dentistry, social work, or public health, in which faculty
teach virtually only graduate-level students (often referred to as "independent" programs).
Note: The logic used for this calculation is similar to item I-2 from the Common Data Set data collection.
Students, Fall 2012
FULL-TIME STUDENTS:
F1 Total full-time students from Part A
Full-time Student Exclusion (Line F2):
F2 Of the full-time students reported in Line F1, the number enrolled in stand-alone
graduate or professional programs
F3 Total adjusted full-time student count
(Line F1 - F2)
PART-TIME STUDENTS:
F4 Total part-time students from Part A
Part-time Student Exclusion (Line F5):
F5 Of the part-time students reported in Line F4, the number enrolled in stand-alone
graduate or professional programs
F6 Total adjusted part-time student count
(Line F4 - F5)
F7 Full-time equivalent of adjusted part-time student count
(Line F6 * 1/3)
F8 Total adjusted full-time equivalent students
(Line F3 + F7)
Instructional Staff, Fall 2012
FULL-TIME INSTRUCTIONAL STAFF:
F9 Number of full-time instructional staff (non-medical) as reported on the HR survey
component
Full-time Instructional Staff Exclusions (Line F10A and 10B):
(Note: an individual instructor meeting both exclusion criteria should only be reported in ONE exclusion line item.)
F10A Of the full-time instructional staff reported in Line F9, the number teaching
exclusively in stand-alone graduate or professional programs
F10B Of the full-time instructional staff reported in Line F9, the number teaching
exclusively non-credit courses
F11 Total adjusted full-time instructional staff
(Line F9 - (F10A + F10B))
PART-TIME INSTRUCTIONAL STAFF:
F12 Number of part-time instructional staff (non-medical) as reported on the HR
survey component
Part-time Instructional Staff Exclusions (Line F13A and 13B):
(Note: an individual instructor meeting both exclusion criteria should only be reported in ONE exclusion line item.)
F13A Of the part-time instructional staff reported in Line F12, the number teaching
exclusively in stand-alone graduate or professional programs
F13B Of the part-time instructional staff reported in Line F12, the number teaching
exclusively non-credit courses
Part-time Instructional Staff Addition (Line F14):
F14 Number of administrators, or other staff not reported to IPEDS as instructors, that
are teaching a credit course(s) in the Fall
F15 Total adjusted part-time instructional staff
(Line F12 - (F13A + F13B) + F14)
F16 Full-time equivalent of adjusted part-time instructional staff
(Line F15 * 1/3)
F17 Total full-time equivalent of adjusted instructional staff

(Line F11 + F16)
F18 Student-to-faculty ratio
(Line F8/F17)

to 1

Prepared by
This survey component was prepared by:
Keyholder
SFA Contact
HR Contact
Finance Contact
Other
Name:
Email:
How long did it take to prepare this survey component?
hours
minutes
The name of the preparer is being collected so that we can follow up with the appropriate person in the event that there
are questions concerning the data. The Keyholder will be copied on all email correspondence to other preparers.
The time it took to prepare this component is being collected so that we can continue to improve our estimate of the
reporting burden associated with IPEDS. Please include in your estimate the time it took for you to review instructions,
query and search data sources, complete and review the component, and submit the data through the Data Collection
System.
Thank you for your assistance.

2012-13 Survey Materials > Instructions

date: 1/16/2013

Fall Enrollment Full Instructions

Purpose of the Survey
Changes in Reporting
General Instructions
Reporting Period Covered
Context Boxes
Coverage
Who To Include
Who To Exclude
Where to Get Help for Reporting
IPEDS Help Desk
AIR Website
IPEDS Website Resources
Where the Reported Data Will Appear
Institution Level
Aggregate Level
Reporting Directions
Screening Questions
Reporting Individuals by Racial/Ethnic Categories
Part A: Fall Enrollment by Level, Attendance Status, Race/Ethnicity, and Gender
Part B: Fall Enrollment by Age
Part C: Residence of First-Time Degree/Certificate-Seeking Undergraduates
Part D: Total Undergraduate Entering Class
Part E: Retention Rates for First-Time Bachelor's Seeking Students
Part F: Student-to-Faculty Ratio

Purpose of Survey
The purpose of the Fall Enrollment component of IPEDS is to collect enrollment data on all
students enrolled for credit in courses/programs that could lead to awards ranging from
postsecondary certificates of less than 1 year to doctoral degrees. Fall enrollment data are
collected by level of student, attendance status, race/ethnicity, and gender. In addition, the Fall
Enrollment component collects data on the institution's undergraduate entering class, first-time
student retention rates, and the student-to-faculty ratio. Every other year data on enrollment by
nine selected fields of study are collected, as is residency of first-time degree/certificate-seeking
undergraduate students. In opposite years, enrollment by student age is collected.

Changes in Reporting
Institutions must report enrollment by distance education status for all students. Institutions must first report
whether students are enrolled in no distance education courses, some distance education courses, or
exclusively distance education courses. For those students who are enrolled exclusively in distance education
courses, institutions must also report the location of the student.

General Instructions
Reporting Period Covered

For institutions operating on a traditional academic year calendar (semester, trimester, quarter, or 4-1-4), fall
enrollment should be reported as of the institution's official fall reporting date or October 15.
For institutions operating on an "other academic calendar," a calendar that differs by program, or enrolls
students on a continuous basis (referred to as program reporters), fall enrollment is reported for students
enrolled any time during the period August 1 and October 31.

Context Boxes
Context boxes are provided to allow institutions to provide more information regarding survey component
items. Note that some context boxes are posted on the College Navigator Website, which is the college search
tool offered by NCES. NCES will review entries in these context boxes for applicability and appropriateness
before posting them on the College Navigator Website; institutions should check grammar and spelling of
their entries.
Image
description.
Top of Page
End
of image
description.

Coverage

Who to Include

Include all students enrolled for credit (courses or programs that can be
applied towards the requirements for a postsecondary degree, diploma,
certificate, or other formal award), regardless of whether or not they are
seeking a degree or certificate. This includes:
•
•
•
•
•

Students enrolled for credit in off-campus centers
High school students taking regular college courses for credit
Students taking remedial courses if the student is degree-seeking for the purpose of student financial
aid determination
Students from overseas enrolled in U.S. courses for credit (e.g., online students)
Graduate students enrolled for thesis credits, even when zero credits are awarded, as these students
are still enrolled and seeking their degree

Who to Exclude

Exclude students who are not enrolled for credit. For example, exclude:
•
•
•
•

Students enrolled exclusively in courses that cannot be applied towards a formal award
Students enrolled exclusively in Continuing Education Units (CEUs)
Students exclusively auditing classes
Residents or interns in doctor's - professional practice programs, since they have already received
their doctor's degree

In addition, the following students should be excluded:
•
•

Any student studying abroad (e.g., at a foreign university) if their enrollment at the 'home' institution
serves as an administrative record
Students in any branch campus located in a foreign country

Image
description.
Top of Page
End
of image
description.

Where to Get Help
IPEDS Data Collection Help Desk
Phone: 1-877-225-2568
Email: [email protected]

AIR Website
You can also consult the AIR website that contains several tutorials on IPEDS data collection, a self-paced
overview of IPEDS tools and other valuable resources.

IPEDS Resources Page
In addition, the IPEDS Resources Page contains frequently asked questions, a link to the glossary, data tip
sheets, an archive of survey instruments, information on the new race/ethnicity categories and other relevant
information.
Image
description.
Top of Page
End
of image
description.

Where the Data Will Appear

Data collected through IPEDS will be accessible at the institution- and aggregate-levels.
At the institution-level, data will appear in the:
•
College Navigator Website
•
IPEDS Data Center
•
IPEDS Data Feedback Reports
At the aggregate-level, data will appear in:
•
IPEDS First Looks
•
IPEDS Table Library
•
IPEDS Data Feedback Reports
•
The Digest of Education Statistics
•
The Condition of Education
Image
description.
Top of Page
End
of image
description.

Reporting Directions
Screening Questions
Before entering any data, a screening question will need to be answered.
Part B Selection.
Part B (Enrollment by Age) is optional this year. Indicate whether or not you will complete Part B of the Fall
Enrollment survey component this year.
CIPCODE Selection.
Reporting enrollment by selected fields of study is mandatory this year. In Part A, enrollment in the selected
fields will need to be reported in addition to the total enrollment data reported.
Select the fields of study that are offered by your institution. Field names and corresponding CIP codes for
the programs known to exist at your institution will already be checked. Please update this list, if necessary,
by adding or removing checks in the associated boxes. Undergraduate and graduate fields:
•
13.0000 -- Education
•
14.0000 -- Engineering
•
26.0000 -- Biological and Biomedical Sciences
•
27.0000 -- Mathematics
•
40.0000 -- Physical Sciences
•
52.0000 -- Business, Management, Marketing, and Related Support Services
Graduate-only fields:
•
22.0101 -- Law (LL.B., J.D.)
•
51.0401 -- Dentistry (D.D.S., D.M.D.)
•
51.1201 -- Medicine (M.D.)
Once you have updated this CIPCODE Selection screen and saved the results, screens similar to the Part A
Summary screens will be generated at the appropriate levels and fields of study.

In addition, the following categories may be used:
•
Nonresident alien
•
Race and ethnicity unknown
Racial/ethnic descriptions - Racial/ethnic designations as used in this survey do not denote scientific
definitions of anthropological origins. The categories are:
•
Hispanic or Latino- A person of Cuban, Mexican, Puerto Rican, South or Central American, or other
Spanish culture or origin, regardless of race.
•
American Indian or Alaska Native- A person having origins in any of the original peoples of North and
South America (including Central America) who maintains cultural identification through tribal
affiliation or community attachment.
•
Asian- A person having origins in any of the original peoples of the Far East, Southeast Asia, or the
Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia,
Pakistan, the Philippine Islands, Thailand, and Vietnam.
•
Black or African American- A person having origins in any of the black racial groups of Africa.
•
Native Hawaiian or Other Pacific Islander- A person having origins in any of the original peoples of
Hawaii, Guam, Samoa, or other Pacific Islands.
•
White - A person having origins in any of the original peoples of Europe, the Middle East, or North
Africa.
Other descriptive categories
•
Nonresident alien - A person who is not a citizen or national of the United States and who is in this
country on a visa or temporary basis and does not have the right to remain indefinitely. NOTE Nonresident aliens are to be reported separately, in the boxes provided, rather than included in any of
the seven racial/ethnic categories. Resident aliens and other eligible (for financial aid purposes) noncitizens who are not citizens or nationals of the United States and who have been admitted as legal
immigrants for the purpose of obtaining permanent resident alien status (and who hold either an alien
registration card (Form I-551 or I-151), a Temporary Resident Card (Form I-688), or an ArrivalDeparture Record (Form I-94) with a notation that conveys legal immigrant status such as Section
207 Refugee, Section 208 Asylee, Conditional Entrant Parolee or Cuban-Haitian) are to be reported in
the appropriate racial/ethnic categories along with United States citizens.
•
Race and ethnicity unknown - This category is used only if the person did not select EITHER a
racial or ethnic designation.
Image
description.
Top of Page
End
of image
description.

Part A: Full-Time Undergraduate Students by Race/Ethnicity and Gender
On this screen, include all students enrolled for credit, full-time at the undergraduate level. The
undergraduate level includes students enrolled in undergraduate level courses, in 4 or 5-year bachelor's
degree programs, associate's degree programs, or any certificate programs below the baccalaureate level.
Students who have already earned a bachelor's degree but are taking undergraduate courses for credit should
be included as undergraduates.

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
Students who entered with advanced standing (any college credits earned before graduation from
high school)
In order to be considered degree or certificate-seeking, the student must be enrolled in courses for credit and
be recognized by the institution as seeking a degree or other formal award. Dual enrolled high school
students are not considered degree/certificate-seeking. Note: All students eligible to receive federal student
financial aid are to be considered degree/certificate-seeking.
Program Reporters: Include first-time students who entered your institution between August 1, 2012 and
October 31, 2012.
Academic Reporters: Student counts reported in column 1 define the initial cohort for reporting graduation
rates on the IPEDS Graduation Rates (GR) component to meet Student Right-to-Know reporting
requirements. Students reported in this group will become your GR cohort in the reporting year appropriate
for your institution. The number of students reported in column 1 will also appear in Part D to be used in
determining the percentage of the entering class represented by the current GR cohort.

Full-time, transfer-in degree/certificate-seeking undergraduate students
In column 2, report the total number of full-time degree/certificate-seeking undergraduate students entering
the reporting institution for the first time but known to have previously attended a postsecondary institution
at the undergraduate level. These students may or may not have transferred credit(s).

Full-time, continuing degree/certificate-seeking undergraduate students
In column 3, report the total number of continuing (i.e., not first-time and not transfer-in) full-time
degree/certificate-seeking undergraduate students. These are students who are not new to the institution in
the fall, but instead are continuing their studies at the institution.

Once you save the data by clicking the 'Verify and Save' button, the 'Total full-time degree/certificate-seeking
undergraduates' (column 4) and 'Total, full-time undergraduate students' (column 6) will be calculated by the
system and display on the survey screen.

Part A: Enrollment by Selected Fields of Study
Report students in the selected fields using the same definitions and instructions provided for the
Part A Enrollment by Race/Ethnicity screens.
Students at your institution that have not declared a major field of study or their major field of
study is not one of the selected fields should be reported on the Part A Enrollment by
Race/Ethnicity. The enrollment reporting by the selected fields of study is most likely only a
subset of the total students enrolled in your institution.
Image
description.
Top of Page
End
of image
description.

Part A: Part-time Undergraduate Students
Report part-time students using the same definitions and instructions provided for full-time undergraduate
students.
Image
description.
Top of Page
End
of image
description.

Part A: Graduate Students by Race/Ethnicity and Gender
Report all students enrolled for credit at the graduate level as either full-time (column 1) or part-time
(column 2). Include graduate students enrolled for thesis credits, even when zero credits are awarded, as
these students are still enrolled and seeking their degree.
Graduate Student Reporting Reminder: Institutions are required to report using the new
postbaccalaureate classifications. Report all postbaccalaureate degree and certificate students as graduate
students, including doctor's-professional practice students (formerly first-professional).
Image
description.
Top of Page
End
of image
description.

Part A: Enrollment by Distance Education Status

On this screen, report all students reported on previous Part A screens.
Enrolled exclusively in distance education courses:

Students who are enrolled only in courses that are considered distance
education courses.
Enrolled in some but not all distance education courses:

Students who are enrolled in at least one course that is considered a
distance education course, but are not enrolled exclusively in distance
education courses.
Not enrolled in any distance education courses:

Students who are not enrolled in any distance education courses.
Requirements for coming to campus for orientation, testing, or
academic support services do not exclude a course from being classified
as distance education.
Note:

The totals for degree/certificate-seeking undergraduate (first-time +
transfer-in + continuing), non-degree/certificate-seeking undergraduate
and graduate students will be carried forward from the previous Part A
screens. The total students reported by distance education status must
equal the total students carried forward from prior Part A screens. If the
totals are not the same, a fatal error will occur.

If there are students reported as enrolled exclusively in distance
education courses, further data on the location of these distance
education students will need to be reported. Report, by student level and
undergraduate degree-seeking status, the number of exclusively distance
education students that are located in the same state/jursidiction as the
institution, in a different state/jurisdiction than the institution, in the U.S.
but the state/jurisdiction is unknown, and residing outside the U.S.
The total students exclusively enrolled in distance education courses will
be carried forward from earlier on the screen. If the total students
reported by location does not equal the total enrolled exclusively in
distance education from above, the “Location unknown/unreported” is
calculated.

Part B: Fall Enrollment by Age and Gender
Part B is optional this year. This part is required in odd-numbered years.
This distribution of students should include all students reported in Part A.

Enrollment by Age
Use institutional records to calculate student age.
Academic reporters: report student age as of the institution's official fall reporting date or as of October 15,
2012.
Program reporters: report student age as of August 1, 2012.
The totals by gender for each attendance status (full- or part-time) and student level (undergraduate or
graduate) will be carried forward from the corresponding Part A screens. When the Part B and Part A totals do
not agree, the "Age unknown/unreported" is calculated.
Note: If the Part B student count total is larger than the total carried forward from Part A (resulting in a
negative value), a fatal error results. In this case, reexamine both the age data and comparable portion of
Part A to identify the error and make appropriate corrections.

Part C: Residence of First-time Degree/Certificate-Seeking Undergraduate Students
Part C is required this year. This part is required in even-numbered years only.
This distribution of students should include all first-time degree/certificate-seeking undergraduate
students (both full- and part-time) reported in Part A.

Recent High School Graduates Screening Question
Part C begins with a screening question to determine whether or not your institution has first-time
degree/certificate-seeking undergraduate students who enrolled within 12 months of graduating high school
or receiving their GED. If the answer is 'Yes', then 2 columns will be reported in Part C, one for all first-time
degree/certificate-seeking undergraduates and one for those first-time degree/certificate-seeking
undergraduates enrolled within 12 months of graduating high school or receiving their GED. If the answer is
'No', then only one column for all first-time degree/certificate-seeking undergraduates will display in Part C.

State of residence
Use the state identified by the student as his/her permanent address at the time of application to the
institution. This may be the legal residence of a parent or guardian, or the state in which a student has a
driver's license or is registered to vote. It is not necessarily the state in which the student's high school is
located.

Residence of first-time degree/certificate-seeking undergraduate students
In column (1), report all first-time degree/certificate-seeking undergraduate students, both full-time and
part-time, by state of residence. The total line for column (1) will be carried forward from the total first-time
degree/certificate-seeking undergraduate students reported in Part A. If the sum of the students reported by
state of residence in column (1), lines 1-90, does not agree with the total first-time degree/certificate-seeking
undergraduates from Part A, the "Residence unknown/unreported" (line 98) will be calculated.
Note: When the sum of students by state of residence is larger than the total carried forward from Part A
(resulting in a negative value calculated for the "Residence unknown/unreported" line), a fatal error results.
In this case, reexamine both the residence data and comparable section of Part A to identify the error and
make appropriate corrections.
If your institution responded 'Yes' to the screening question, the subset of students from column (1) who
enrolled within 12 months of graduating high school or receiving their GED are to be reported again by their
state of residence in column (2).
Image
description.
Top of Page
End
of image
description.

Part D: Total Undergraduate Entering Class

Program reporters and non-degree-granting institutions do not complete Part D.
Total entering class data are included to address concerns some institutions have raised about the cohort that
is defined by the IPEDS Graduation Rates (GR) component. The GR cohort includes only full-time, first-time
degree/certificate-seeking undergraduate students. For institutions with substantial part-time, transfer-in, and
non-degree/certificate-seeking enrollment, this may result in graduation rates that are not representative of
their typical entering class.
The total undergraduate entering class is comprised of all first-time undergraduates (full-time and part-time),
all transfer-in undergraduates (full-time and part-time) and the subset of non-degree/certificate-seeking
undergraduates who are new to the institution in the Fall. To reach the total entering class total, Part D
follows a line-by-line step process.
Lines D1 - D4 are carried forward from Part A reporting.
In Line D5, report the subset of non-degree/certificate-seeking undergraduate students displayed on line
D4, who are new to the institution in Fall 2012.
Line D6 will calculate the total undergraduate entering students. This is calculated as all first-time students
(line D2) + all transfer-in students (line D3) + non-degree/certificate-seeking undergraduate students new to
the institution in Fall 2012 (line D5).
After clicking 'Save', Line D7 will display the percentage of the undergraduate entering class that is
represented by the current GR cohort (the GR cohort is carried forward from Part A and displayed in Line D1).
The percentage is calculated as line D1/D6.
Image
description.
Top of Page
End
of image
description.

Part E: Retention Rates for First-Time Bachelor's Degree Seeking Student Cohort
Retention rates examine the percentage of first-time bachelor's degree (or equivalent) seeking
students enrolled in the fall of the prior year that are still enrolled in the fall of the current year.
On each retention screen (full-time cohort and part-time cohort screens) institutions must report:
•
First-time bachelor's degree (or equivalent) seeking Fall 2011 cohort.
Academic reporters: determine the cohort using the institution's official fall reporting date or as of
October 15, 2011.
Program reporters: determine the cohort based on students who were enrolled in the institution at
any time between August 1 and October 31, 2011.
Note: The retention cohorts are the subset of first-time degree/certificate-seeking students reported
in Part A of the prior year Fall Enrollment survey that are bachelor's degree (or equivalent) seeking.
Attendance status (full- or part-time) should be based on the student's Fall 2011 status.
•

Exclusions from the cohorts (see below for allowable exclusions)

•

Total number of students retained from the Fall 2011 cohort.
Total students retained = students from the Fall 2011 cohort who are still enrolled as of
Fall 2012
Academic reporters: Report students retained as of the institution's official fall reporting date or as
of October 15, 2012.
Program reporters: Report students retained as of August 1, 2012.

Exclusions:
Institutions may report cohort exclusions. Allowable exclusions are students who left the institution for any of
the following reasons:
•
Died or were totally and permanently disabled
•
To serve in the armed forces (including those called to active duty)
•
To serve with a foreign aid service of the Federal Government (e.g., Peace Corps)
•
To serve on official church missions

The system will compute an adjusted cohort by subtracting the student exclusions from the
original cohort prior to calculating the retention rate.
Retention rates will be computed by the system after clicking 'Save.' The retention rate is calculated as:
(Students from the Fall 2011 cohort still enrolled as of Fall 2012/Adjusted Fall 2011 cohort)*100

Part F: Student-to-Faculty Ratio
Graduate only institutions do not complete Part F.
Report the student-to-faculty ratio for undergraduate programs at your institution. A worksheet is available
to help determine your institution's ratio. Click on the link from the Part F screen to access the worksheet.

Worksheet for Less Than Four-Year Institutions and Four-Year Institutions without
Graduate or Professional Programs

The worksheet is designed to help institutions determine their student-to-faculty ratio. It is NOT
mandatory that you use this worksheet to calculate your student-to-faculty ratio. Data entered on
the worksheet will NOT be collected or saved. Make sure to print the screen in order to refer to
the ratio calculation for your institution at a later time.
Please note: The logic used in this calculation is similar to that of item I-2 from the Common Data Set data
collection.

FULL- AND PART-TIME STUDENT DATA:
All student data on the worksheet is either carried forward from Part A or a calculated field.

Lines F1 and F2. Total full-time and total part-time students.
The total number of full- and part-time students are carried forward from Part A.
Line F3. A full-time equivalent (FTE) of the part-time student count.
The FTE will be calculated as line F2 (total part-time student count) * 1/3.
Line F4. Total FTE students.
This is calculated as the sum of lines F1 (total full-time students) and F3 (FTE of part-time students). Line F4
is used in the ratio calculation.

FULL-AND PART-TIME INSTRUCTIONAL STAFF DATA:
Lines F5 and F8 should be reported based on data your institution is reporting in the IPEDS Human Resources
(HR) survey component. Please work together with the appropriate staff at your institution to ensure that the
data used on this worksheet and reported in the HR component are the same.
In line F5, report the total number of full-time instructional staff as reported on the HR component.
In line F8, report the total number of part-time instructional staff as reported on the HR component.
Instructional Staff Exclusion for Non-Credit Instructors:
In line F6, report the number of full-time instructional staff reported in line F5 that are teaching exclusively
non-credit courses.
In line F9, report the number of part-time instructional staff reported in line F8 that are teaching exclusively
non-credit courses.
For institutions that have a large amount of non-credit activity, the above exclusions will better align the
student data with the instructional staff data being used in the ratio.
Part-Time Instructional Staff Addition:
In line F10, report the number of administrators or other staff NOT reported to IPEDS as instructors (and
therefore not included in the instructional staff count reported in line F8) that are teaching a credit course in
the Fall.
For institutions that have administrators and other professionals on staff that are not reported to IPEDS as
instructors (because it is not their "primary function") but they teach credit courses, the above allowable
addition will produce a more accurate ratio.
With the above instructional staff exclusions and part-time instructional staff addition information above, the
system will compute the following on the worksheet:
Line F7. Total adjusted full-time instructional staff.
The adjusted full-time instructional staff is the total full-time instructional staff, excluding those teaching
exclusively non-credit classes. The system will calculate line F7 as line F5 (total full-time instructional staff as
reported on the HR component) minus line F6 (total full-time instructional staff teaching exclusively noncredit courses).
Line F11. Total adjusted part-time instructional staff.
The adjusted part-time instructional staff is the total part-time instructional staff, excluding those teaching
exclusively non-credit classes, and adding those administrators and other staff teaching credit courses. The
system will calculate line F11 as line F8 (total part-time instructional staff as reported on the HR component)
minus line F9 (total part-time instructional staff teaching exclusively non-credit courses) + line F10
(administrators and other staff teaching credit courses).
Line F12. Total FTE of adjusted part-time instructional staff.
The FTE will be calculated as line F11 (total adjusted part-time instructional staff) * 1/3.
Line F13. Total FTE of adjusted instructional staff.
This is calculated as the sum of lines F7 (total adjusted full-time instructional staff) and F12 (FTE of total
adjusted part-time instructional staff). Line F13 is used in the ratio calculation.
Line F14. Student-to-faculty ratio.
The ratio will be calculated by the system as line F4 (total adjusted FTE students) divided by line F13 (total
adjusted FTE instructional staff). The ratio will be displayed on the worksheet as xxx to 1.

The calculated ratio can then be entered onto the Part F (Student-to-Faculty Ratio)
screen.
Image
description.
Top of Page
End
of image
description.

Worksheet for Institutions with Graduate or Professional Programs
The worksheet is designed to help institutions determine their student-to-faculty ratio for
undergraduate programs. It is NOT mandatory that you use this worksheet to calculate your
student-to-faculty ratio. Data entered on the worksheet will NOT be collected or saved in the
system. Make sure to print the screen in order to refer to the ratio calculation for your institution
at a later time.
Please note: The logic used in this calculation is similar to that of item I-2 from the Common Data Set data
collection.
The term "stand-alone graduate or professional programs" used on the worksheet is defined as
graduate or professional programs such as medicine, law, veterinary, dentistry, social work, or public health,
in which faculty teach virtually only graduate-level students (also referred to as "independent" programs).
Student and instructional staff counts will be adjusted for stand-alone graduate or professional programs to
allow the ratio to come closer to an undergraduate program student-to-faculty ratio without overburdening
institutions with reporting detail on the level of instruction taught by each instructor.

FULL- AND PART-TIME STUDENT DATA:
The total number of full-time and part-time students (lines F1 and F4) are carried forward from Part A.
Institutions with stand-alone graduate or professional programs (see definition above) report the following
Fall 2012 student exclusions:
•
In line F2, report the total number of full-time students enrolled in stand-alone graduate or
professional programs.
•
In line F5, report the total number of part-time students enrolled in stand-alone graduate or
professional programs.
With the above student exclusions, the system will then compute the following on the worksheet:
•
Lines F3 and F6. Total adjusted full-time and total adjusted part-time student counts.
These are the total full-time and part-time students reported in Part A, excluding those enrolled in
stand-alone graduate or professional programs. The system will calculate line F3 as line F1 (total fulltime students) minus line F2 (total full-time students enrolled in stand-alone graduate or professional
programs) and calculate line F6 as line F4 (total part-time students) minus line F5 (total part-time
students enrolled in stand-alone graduate or professional programs).
•
Line F7. A full-time equivalent (FTE) of the adjusted part-time student count.
The FTE will be calculated as line F6 (total adjusted part-time student count) * 1/3.
•
Line F8. Total adjusted FTE students.
This is calculated as the sum of lines F3 (total adjusted full-time students) and F7 (FTE of total
adjusted part-time students). Line F8 is used in the ratio calculation.

FULL-AND PART-TIME INSTRUCTIONAL STAFF DATA:
Lines F9 and F12 should be reported based on data your institution is reporting in the IPEDS Human
Resources (HR) survey component. Please work together with the appropriate staff at your institution to
ensure that the data used on this worksheet and reported in the HR component are the same.
•
Line F9. The total number of full-time instructional staff (non-medical) as reported on the HR
component.
•
Line F12. The total number of part-time instructional staff (non-medical) as reported on the HR
component. NOTE: Graduate assistants are not included.
Instructional Staff Exclusions for Stand-Alone Programs:

•

Institutions with stand-alone graduate or professional programs (see definition above) report the
following Fall 2012 instructional staff exclusions on the worksheet:
In line F10A, report the number of full-time instructional staff teaching exclusively in stand-alone
graduate or professional programs.
Please note that instructional staff reported on the medical school screens in the HR component
(medical school screens are seen only by institutions with M.D. and/or D.O. programs) are already
excluded from the counts in line F9 and therefore should not be reported in line F10.
In line F13A, report the number of part-time instructional staff teaching exclusively in stand-alone
graduate or professional programs.
Please note that instructional staff reported on the medical school screens in the HR component
(medical school screens are seen only by institutions with M.D. and/or D.O. programs) are already
excluded from the counts in line F12 and therefore should not be reported in line F13.

Instructional Staff Exclusion for Non-Credit Instructors:
•
In line F10B, report the number of full-time instructional staff teaching exclusively non-credit
courses.
•
In line F13B, report the number of part-time instructional staff teaching exclusively non-credit
courses.
For institutions that have a large amount of non-credit activity (most often public two-year institutions), the
above exclusions will better align the student data with the instructional staff data being used in the ratio.
Part-Time Instructional Staff Addition:

•

In line F14, report the number of administrators or other staff NOT reported to IPEDS as instructors
(and therefore not included in the EAP count reported in line F12) that are teaching a credit course in
Fall 2012.
For institutions that have administrators and other professionals on staff that are not reported to IPEDS as
instructors (because it is not their "primary function") but they teach credit courses throughout the year, the
above allowable addition will produce a more accurate ratio.
With the above instructional staff exclusions and part-time instructional staff addition information above, the
system will compute the following on the worksheet:
•
Line F11. Total adjusted full-time instructional staff.
The adjusted full-time instructional staff is the total full-time instructional staff, excluding those
teaching exclusively in stand-alone graduate or professional programs and those teaching exclusively
non-credit classes. The system will calculate line F11 as line F9 (total full-time instructional staff as
reported on HR) minus the total exclusions [line F10A (total full-time instructional staff teaching
exclusively in stand-alone graduate or professional programs) + line F10B (total full-time instructional
staff teaching exclusively non-credit courses)].
•
Line F15. Total adjusted part-time instructional staff.
The adjusted part-time instructional staff is the total part-time instructional staff, excluding those
teaching exclusively in stand-alone graduate or professional programs and those teaching exclusively
non-credit classes, and adding those administrators and other staff teaching credit courses. The
system will calculate line F15 as line F12 (total part-time instructional staff as reported on HR)
minus the total exclusions [line F13A (total part-time instructional staff teaching exclusively in standalone graduate or professional programs) + line F13B (total part-time instructional staff teaching
exclusively non-credit courses)] + line F14 (administrators and other staff teaching credit courses).
•
Line F16. Total FTE of adjusted part-time instructional staff.
The FTE will be calculated as line F15 (total adjusted part-time instructional staff) * 1/3.
•
Line F17. Total FTE of adjusted instructional staff.
This is calculated as the sum of lines F11 (total adjusted full-time instructional staff) and F16 (FTE of
total adjusted part-time instructional staff). Line F17 is used in the ratio calculation.
•
Line F18. Student-to-faculty ratio.
The ratio will be calculated by the system as line F8 (total adjusted FTE students) divided by line F17
(total adjusted FTE instructional staff). The ratio will be displayed on the worksheet as xxx to 1.
The calculated ratio can then be entered onto the Part F (Student-to-Faculty Ratio) screen.
Image
description.
Top of Page
End
of image
description.

Glossary

date: 1/16/2013

Term

Definition

Adjusted cohort

The result of removing any allowable exclusions from a cohort (or subcohort). For the Graduation
Rates component, this is the cohort from which graduation and transfer-out rates are calculated; for
the Fall Enrollment component, it is the cohort for calculating retention rate.

American Indian or Alaska
Native (new definition)

A person having origins in any of the original peoples of North and South America (including Central
America) who maintains cultural identification through tribal affiliation or community attachment.

Asian (new definition)

A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian
Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the
Philippine Islands, Thailand, and Vietnam.

Audit/auditing (a class)

Term used when a student elects to take a course, but does not wish to receive credit for the course
toward a degree or other formal award.

Bachelor's degree

An award (baccalaureate or equivalent degree, as determined by the Secretary, U.S. Department of
Education) that normally requires at least 4 but not more than 5 years of full-time equivalent college
-level work. This includes all bachelor's degrees conferred in a 5-year cooperative (work-study)
program. A cooperative plan provides for alternate class attendance and employment in business,
industry, or government; thus, it allows students to combine actual work experience with their
college studies. Also includes bachelor's degrees in which the normal 4 years of work are completed
in 3 years.

Black or African American
(new definition)

A person having origins in any of the black racial groups of Africa.

CIP code

A six-digit code in the form xx.xxxx that identifies instructional program specialties within
educational institutions.

Classification of
Instructional Programs
(CIP)

A taxonomic coding scheme for secondary and postsecondary instructional programs. It is intended
to facilitate the organization, collection, and reporting of program data using classifications that
capture the majority of reportable data. The CIP is the accepted federal government statistical
standard on instructional program classifications and is used in a variety of education information
surveys and databases.

Cohort

A specific group of students established for tracking purposes.

Credit

Recognition of attendance or performance in an instructional activity (course or program) that can
be applied by a recipient toward the requirements for a postsecondary degree, diploma, certificate,
or other formal award, irrespective of the activity?s unit of measurement.

Credit course

A course that, if successfully completed, can be applied toward the number of courses required for
achieving a postsecondary degree, diploma, certificate, or other formal award, irrespective of the
activity's unit of measurement.

Degree/certificate-seeking
students

Students enrolled in courses for credit and recognized by the institution as seeking a degree,
certificate, or other formal award. High school students also enrolled in postsecondary courses for
credit are not considered degree/certificate-seeking.

Doctor's degree professional practice

A doctor's degree that is conferred upon completion of a program providing the knowledge and skills
for the recognition, credential, or license required for professional practice. The degree is awarded
after a period of study such that the total time to the degree, including both pre-professional and
professional preparation, equals at least six full-time equivalent academic years. Some of these
degrees were formerly classified as first-professional and may include: Chiropractic (D.C. or D.C.M.);
Dentistry (D.D.S. or D.M.D.); Law (L.L.B. or J.D.); Medicine (M.D.); Optometry (O.D.); Osteopathic
Medicine (D.O); Pharmacy (Pharm.D.); Podiatry (D.P.M., Pod.D., D.P.); or, Veterinary Medicine
(D.V.M.), and others, as designated by the awarding institution.

Dual credit

A program through which high school students are enrolled in Advanced Placement (AP) courses,
taught at their high school, that fulfill high school graduation requirements and may earn the student
college credits .

Dual enrollment

A program through which high school students may enroll in college courses while still enrolled in
high school. Students are not required to apply for admission to the college in order to participate.

Entering students
(undergraduate)

Students at the undergraduate level, both full-time and part-time, coming into the institution for the
first time in the fall term (or the prior summer term who returned again in the fall). This includes all
first-time undergraduate students, students transferring into the institution at the undergraduate
level for the first time, and non-degree/certificate seeking undergraduates entering in the fall.

Exclusions

Those students who may be removed (deleted) from a cohort (or subcohort). For the Graduation
Rates and Fall Enrollment retention rate reporting, students may be removed from a cohort if they
left the institution for one of the following reasons: death or total and permanent disability; service
in the armed forces (including those called to active duty); service with a foreign aid service of the
federal government, such as the Peace Corps; or service on official church missions.

First-time student
(undergraduate)

A student who has no prior postsecondary experience (except as noted below) attending any
institution 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 advanced standing (college
credits earned before graduation from high school).

Full-time student

Undergraduate: A student enrolled for 12 or more semester credits , or 12 or more quarter credits,
or 24 or more contact hours a week each term. Graduate: A student enrolled for 9 or more semester
credits, or 9 or more quarter credits, or a student involved in thesis or dissertation preparation that
is considered full time by the institution. Doctor's degree - Professional practice - as defined by the
institution.

Graduate student

A student who holds a bachelor's degree or above and is taking courses at the postbaccalaureate
level. These students may or may not be enrolled in graduate programs.

High school diploma or
recognized equivalent

A document certifying the successful completion of a prescribed secondary school program of
studies, or the attainment of satisfactory scores on the GED or another state specified examination.

Hispanic or Latino (new
definition)

A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or
origin, regardless of race.

Native Hawaiian or Other
Pacific Islander (new
definition)

A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific
Islands.

Non-degree-seeking
student

A student enrolled in courses for credit who is not recognized by the institution as seeking a degree
or formal award.

Noncredit course

A course or activity having no credit applicable toward a degree, diploma, certificate, or other formal
award.

Nonresident alien

A person who is not a citizen or national of the United States and who is in this country on a visa or
temporary basis and does not have the right to remain indefinitely.

Official fall reporting date

The date (in the fall) on which an institution must report fall enrollment data to either the state, its
board of trustees or governing board, or some other external governing body.

Part-time student

Undergraduate: A student enrolled for either less than 12 semester or quarter credits, or less than
24 contact hours a week each term. Graduate: A student enrolled for less than 9 semester or
quarter credits.

Race/ethnicity (new
definition)

Categories developed in 1997 by the Office of Management and Budget (OMB) that are used to
describe groups to which individuals belong, identify with, or belong in the eyes of the community.
The categories do not denote scientific definitions of anthropological origins. The designations are
used to categorize U.S. citizens, resident aliens, and other eligible non-citizens.
Individuals are asked to first designate ethnicity as:

•
•

Hispanic or Latino or
Not Hispanic or Latino

Second, individuals are asked to indicate all races that apply among the following:

•
•
•
•
•

American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White

Race/ethnicity unknown

The category used to report students or employees whose race and ethnicity are not known.

Remedial courses

Instructional courses designed for students deficient in the general competencies necessary for a
regular postsecondary curriculum and educational setting.

Residence

A person's permanent address determined by such evidence as a driver's license or voter
registration. For entering freshmen, residence may be the legal residence of a parent or guardian.

Retention rate

A measure of the rate at which students persist in their educational program at an institution,
expressed as a percentage. For four-year institutions , this is the percentage of first-time bachelors
(or equivalent) degree-seeking undergraduates from the previous fall who are again enrolled in the
current fall. For all other institutions this is the percentage of first-time degree/certificate-seeking
students from the previous fall who either re-enrolled or successfully completed their program by the
current fall.

State of residence

A person's permanent address as determined by such evidence as a driver's license or voter
registration. For entering freshmen, state of residence may be the legal state of residence of a
parent or guardian.

State unknown

Status used when the reporting institution is unable to determine from existing records the home
state or residence of the student.

Student-to-faculty ratio

The ratio of FTE students to FTE instructional staff, i.e., students divided by staff.
Students enrolled in "stand-alone" graduate or professional programs and instructional staff teaching
in these programs are excluded from both full-time and part-time counts.
"Stand-alone" graduate or professional programs are those programs such as medicine, law,
veterinary, dentistry, social work, or public health, in which faculty teach virtually only graduatelevel students (also referred to as "independent" programs).
Each FTE value is equal to the number of full-time students/staff plus 1/3 the number of part-time
students/staff.

Study abroad

Arrangement by which a student completes part of the college program studying in another country.
Can be at a campus abroad or through a cooperative agreement with some other U.S. college or an
institution of another country.

Summer session

A summer session is shorter than a regular session and is not considered part of the academic year.
It is not the third term of an institution operating on a trimester system or the fourth term of an
institution operating on a quarter calendar system. The institution may have two or more sessions
occurring in the summer months. Some schools, such as vocational and beauty schools, have yearround classes with no separate summer session.

Transfer-in student

A student entering the reporting institution for the first time but known to have previously attended
a postsecondary institution at the same level (e.g., undergraduate, graduate). The student may
transfer with or without credit.
Undergraduate

A student enrolled in a 4- or 5-year bachelor's degree program, an associate's degree program, or a
vocational or technical program below the baccalaureate.

White (new definition)

A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.

2012-13 Survey Materials > F.A.Q.

date: 1/16/2013

Fall Enrollment
Click one of the following questions to view the answer.

General
1) Who should I include in my enrollment reporting?
2) What is the reporting period/date for fall enrollment?
3) Should I report students who are studying abroad?
4) In the past I reported first-professional students on this component. Why are there no screens for reporting first-professional
students?

Fall Enrollment by Student Level, Race/Ethnicity and Gender (Part A)
2) Where do I report students if I don't know whether or not they are first-time?
3) If a student enrolled for credit has not indicated whether they intend to earn a degree or certificate, how do I determine whether
they are degree/certificate-seeking?
4) Where do I report students who are seeking a second baccalaureate degree?
5) Where do I report a high school student who is enrolled for credit at my institution (a dual enrolled student)?
6) Where do I report undergraduate students who enrolled at my institution for the first time this fall, but earned college credits
during the prior summer?
7) How do I report a student who earned college credit while in high school (a dual enrolled student) and has now graduated high
school and enrolled in my institution in the Fall?
8) My institution has students for which gender is unknown. Since there is no place to report “gender unknown” on the IPEDS data
collection screens, how should we report these individuals?
10) How do I report foreign students living outside the U.S. who are enrolled in my institution?
11) Are U.S. jurisdictions or territories (like Guam, the U.S. Virgin Island, etc.) considered in the U.S. for distance education location
reporting?
12) How do I determine location for those students enrolled exclusively in distance education?
13) What should I do if I do not know the location of students enrolled exclusively in distance education courses?

Fall Enrollment in Selected Fields (Part A, 4-year institutions only)
1) What do I do if my institution does not offer any of the program areas listed on the CIP selection screen?
2) How do I report students in program areas that do not appear on the CIP selection screen?
3) How do I report undergraduates who have not yet declared a major?

Fall Enrollment by Age (Part B)
1) I am not able to enter a number in the “Age unknown/unreported” box. How do I report students whose ages are unknown?
2) My institution uses age range categories that differ from the ones IPEDS uses in Part B. What should I do?

Residence of First-Time Undergraduates (Part C)
1) Some first-time undergraduates at my institution are dependents whose parents are in foreign countries on a temporary basis
(e.g., military/diplomatic service). When reporting residence and migration data, what location do I use?

Total Undergraduate Entering Class (Part D)
1) What is the difference between the full-time, first-time degree/certificate-seeking cohort (GRS cohort) and the undergraduate
entering class calculated in Part D?

Retention Rates for First-Time Undergraduates (Part E)
1) How is the retention rate calculated?
(Updated: 1/9/2013)
2) How do I report students who changed attendance status (part-time to full-time or full-time to part-time) between one fall and
the next?
3) Are students on a leave of absence from the institution considered retained?

Undergraduate Student-to-Faculty Ratio (Part F)
1) How do I calculate my institution's student-to-faculty ratio?
2) Can you provide an example of a stand-alone graduate or professional program (a program such as medicine, law, veterinary, or
dentistry in which faculty teach virtually only graduate-level students)?
3) My institution has graduate and/or doctors-professional practice programs but does not have any "stand-alone" programs. What
should I enter on the student and faculty exclusion line items related to these types of programs on the worksheet for Part F?

Answers:
General
1) Who should I include in my enrollment reporting?

All students enrolled for credit should be reported. Credit is defined as “Recognition of attendance or
performance in an instructional activity (course or program) that can be applied by a recipient toward the
requirements for a degree, diploma, certificate, or other formal award, irrespective of the activity's unit of
measurement.”

Students who are not seeking a degree or certificate may be still be enrolled for credit. These students are to
be reported in the non-degree/certificate-seeking column.
Back to top
2) What is the reporting period/date for fall enrollment?

Fall enrollment is a count of students enrolled on a particular date in the Fall. Fall enrollment is often referred
to as a "snapshot" of the enrollment at an institution at a specific time in the Fall. The date/period used
depends on whether the institution is an academic reporter or a program reporter for IPEDS purposes.
Academic reporters: Report enrollment as of October 15 or as of the institution's official fall reporting date.
Program reporters: Report enrollment during the 3-month period of August 1 to October 31. If a student
enrolls or remains enrolled at any time during that period, the student is included in the fall enrollment
counts.
Back to top
3) Should I report students who are studying abroad?

If the students enroll in your institution, pay tuition to your institution, but attend classes in a foreign
country for a short period of time, they should be included in your institution’s enrollment report. If your
institution serves only an administrative function, even if the student pays tuition to your institution, then do
not include these students in your report.
Back to top
4) In the past I reported first-professional students on this component. Why are there no screens for reporting firstprofessional students?

Beginning with the 2009-10 collection year, institutions are required to use the new postbaccalaureate
degree categories (eliminating the first-professional category and reclassifying those programs). In parts A
and B, all postbaccalaureate students are to be reported as graduate students, including doctor'sprofessional practice students (formerly reported as first-professional).
Back to top
Fall Enrollment by Student Level, Race/Ethnicity and Gender (Part A)
2) Where do I report students if I don't know whether or not they are first-time?

If their status is not indicated directly and the student does not enroll with prior credits or transcripts from
another institution, then assume the student is first-time.
Back to top
3) If a student enrolled for credit has not indicated whether they intend to earn a degree or certificate, how do I
determine whether they are degree/certificate-seeking?

If the student has not indicated any intent but is applying for Title IV federal financial aid, assume the
student to be degree/certificate-seeking.
Back to top
4) Where do I report students who are seeking a second baccalaureate degree?

Report these students in the column labeled "Continuing" degree/certificate-seeking students (column 3).
This column is intended to capture all degree/certificate-seeking undergraduate students who are not firsttime and did not transfer-in to the institution in that Fall.
Back to top
5) Where do I report a high school student who is enrolled for credit at my institution (a dual enrolled student)?

This student would be reported as non-degree/certificate-seeking. Prior to graduating high school, a student
is non-degree/certificate-seeking. Once the student graduates high school they can be classified as
degree/certificate-seeking, if appropriate.
Back to top
6) Where do I report undergraduate students who enrolled at my institution for the first time this fall, but earned
college credits during the prior summer?

These students should be reported as first-time undergraduates. The definition of “first-time” allows for
students to still be classified as first-time if the college credit they have previously earned occurred in the
summer immediately prior to enrollment.
Back to top
7) How do I report a student who earned college credit while in high school (a dual enrolled student) and has now
graduated high school and enrolled in my institution in the Fall?

If the college credit 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 college credit they have previously earned was prior to their high school
graduation.

Back to top
8) My institution has students for which gender is unknown. Since there is no place to report “gender unknown” on
the IPEDS data collection screens, how should we report these individuals?

These individuals are still to be reported to IPEDS, even though their gender is unknown. It is up to the
institution to decide how best to handle reporting individuals whose gender is unknown. However, a common
method used is to allocate students with gender unknown based on the known proportion of men to women.
Back to top
10) How do I report foreign students living outside the U.S. who are enrolled in my institution?

There has been no change to how these students should be reported. Foreign students living outside the
U.S., such as a foreign student living outside the U.S. who is enrolled in distance education at your
institution, should be classified in the Race/Ethnicity Unknown category. Only U.S. citizens are to be
categorized in the specific Race/Ethnicity categories. The non-resident alien category is reserved specifically
for students that are in the U.S. under that specific legal status.
Back to top
11) Are U.S. jurisdictions or territories (like Guam, the U.S. Virgin Island, etc.) considered in the U.S. for distance
education location reporting?

Yes. Students located in a U.S. jurisdiction while they are enrolled in distance education courses should be
reported as located in the U.S.
Back to top
12) How do I determine location for those students enrolled exclusively in distance education?

Location for those students enrolled exclusively in distance education should be their physical location or
current address as of your institution's Fall reporting date. If you don't have that, you will have to use the
address you have on file for that student.
Back to top
13) What should I do if I do not know the location of students enrolled exclusively in distance education courses?

If you have no information about the location of students enrolled exclusively in distance education, do not
report them in any of the location fields. The system will calculate the number of "Location Unknown"
exclusively distance education enrollments.
Back to top
Fall Enrollment in Selected Fields (Part A, 4-year institutions only)
1) What do I do if my institution does not offer any of the program areas listed on the CIP selection screen?

Select “None of the above” on the CIP selection screen and report all students enrolled for credit, regardless
of field of study, Full-time and Part-time Enrollment by Race/Ethnicity screens of Part A.
Back to top
2) How do I report students in program areas that do not appear on the CIP selection screen?

The program areas on the CIP selection screen are the only fields for which enrollment data is collected
separately. In addition to reporting enrollment by the selected fields requested, report all students enrolled
for credit (regardless of field of study) on the "Full-time and Part-time Enrollment by Race/Ethnicity screens
of Part A.
Back to top
3) How do I report undergraduates who have not yet declared a major?

These students should only be reported on the Full-time and Part-time Enrollment by Race/Ethnicity screens
of Part A, where all students enrolled for credit (regardless of field of study) are reported.
Back to top
Fall Enrollment by Age (Part B)
1) I am not able to enter a number in the “Age unknown/unreported” box. How do I report students whose ages are
unknown?

The number of students whose age is unknown will be computed by the data collection system. The
difference between the sum of students reported by age category in Part B and the corresponding total
enrollment reported in Part A results in the number of students whose age is unknown.
If this results in a negative number, a fatal error will appear and you will need to either correct your data or
contact the IPEDS Help Desk for assistance.
Back to top
2) My institution uses age range categories that differ from the ones IPEDS uses in Part B. What should I do?

In order to have consistent data from all institutions, IPEDS must use standard age categories. Use the
students' dates of birth to report the enrollment by IPEDS age categories.

Back to top
Residence of First-Time Undergraduates (Part C)
1) Some first-time undergraduates at my institution are dependents whose parents are in foreign countries on a
temporary basis (e.g., military/diplomatic service). When reporting residence and migration data, what location do I
use?

The home state could be the student’s or parent’s official home state, the state where they are registered to
vote or pay taxes, or the state issuing their driver’s license. If no such information is available, they would be
reported under “State unknown”(57).
Back to top
Total Undergraduate Entering Class (Part D)
1) What is the difference between the full-time, first-time degree/certificate-seeking cohort (GRS cohort) and the
undergraduate entering class calculated in Part D?

In addition to the students in the full-time, first-time degree/certificate-seeking cohort, the total
undergraduate entering class includes part-time students of the same criteria as well as transfers-in and fulland part-time non-degree/certificate-seeking students that are new to your institution in the Fall.
The entering class is intended to represent all students new to an institution in a given fall and provide
context for the GRS cohort. The percent of the entering class that is represented by the institution's GRS
cohort is included on College Navigator as a note to the graduation rate data displayed.

Back to top
Retention Rates for First-Time Undergraduates (Part E)
1) How is the retention rate calculated?
(Updated: 1/9/2013)

The retention rate is calculated as follows:
4-year Institutions:
first-time bachelor's degree-seeking students in Fall 2011 who are still enrolled in Fall 2012/(first-time
bachelor's degree-seeking students in Fall 2011- cohort exclusions)
2-year and Less-than-2-year Institutions:
(first-time students in Fall 2011 who are still enrolled in Fall 2012 + first-time students in Fall 2011 who
completed their program by Fall 2012)/(first-time students in Fall 2011 - cohort exclusions)
Back to top
2) How do I report students who changed attendance status (part-time to full-time or full-time to part-time) between
one fall and the next?

Report students based on their attendance status in the fall the cohort was initially based on, even if that
status changed in the following fall.
Back to top
3) Are students on a leave of absence from the institution considered retained?

No. Students must be enrolled for credit at the institution in the Fall to be considered retained from the
previous fall.
Back to top
Undergraduate Student-to-Faculty Ratio (Part F)
1) How do I calculate my institution's student-to-faculty ratio?

A worksheet has been provided to guide the process of calculating the student-to-faculty ratio for your
institution. The worksheet can be accessed from the Part F screen in the Data Collection System.
Back to top
2) Can you provide an example of a stand-alone graduate or professional program (a program such as medicine, law,
veterinary, or dentistry in which faculty teach virtually only graduate-level students)?

An example of a program that would fall into this category (typically a doctor's-professional practice
program) is a school of medicine that only awards degrees/certificates at the graduate level and therefore its
faculty exclusively (or in some cases almost exclusively) teach graduate students. Programs that are "standalone" graduate programs may have some undergraduate students enrolled in their courses, however a
"stand-alone" graduate program would only award degrees/certificates at the graduate level. An example of
a graduate program that would not meet this criteria is a school of business that has an undergraduate and
graduate program and therefore enrolls both types of students and awards degrees/certificates at both
levels. Further, the faculty would teach a mix of undergraduate and graduate students. Excluding “standalone” graduate programs is intended to make the student-to-faculty ratio closer to an undergraduate
student-to-faculty ratio than it would be if these programs were included in the calculation, without
overburdening institutions.
Back to top
3) My institution has graduate and/or doctors-professional practice programs but does not have any "stand-alone"
programs. What should I enter on the student and faculty exclusion line items related to these types of programs on
the worksheet for Part F?

If your institution does not have any "stand-alone" graduate or professional programs, then enter 0 for
students and 0 for faculty in the lines for these types of programs. Most institutions do not have these types
of graduate or professional programs, so entering 0 in those lines will be fairly common.
Back to top

2012-13 Survey Materials > Narrative Edits

date: 1/16/2013

Fall Enrollment for 4-year degree-granting institutions
Edit specifications for the 2012-13 IPEDS Web-Based Data Collection
Fall Enrollment (EF) Component
Note: The specifications in this document apply to the institutions listed above. Some sections and parts may not
apply to your particular institution. Please read the specifications carefully to determine which sections and/or parts
apply to your institution.
All screens must be completed in order to lock the survey.
Screening Question
Part A: Enrollment of Students by Race/Ethnicity
Part B: Enrollment of Students by Age
Part C: Residence
Part D: Total Undergraduate Entering Class
Part E: Retention Rates
Part F: Student-to-Faculty Ratio
Screening Question
You must respond to the following screening question. The answer given here will determine which screens your institution is
shown.
Part C Selection
Completion of Part C: Residence of First-Time Degree/Certificate-Seeking Undergraduates is optional for this reporting
year. Before continuing, you must indicate the following:
•

Do you wish to complete Part C this year?
◦ If you respond Yes to the question above, you are required to complete all screens in Part C; if you
respond No, then Part C will not be displayed.

Top
Part A: Fall Enrollment by Student Level, Race/Ethnicity and Gender
Full-Time Degree-granting Undergraduate Students
Applicable to degree-granting institutions that reported full-time undergraduate student enrollment in the IC Header
survey
On this screen, you must report the number of First-time, Transfer-in, and Continuing full-time undergraduate
degree/certificate-seeking students, as well as the number of full-time undergraduate Non-degree/non-certificate-seeking
students, enrolled in creditable courses at the institution for each applicable race/ethnicity and gender category.
Based on the data entered, the system will calculate the total number of undergraduate degree/certificate-seeking students,
and the grand total number of full-time undergraduate students (degree/certificate-seeking + non-degree/non-certificateseeking) enrolled for credit by race/ethnicity and gender.
In addition, for each column of data, the system will calculate the total number of men, total number of women, and grand total
(men + women) enrolled for credit by student type.
The system will perform the following edits on the data entered:
•
•

•

•
•

The calculated grand total (men + women) for Total full-time undergraduate students must be greater than
0.
If your institution reported that it enrolls full-time, first-time degree/certificate-seeking undergraduates in Part B
of the IC Header survey, you must report students of this type here. If this type of student is not enrolled and you
are receiving this message in error, you may contact the IPEDS Help Desk for assistance.
If your institution reported that it does not enroll full-time, first-time degree/certificate-seeking undergraduates in
Part B of the IC Header survey, you are not expected to report this type of student here. If this type of student is
enrolled and you are receiving this message in error, you may contact the IPEDS Help Desk for assistance.
If you reported First-time students on this screen, you are also expected to report Transfer-in and/or
Continuing students.
Note:
◦ Academic Reporters: Students should ONLY be considered First-time if they enrolled in the institution for
the first time in the fall of the current year (or the summer immediately preceding).
◦ Program Reporters: Students should ONLY be considered First-time if they enrolled in the institution for
the first time between August 1 and October 31 of the current year.
Applicable to public institutions only. The calculated grand total (men + women) for Transfer-in students must
be greater than 0.
For each gender category, if the total number of Transfer-in students is greater than 0, then the number of
Continuing students should also be greater than 0. If this is not the case, then you must confirm that the
specified values are correct.
If the percent of Total, full-time undergraduate students reported in the Race and ethnicity unknown
category is between 20 percent and 80 percent, then an explanation is required.
If the percent of Total, full-time undergraduate students reported in the Race and ethnicity unknown
category is greater than 80 percent, then a fatal error will occur.

•

For each gender category, the total number of First-time students is expected to be within a certain range of the
prior year value, as outlined below:
◦ If the total number of First-time students reported in the prior year is less than or equal to 25, then the
current year value is expected to be between 1 and 30.
◦ If the total number of First-time students reported in the prior year is between 26 and 100, then the
current year value is expected to be with a 40% range of the prior year value.
◦ If the total number of First-time students reported in the prior year is between 101 and 500, then the
current year value is expected to be with a 30% range of the prior year value.
◦ If the total number of First-time students reported in the prior year is greater than 500, then the current
year value is expected to be with a 20% range of the prior year value.
For each gender category, the total number of degree/certificate-seeking students is expected to be within a
certain range of the prior year value, as outlined below:
◦ If the total number of degree/certificate-seeking students reported in the prior year is less than or
equal to 25, then the current year value is expected to be between 1 and 30.
◦ If the total number of degree/certificate-seeking students reported in the prior year is between 26 and
100, then the current year value is expected to be with a 40% range of the prior year value.
◦ If the total number of degree/certificate-seeking students reported in the prior year is between 101
and 500, then the current year value is expected to be with a 30% range of the prior year value.
◦ If the total number of degree/certificate-seeking students reported in the prior year is greater than
500, then the current year value is expected to be with a 20% range of the prior year value.
For each gender category, the total number of full-time undergraduate students is expected to be within a
certain range of the prior year value, as outlined below:
◦ If the total number of full-time undergraduate students reported in the prior year is less than or
equal to 25, then the current year value is expected to be between 1 and 30.
◦ If the total number of full-time undergraduate students reported in the prior year is between 26 and
100, then the current year value is expected to be with a 40% range of the prior year value.
◦ If the total number of full-time undergraduate students reported in the prior year is between 101 and
500, then the current year value is expected to be with a 30% range of the prior year value.
◦ If the total number of full-time undergraduate students reported in the prior year is greater than 500,
then the current year value is expected to be with a 20% range of the prior year value.

Part-Time Degree-granting Undergraduate Students
Applicable to degree-granting institutions that reported part-time undergraduate student enrollment in the IC Header
survey
On this screen, you must report the number of First-time, Transfer-in, and Continuing part-time undergraduate
degree/certificate-seeking students, as well as the number of part-time undergraduate Non-degree/non-certificate-seeking
students, enrolled in creditable courses at the institution for each applicable race/ethnicity and gender category.
Based on the data entered, the system will calculate the total number of undergraduate degree/certificate-seeking students,
and the grand total number of part-time undergraduate students (degree/certificate-seeking + non-degree/non-certificateseeking) enrolled for credit by race/ethnicity and gender.
In addition, for each column of data, the system will calculate the total number of men, total number of women, and grand total
(men + women) enrolled for credit by student type.
The system will perform the following edits on the data entered:
•
•

•

•
•
•

◦

•

If the total number of First-time students reported in the prior year is less than or equal to 25, then the
current year value is expected to be between 1 and 30.
◦ If the total number of First-time students reported in the prior year is between 26 and 100, then the
current year value is expected to be with a 40% range of the prior year value.
◦ If the total number of First-time students reported in the prior year is between 101 and 500, then the
current year value is expected to be with a 30% range of the prior year value.
◦ If the total number of First-time students reported in the prior year is greater than 500, then the current
year value is expected to be with a 20% range of the prior year value.
For each gender category, the total number of degree/certificate-seeking students is expected to be within a
certain range of the prior year value, as outlined below:
◦ If the total number of degree/certificate-seeking students reported in the prior year is less than or
equal to 25, then the current year value is expected to be between 1 and 30.
◦ If the total number of degree/certificate-seeking students reported in the prior year is between 26 and
100, then the current year value is expected to be with a 40% range of the prior year value.
◦ If the total number of degree/certificate-seeking students reported in the prior year is between 101
and 500, then the current year value is expected to be with a 30% range of the prior year value.
◦ If the total number of degree/certificate-seeking students reported in the prior year is greater than
500, then the current year value is expected to be with a 20% range of the prior year value.
For each gender category, the total number of part-time undergraduate students is expected to be within a
certain range of the prior year value, as outlined below:
◦ If the total number of part-time undergraduate students reported in the prior year is less than or
equal to 25, then the current year value is expected to be between 1 and 30.
◦ If the total number of part-time undergraduate students reported in the prior year is between 26 and
100, then the current year value is expected to be with a 40% range of the prior year value.
◦ If the total number of part-time undergraduate students reported in the prior year is between 101 and
500, then the current year value is expected to be with a 30% range of the prior year value.
◦ If the total number of part-time undergraduate students reported in the prior year is greater than
500, then the current year value is expected to be with a 20% range of the prior year value.

Graduate Students
Applicable to institutions that reported graduate student enrollment in the IC Header survey
On this screen, you must report the number of full-time and part-time graduate students enrolled in creditable graduate
courses at the institution for each applicable race/ethnicity and gender category.
Based on the data entered, the system will calculate the total number of graduate students (full-time + part-time) enrolled for
credit by race/ethnicity and gender.
In addition, for each column of data, the system will calculate the total number of men, total number of women, and grand total
(men + women) enrolled for credit by student type.
The system will perform the following edits on the data entered:
•
•
•
•

•

The calculated grand total (men + women) for Total graduate students must be greater than 0.
If the percent of Total graduate students reported in the Race and ethnicity unknown category is between
20 percent and 80 percent, then an explanation is required.
If the percent of Total graduate students reported in the Race and ethnicity unknown category is greater
than 80 percent, then a fatal error will occur.
For each gender category, the total number of Full-time students is expected to be within a certain range of the
prior year value, as outlined below:
◦ If the total number of Full-time students reported in the prior year is less than or equal to 25, then the
current year value is expected to be between 1 and 30.
◦ If the total number of Full-time students reported in the prior year is between 26 and 100, then the
current year value is expected to be with a 40% range of the prior year value.
◦ If the total number of Full-time students reported in the prior year is between 101 and 500, then the
current year value is expected to be with a 30% range of the prior year value.
◦ If the total number of Full-time students reported in the prior year is greater than 500, then the current
year value is expected to be with a 20% range of the prior year value.
For each gender category, the total number of Part-time students is expected to be within a certain range of the
prior year value, as outlined below:
◦ If the total number of Part-time students reported in the prior year is less than or equal to 25, then the
current year value is expected to be between 1 and 30.
◦ If the total number of Part-time students reported in the prior year is between 26 and 100, then the
current year value is expected to be with a 40% range of the prior year value.
◦ If the total number of Part-time students reported in the prior year is between 101 and 500, then the
current year value is expected to be with a 30% range of the prior year value.
◦ If the total number of Part-time students reported in the prior year is greater than 500, then the current
year value is expected to be with a 20% range of the prior year value.

Fall Enrollment by Distance Education, Page 1
On this screen, you must report the number of Degree/Certificate-seeking and Non-Degree/Certificate-seeking
undergraduate students enrolled at the institution for each of the following categories:
•
•
•

Enrolled exclusively in distance education courses
Enrolled in some but not all distance education courses
Not enrolled in any distance education courses

If your institution has graduate enrollment, you must also provide the above amounts for Graduate Students.

Based on the data entered, the system will calculate the total of all distance education categories by enrollment and
degree/certificate-seeking status (Degree/Certificate Seeking, Non-degree/Certificate Seeking, and Graduate Students).
Totals from Part A are displayed for your reference.
The system will perform the following edits on the data entered:
•
If your institution reported offering distance education opportunities in this year's Institutional Characteristics survey,
then the total number of students reported for Enrolled exclusively in distance education courses and Enrolled in
some but not all distance education courses across all status options is expected to be greater than 0.
•
If your institution reported NOT offering distance education opportunities in this year's Institutional Characteristics
survey, then the total number of students reported for Enrolled exclusively in distance education courses
and Enrolled in some but not all distance education courses across all status options is expected to be 0.
•
If your institution reported that all programs are offered via distance education in this year's Institutional
Characteristics survey, then the total number of students reported for Enrolled in some but not all distance
education courses and Not enrolled in any distance education courses is expected to be 0.
•
For each applicable enrollment and degree-seeking status, the calculated Total number of students for all distance
education categories must be equal to the Total from Part A.
•
If your institution enrolls graduate students, and reported offering graduate distance education opportunities in this
year's Institutional Characteristics survey, then the total number of students reported for Enrolled exclusively in
distance education courses and Enrolled in some but not all distance education courses is expected to be
greater than 0.
Fall Enrollment by Distance Education, Page 2
On this screen, you must report the number of Degree/Certificate-seeking and Non-Degree/Certificate-seeking
undergraduate students exclusively enrolled in distance education courses for each of the following location categories:
•
•
•
•

Located
Located
Located
Located

in the state/jurisdiction of [state/jurisdiction where institution is located]
in the U.S. but not in [state/jurisdiction where institution is located]
in the U.S. but state unknown
outside the U.S.

If your institution has graduate enrollment, you must also provide the above amounts for Graduate Students.
For each applicable enrollment and degree/certificate seeking status (Degree/Certificate Seeking, Non-degree/Certificate
Seeking, and Graduate Students), the total number of students Enrolled exclusively in distance education courses from
Fall Enrollment by Distance Education, Page 1 is displayed for your reference. Based on the data entered, the system will
calculate the number of students whose location is unknown/unreported.
The system will perform the following edits on the data entered:
•
For each applicable enrollment and degree-seeking status, if you report all students under the same location category
an explanation error will occur.
•
For each applicable enrollment and degree-seeking status, the calculated value for
Location unknown/unreported cannot be a negative number. Please correct your values so that the total of each
status is not greater than the preloaded Total students exclusively enrolled in distance education from Distance
Education, Page 1.
Fall Enrollment Summary
This screen displays a summary of the data reported in Part A of this survey, including Total full-time students, Total parttime students, and Grand total, all students enrolled at the institution by race/ethnicity and gender.
The system will perform the following edits on the data entered:
•

The calculated Grand Total (men + women) enrolled must be greater than 0.

Top
Part B: Fall Enrollment by Age and Gender
In Part B you must report the number of students enrolled for credit at the institution by age distribution and gender for each
of the following student types (as applicable based on enrollment reported in the IC Header survey):
•
•
•
•

Full-time undergraduate
Part-time undergraduate
Full-time graduate
Part-time graduate

For each applicable type of student, the system will calculate the total number of students reported in Part B by gender and
subtract this value from the corresponding total from Part A to determine the number of students with Age
unknown/unreported.
The system will perform the following edits on the data entered for each applicable student type:
•
•
•

•

If the number of Men reported is greater than 0, then you are expected to report enrollment for the
corresponding student type in Part A.
If the number of Women reported is greater than 0, then you are expected to report enrollment for the
corresponding student type in Part A.
For each gender category, the number of full-time undergraduate students with Age unknown/unreported
must be greater than or equal to 0.
Note: If this number is less than 0, it is because the sum of men and women from all age groups is greater than
the number of students reported for the corresponding student type in Part A. Corrections must be made to the
data in one or both parts to resolve the fatal error that will occur.
For each gender category, the number of students with Age unknown/unreported must be less than 20% of
the number of students reported for the corresponding student type in Part A.

Top

Part C: Residence
Applicable to institutions that answered Yes to the Part C Selection screening question at the beginning of the
survey
Screening Question
You must answer Yes or No to the following screening question. The answer given here will determine which screens your
institution is shown.
•

Did any of the first-time, degree/certificate-seeking undergraduate students reported in Part A enroll within 12
months of graduating from high school or receiving their GED?

The system will perform the following edit on the data entered:
•

If your institution reported that you enroll full-time, first-time degree/certificate seeking undergraduate students
in Part B of the IC Header survey, then you are expected to respond Yes to the screening question above.

First-time Residence (3 screens)
Applicable to institutions that answered Yes to the Part C Screening Question
On these screens you must report the number of first-time, degree/certificate-seeking undergraduate students enrolled in the
institution (column 1), and the number of these students who enrolled within 12 months of graduating from high school or
receiving their GED (column 2) by State of residence when student was first admitted. This includes all states and US
territories, along with additional "State Unknown" and "Foreign Countries" categories, each with its own unique 2-digit FIPS
Code.
On the final screen in Part C, the system will calculate the number of students with Residence unknown/unreported (FIPS
Code 98) by subtracting the sum of all students entered in column 1 from the total number of first-time, degree/certificateseeking undergraduate students (full-time and part-time) reported in Part A.
The system will perform the following edits on the data entered:
•
•
•
•

•

•
•

•

For each FIPS Code, the number of students reported in column 1 must be greater than the number of students
reported in column 2.
The total number of students entered in column 2 must be greater than 0.
The total number of students entered in column 2 must be greater than or equal to 20% of the total number of
students entered in column 1.
The number of students with Residence unknown/unreported must be greater than or equal to 0.
Note: If this number is less than 0, it is because the total number of students entered in column 1 is greater
than the total number of first-time, degree/certificate-seeking undergraduate students (full-time and part-time)
reported in Part A. Corrections must be made to the data in one or both parts to resolve the fatal error that will
occur.
The number of students with Residence unknown/unreported must be less than or equal to 20% of the total
number of first-time, degree/certificate-seeking undergraduate students (full-time and part-time) reported in Part
A.
Note: You must report state of residence for the maximum number of students possible. If you are unable to
provide at least 20% of residences, you must enter an explanation.
If you reported residence data for First-time degree/certificate-seeking undergraduates in Part C, you are
also expected to report First-time undergraduate students (either full-time or part-time) in Part A.
The number of students from State Unknown (FIPS Code 57) is expected to be less than or equal to 20% of the
total number of first-time, degree/certificate-seeking undergraduate students (full-time and part-time) reported in
Part A.
Applicable to public institutions only. The total number of first-time, degree/certificate seeking undergraduate
students in your institution’s "home state" is expected to be greater than or equal to 20% of the total number of
first-time, degree/certificate-seeking undergraduate students (full-time and part-time) reported in Part A.

First-time Residence (3 screens)
Applicable to institutions that answered No to the Part C Screening Question
On these screens you must report the number of first-time, degree/certificate-seeking undergraduate students enrolled in the
institution (column 1) by State of residence when student was first admitted. This includes all states and US territories,
along with additional "State Unknown" and "Foreign Countries" categories, each with its own unique 2-digit FIPS Code.
On the final screen in Part C, the system will determine the number of students with Residence unknown/unreported (FIPS
Code 98) by subtracting the sum of all students entered in column 1 from the total number of first-time, degree/certificateseeking undergraduate students (full-time and part-time) reported in Part A.
The system will perform the following edits on the data entered:
•

•

•
•

The number of students with Residence unknown/unreported must be greater than or equal to 0.
Note: If this number is less than 0, it is because the total number of students entered in column 1 is greater
than the total number of first-time, degree/certificate-seeking undergraduate students (full-time and part-time)
reported in Part A. Corrections must be made to the data in one or both parts to resolve the fatal error that will
occur.
The number of students with Residence unknown/unreported must be less than or equal to 20% of the total
number of first-time, degree/certificate-seeking undergraduate students (full-time and part-time) reported in Part
A.
Note: You must report state of residence for the maximum number of students possible. If you are unable to
provide at least 20% of residences, you must enter an explanation.
If you reported residence data for First-time degree/certificate-seeking undergraduates in Part C, you are
also expected to report First-time undergraduate students (either full-time or part-time) in Part A.
The number of students from State Unknown (FIPS Code 57) is expected to be less than or equal to 20% of the
total number of first-time degree/certificate-seeking undergraduate students (full-time and part-time) reported in
Part A.

•

Applicable to public institutions only. The total number of first-time, degree/certificate seeking undergraduate
students in your institution’s "home state" is expected to be greater than or equal to 20% of the total number of
first-time, degree/certificate-seeking undergraduate students (full-time and part-time) reported in Part A.

Top
Part D: Total Undergraduate Entering Class
On this screen, several data items from Part A of this survey are preloaded for your reference. This includes:
•
•
•
•

Line D1:
cohort).
Line D2:
reported.
Line D3:
reported.
Line D4:

The number of full-time, first-time degree/certificate-seeking undergraduates reported (your GR
The total number of first-time degree/certificate-seeking undergraduates (full-time + part-time)
The total number of transfer-in degree/certificate-seeking undergraduates (full-time + part-time)
The total number of non-degree/certificate-seeking undergraduates (full-time + part-time) reported.

You must report the following information for line D5:
•

Of the total non-degree/certificate-seeking undergraduates displayed on line D4, the number that are new to the
institution in the Fall.

Based on this additional data, the system will determine the value of Line D6 by calculating the total number of students
entering at the undergraduate level (Line D2 + Line D3 + Line D5), as well as the percentage of those students who are
represented by the GR cohort (Line D1 / Line D6).
The system will perform the following edits on the data entered for Line D5:
•
•
•

The number of students entered for line D5 is expected to be greater than 0. If this is not the case, then you
must confirm that the data entered are correct.
The number of students entered for line D5 must be less than or equal to the number of students in line D4.
The number of students entered for line D5 should not be equal to those in line D1 since this would indicate that
the institution’s entering class is 100% of the GR cohort. If the institution’s entering class is 100% of the GR
cohort, then you must confirm that this is correct.

Top
Part E: Retention Rates
In Part E, you must report the retention rates for the Full-time, first-time bachelor’s cohort and the Part-time, first-time
bachelor’s cohort.
Note: Academic reporters report retention data as of the institution's official fall reporting date or as of October 15. Program
reporters report retention data on students enrolled in the institution at any time between August 1 and October 31.
Full-time, first-time bachelor’s cohort retention rates
You must report the number of students in the Full-time, first-time Fall 2011 bachelor’s cohort (E1), as well as any
Exclusions from the cohort (E2). Once the screen is saved, the system will display the difference between the two in the
Adjusted cohort (E3) field.
In addition, the number of Students from Fall 2011 still enrolled as of Fall 2012 (E4) must be reported in order to determine
the Full-time, first-time Fall 2011 bachelor’s cohort retention rate (E5) percentage.
The system will perform the following edits on the data entered:
•

•
•
•
•
•
•
•

•

The Full-time, first-time Fall 2011 bachelor's cohort (E1) is expected to be within a certain range of the
Prior year data, as outlined below:
◦ If the prior year amount for E1 is less than 25, then the current year amount must be between 0 and the
prior year amount plus 10.
◦ If the prior year amount for E1 is between 25 and 99, then the current year amount must be within a
30% range of that amount.
◦ If the prior year amount for E1 is between 100 and 499, then the current year amount must be within a
20% range of that amount.
◦ If the prior year amount for E1 is greater than or equal to 500, then the current year amount must be
within a 10% range of that amount.
The full-time, first-time bachelor's cohort entered must be less than or equal to the total number of full-time, firsttime students reported in last year's Fall Enrollment survey component.
If the Full-time, first-time Fall 2011 bachelor's cohort is greater than 0, then the Exclusions from the
cohort must be less than 50% of this value.
If the Adjusted cohort is greater than 0 and E1 is greater than 5, then the number of Students from Fall 2011
cohort still enrolled as of Fall 2012 is expected to be greater than 0.
The number of Students from Fall 2011 cohort still enrolled as of Fall 2012 (E4) must be less than the
Adjusted cohort.
The number of students reported for E4 is expected to be greater than or equal to 15% of the Adjusted cohort.
If the number of students reported for E4 is equal to the Adjusted cohort, then you must confirm a retention rate
of 100% for that cohort.
If you reported enrollment for full-time, first-time students in last year's Fall Enrollment survey or this year's
Institutional Characteristics Header component, then you are expected to report full-time, first-time students on
this screen. If this type of student is not enrolled and you are receiving this message in error, you may contact
the IPEDS Help Desk for assistance.
If you did not report enrollment for full-time, first-time students in last year's Fall Enrollment survey or this year's
Institutional Characteristics Header component, then you are not expected to report full-time, first-time students
on this screen. If this type of student is enrolled and you are receiving this message in error, you may contact the
IPEDS Help Desk for assistance.
The value reported for E5 is expected to be within 15% of the prior year retention rate.

Part-time, first-time bachelor’s cohort retention

You must report the number of students in the Part-time, first-time Fall 2011 bachelor’s cohort (E6), as well as any
Exclusions from the cohort (E7). Once the screen is saved, the system will display the difference between the two in the
Adjusted cohort (E8) field.
In addition, the number of Students from Fall 2011 still enrolled as of Fall 2012 (E9) must be reported in order to determine
the Part-time, first-time Fall 2011 bachelor’s cohort retention rate (E10) percentage.
The system will perform the following edits on the data entered:
•

•
•
•
•
•
•

•

The Part-time, first-time Fall 2011 bachelor's cohort (E6) is expected to be within a certain range of the
Preloaded cohort, as outlined below:
◦ If the prior year amount for E6 is less than 25, then the current year amount must be between 0 and the
prior year amount plus 10.
◦ If the prior year amount for E6 is between 25 and 99, then the current year amount must be within a
30% range of that amount.
◦ If the prior year amount for E6 is between 100 and 499, then the current year amount must be within a
20% range of that amount.
◦ If the prior year amount for E6 is greater than or equal to 500, then the current year amount must be
within a 10% range of that amount.
The part-time, first-time bachelor's cohort entered must be less than or equal to the total number of part-time,
first-time students reported in last year's Fall Enrollment survey component.
If the Part-time, first-time Fall 2011 bachelor's cohort is greater than 0, then the Exclusions from the
cohort must be less than 50% of this value.
If the Adjusted cohort is greater than 0 and E6 is greater than 5, then the number of Students from Fall 2011
cohort still enrolled as of Fall 2012 is expected to be greater than 0.
The number of Students from Fall 2011 cohort still enrolled as of Fall 2012 (E9) must be less than the
Adjusted cohort.
If the number of students reported for E9 is equal to the Adjusted cohort, then you must confirm a retention
rate of 100% for that cohort.
If you reported enrollment for part-time, first-time students in last year's Fall Enrollment survey or this year's
Institutional Characteristics Header component, then you are expected to report part-time, first-time students on
this screen. If this type of student is not enrolled and you are receiving this message in error, you may contact
the IPEDS Help Desk for assistance.
If you did not report enrollment for part-time, first-time students in last year's Fall Enrollment survey or this
year's Institutional Characteristics Header component, then you are not expected to report part-time, first-time
students on this screen. If this type of student is enrolled and you are receiving this message in error, you may
contact the IPEDS Help Desk for assistance.
The value reported for E10 is expected to be within 15% of the prior year retention rate.

Top
Part F: Student-to-Faculty Ratio
On this screen, you must report your institution's Student-to-faculty ratio (e.g., student-to-instructional staff ratio) for Fall
2012 using the ratio format provided. Additional resources are available, including the prior year student-to-faculty ratio, and a
worksheet for assistance in determining your institution’s student-to-faculty ratio.
Note: The student-to-faculty ratio and any accompanying context provided on this screen will be displayed on College
Navigator.
The system will perform the following edits on the data entered:
•
•
•

The ratio entered here is expected to be greater than 0 to 1.
If the ratio entered is greater than 50 to 1, then a fatal error will occur.
The ratio entered must be within a certain range of the prior year amount, as outlined below:
◦ If the prior year amount entered is between 0 and 10 to 1, then the current year amount must be within 5
integers of that amount.
◦ If the prior year amount entered is greater than 10 to 1, then the current year amount must be within a
50% range of that amount.

Top

2012-13 Survey Materials > Form

Fall Enrollment for 2-year degree granting
Part B Selection
Completion of Part B (Enrollment of Students by Age) is optional this year.
Do you wish to complete Part B this year?
If you select 'Yes', you will see Part B and be expected to complete the screens.
If you select 'No', you will skip Part B.

Yes, I will complete Part B

No, I will not complete Part B

date: 1/16/2013

Degree/certificate-seeking
Non-degree/
Total,
full-time
Transfer-in Continuing Total degree/certificate- non-certificate-seeking
undergraduate
seeking
students

First-time

Degree/certificate-seeking
Non-degree/
Total,
Transfer-in Continuing Total degree/certificate- non-certificate-seeking part-time
undergraduate
seeking
students

First-time

Fall Enrollment Summary
Total full-time
students

Total part-time
students

Grand total,
all students

Undergraduate Students
Degree/Certificate
Non-Degree/Certificate
Seeking
Seeking

Enrolled exclusively in distance education courses

Enrolled in some but not all distance education courses
Not enrolled in any distance education courses
Total (all distance education statuses)
Total (from prior part A screens)
NOTE: The total of all distance education statuses (above) must
equal this total carried forward from the prior part A screens
You may use the space below to provide context for the data you've reported above.

Part A - Fall Enrollment by Distance Education Status
Of those students exclusively enrolled in distance education
courses, report the number that are:
Located in
Located in the U.S. but not in

Undergraduate Students
Degree/Certificate
Non-Degree/Certificate
Seeking
Seeking

Located in the U.S. but state/jurisdiction unknown
Located outside the U.S.
Location unknown/unreported
Total students exclusively enrolled in distance education (from
section above)

Full-time Undergraduate Students
Men
Women

Under 18

18-19
20-21
22-24
25-29
30-34
35-39
40-49
50-64
65 and over
Age unknown/unreported
Total full-time undergraduate students (from part A)

Part-time Undergraduate Students
Men
Women

Under 18

18-19
20-21
22-24
25-29
30-34
35-39
40-49
50-64
65 and over
Age unknown/unreported
Total part-time undergraduate students (from part A)

Part C - Screening Question
Did any of your first-time degree/certificate-seeking undergraduate students (reported in Part A) enroll within 12
months of graduating high school or receiving their GED?

Yes, we have first-time students who enrolled within 12 months of their high school graduation.

No, we do not have any first-time students who enrolled within 12 months of their high school graduation.
You may use the space below to provide context for the data you've reported above.

FIPS Code

Alabama

Alaska

Arizona

Arkansas

California

Colorado

Connecticut

Delaware

District of Columbia

Florida

Georgia

Hawaii

Idaho

Illinois

Indiana

Iowa

Kansas

Kentucky

Louisiana

Maine

Total first-time
degree/certificate-seeking
undergraduates
(1)

Of students in column 1, those
who enrolled within 12 months
of high school graduation
or receiving their GED
(2)

FIPS Code

Maryland

Massachusetts

Michigan

Minnesota

Mississippi

Missouri

Montana

Nebraska

Nevada

New Hampshire

New Jersey

New Mexico

New York

North Carolina

North Dakota

Ohio

Oklahoma

Oregon

Pennsylvania

Rhode Island

Total first-time
degree/certificate-seeking
undergraduates
(1)

Of students in column 1, those
who enrolled within 12 months
of high school graduation
or receiving their GED
(2)

You may use the space below to provide context for the data you've reported above.

Part E - First-Time Student Cohort Retention Rates (Full-time)
Retention Rates
Full-time, First-time Degree/Certificate-Seeking Cohort from Fall 2011
The Fall 2011 cohort is preloaded based on data reported in the prior year Fall Enrollment survey component.
Academic reporters report retention data as of the institution's official fall reporting date or as of October 15.
Program reporters determine the cohort with enrollment any time between August 1 and October 31, 2011 and
retention based on August 1, 2012.
The retention rate is calculated by the system after clicking "Save" on the screen. Exclusions are subtracted
from the original cohort and the resulting adjusted cohort is used for calculating the retention rate.
Retention Data Reporting Reminders:
•
Include only full-time, first-time degree/certificate-seeking students in this cohort.
•
Determine full-time using Fall 2011 attendance status (e.g. if a student was full-time in Fall
2011, report them in the full-time cohort regardless of Fall 2012 status).
•
If there are no students to report in the cohort, enter zero. Do not leave the field blank.
•
Report in the exclusions box (line E2) the number of students from the cohort who left the
institution for any of the following reasons: died or were totally and permanently disabled; to
serve in the armed forces (including those called to active duty); to serve with a foreign aid
service of the Federal Government (e.g. Peace Corps); or to serve on official church missions.
Preloaded
Prior year
cohort
data (Fall
2010
cohort)
FULL-TIME, FIRST-TIME COHORT RETENTION:
E1 Full-time, first-time Fall 2011 cohort
E2 Exclusions from the Fall 2011 cohort
E3 Adjusted Fall 2011 cohort (line E1 - line E2)
E4 Students from Fall 2011 cohort who are still enrolled + students
from Fall 2011 cohort who completed their program as of Fall 2012
%
E5 Full-time, first-time Fall 2011 cohort retention rate (line E4 / line
%
E3)
Image
description.
These
context
notes
will
be on
posted
the
College
Navigator.
End of image
description.

You may use the space below to provide context for the data you've reported above.

These context notes will be posted on the College Navigator website, and should be written to be understood
by students and parents.

Part E - First-Time Student Cohort Retention Rates (Part-time)
Retention Rates
Part-time, First-time Degree/Certificate-Seeking Cohort from Fall 2011
The Fall 2011 cohort is preloaded based on data reported in the prior year Fall Enrollment survey component.
Academic reporters report retention data as of the institution's official fall reporting date or as of October 15.
Program reporters determine the cohort with enrollment any time between August 1 and October 31, 2011 and
retention based on August 1, 2012.
The retention rate is calculated by the system after clicking "Save" on the screen. Exclusions are subtracted
from the original cohort and the resulting adjusted cohort is used for calculating the retention rate.
Retention Data Reporting Reminders:
•
Include only part-time, first-time degree/certificate-seeking students in this cohort.
•
Determine part-time using Fall 2011 attendance status (e.g. if a student was part-time in Fall
2011, report them in the part-time cohort regardless of their Fall 2012 status).
•
If there are no students to report in the cohort, enter zero. Do not leave the field blank.
•
Report in the exclusions box (line E7) the number of students from the cohort who left the
institution for any of the following reasons: died or were totally and permanently disabled; to
serve in the armed forces (including those called to active duty); to serve with a foreign aid
service of the Federal Government (e.g. Peace Corps); or to serve on official church missions.
Preloaded
cohort
PART-TIME, FIRST-TIME COHORT RETENTION:
E6 Part-time, first-time Fall 2011 cohort

Prior year
data (Fall
2010
cohort)

E7 Exclusions from the Fall 2011 cohort

E8 Adjusted Fall 2011 cohort (line E6 - line E7)
E9 Students from Fall 2011 cohort who are still enrolled + students
from Fall 2011 cohort who completed their program as of Fall 2012
E10 Part-time, first-time Fall 2011 cohort retention rate (line E9 / line
E8)
Image
description.
These
context
notes
will
be on
posted
the
College
Navigator.
End of image
description.

You may use the space below to provide context for the data you've reported above.

These context notes will be posted on the College Navigator website, and should be written to be understood
by students and parents.

to 1
to 1

You may use the space below to provide context for the data you've reported above.

These context notes will be posted on the College Navigator website, and should be written to be understood
by students and parents.

Part F - Less Than Four-Year Institutions and Four Year-Institutions Without Graduate
Programs Student-to-Faculty Ratio Worksheet
This worksheet is designed to help you determine your institution's student-to-faculty ratio.
Data entered on this worksheet will NOT be collected or saved. Therefore, please PRINT this screen if you
would like to refer to the ratio calculation for your institution at a later time.
Note: The logic used for this calculation is similar to item I-2 from the Common Data Set data collection.
Students, Fall 2012
Total full-time students from Part A
Total part-time students from Part A
Full-time equivalent of part-time students
(Line F2 * 1/3)
F4 Total full-time equivalent students
(Line F1 + F3)
Instructional Staff, Fall 2012
FULL-TIME INSTRUCTIONAL STAFF:
F5 Number of full-time instructional staff as reported on the HR survey component

F1
F2
F3

Full-Time Instructional Staff Exclusion (Line F6):
F6 Full-Time Instructional Staff Exclusion:
Of the number of full-time instructional staff reported in Line F5, the number teaching
exclusively non-credit courses
F7 Total adjusted full-time instructional staff
(Line F5 - F6)
PART-TIME INSTRUCTIONAL STAFF:
F8 Number of part-time instructional staff as reported on the HR survey component

Part-Time Instructional Staff Exclusion (Line F9):
F9 Of the number of part-time instructional staff reported in Line F8, the number teaching
exclusively non-credit courses
Part-Time Instructional Staff Addition (Line F10):
F10 Number of administrators, or other staff not reported to IPEDS as instructors, that are
teaching a credit course(s) in the Fall
F11 Total adjusted part-time instructional staff
(Line F8 - F9 + F10)
F12 Full-time equivalent of adjusted part-time instructional staff
(Line F11 * 1/3)
F13 Total full-time equivalent instructional staff
(Line F7 + F12)
F14 Student-to-faculty ratio
(Line F4/F13)

to 1

2012-13 Survey Materials > Instructions

date: 1/16/2013

Fall Enrollment Full Instructions

Purpose of Survey
Changes in Reporting
General Instructions
Reporting Period Covered
Context Boxes
Coverage
Who To Include
Who To Exclude
Where to Get Help For Reporting
IPEDS Help Desk
AIR Website
IPEDS Website Resources
Where the Reported Data Will Appear
Institution Level
Aggregate Level
Reporting Directions
Screening Questions
Reporting Individuals by Racial/Ethnic Categories
Part A: Fall Enrollment by Level, Attendance Status, Race/Ethnicity, and Gender
Part B: Fall Enrollment by Age
Part C: Residence of First-Time Degree/Certificate-Seeking Undergraduates
Part D: Total Undergraduate Entering Class
Part E: Retention Rates for First-Time Degree/Certificate-Seeking Undergraduates
Part F: Student-to-Faculty Ratio

Changes in Reporting
Institutions must report enrollment by distance education status for all students. Institutions must
first report whether students are enrolled in no distance education courses, some distance
education courses, or exclusively distance education courses. For those students who are enrolled
exclusively in distance education courses, institutions must also report the location of the student.

General Instructions

Reporting Period Covered
For institutions operating on a traditional academic year calendar (semester, trimester, quarter, or 4-1-4), fall
enrollment should be reported as of the institution's official fall reporting date or October 15.
For institutions operating on an "other academic calendar," a calendar that differs by program, or enrolls
students on a continuous basis (referred to as program reporters), fall enrollment is reported for students
enrolled any time during the period August 1 and October 31.

Coverage

Who to Include
Include all students enrolled for credit (courses or programs that can be applied towards the requirements
for a postsecondary degree, diploma, certificate, or other formal award), regardless of whether or not they
are seeking a degree or certificate. This includes:
•
Students enrolled for credit in off-campus centers
•
High school students taking regular college courses for credit
•
Students taking remedial courses if the student is degree-seeking for the purpose of student financial
aid determination
•
Students from overseas enrolled in U.S. courses for credit (e.g., online students)

Who to Exclude
Exclude students who are not enrolled for credit. For example, exclude:
•
Students enrolled exclusively in courses that cannot be applied towards a formal award
•
Students enrolled exclusively in Continuing Education Units (CEUs)
•
Students exclusively auditing classes
In addition, the following students should be excluded:
•
Any student studying abroad (e.g., at a foreign university) if their enrollment at the 'home' institution
serves as an administrative record
•
Students in any branch campus located in a foreign country
Image
description.
Top of Page
End
of image
description.

Where to Get Help
IPEDS Data Collection Help Desk
Phone: 1-877-225-2568
Email: [email protected]

AIR Website
You can also consult the AIR website that contains several tutorials on IPEDS data collection, a self-paced
overview of IPEDS tools and other valuable resources.

Where the Data Will Appear
Data collected through IPEDS will be accessible at the institution- and aggregate-levels.
At the institution-level, data will appear in the:
•
College Navigator Website
•
IPEDS Data Center
•
IPEDS Data Feedback Reports
At the aggregate-level, data will appear in:
•
IPEDS First Looks

•
•
•
•

IPEDS Table Library
IPEDS Data Feedback Reports
The Digest of Education Statistics
The Condition of Education

Image
description.
Top of Page
End
of image
description.

•

American Indian or Alaska Native- A person having origins in any of the original peoples of North and
South America (including Central America) who maintains cultural identification through tribal
affiliation or community attachment.
•
Asian- A person having origins in any of the original peoples of the Far East, Southeast Asia, or the
Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia,
Pakistan, the Philippine Islands, Thailand, and Vietnam.
•
Black or African American- A person having origins in any of the black racial groups of Africa.
•
Native Hawaiian or Other Pacific Islander- A person having origins in any of the original peoples of
Hawaii, Guam, Samoa, or other Pacific Islands.
•
White - A person having origins in any of the original peoples of Europe, the Middle East, or North
Africa.
Other descriptive categories
•
Nonresident alien - A person who is not a citizen or national of the United States and who is in this
country on a visa or temporary basis and does not have the right to remain indefinitely. NOTE Nonresident aliens are to be reported separately, in the boxes provided, rather than included in any of
the seven racial/ethnic categories. Resident aliens and other eligible (for financial aid purposes) noncitizens who are not citizens or nationals of the United States and who have been admitted as legal
immigrants for the purpose of obtaining permanent resident alien status (and who hold either an alien
registration card (Form I-551 or I-151), a Temporary Resident Card (Form I-688), or an ArrivalDeparture Record (Form I-94) with a notation that conveys legal immigrant status such as Section
207 Refugee, Section 208 Asylee, Conditional Entrant Parolee or Cuban-Haitian) are to be reported in
the appropriate racial/ethnic categories along with United States citizens.
•
Race and ethnicity unknown - This category is used only if the person did not select EITHER a
racial or ethnic designation.
Image
description.
Top of Page
End
of image
description.

Part A: Full-Time Undergraduate Students by Race/Ethnicity and Gender
On this screen, include all students enrolled for credit, full-time at the undergraduate level. The
undergraduate level includes students enrolled in undergraduate level courses, associate's degree
programs, or any certificate programs below the baccalaureate level. Students who have already
earned a bachelor's degree but are taking undergraduate courses for credit should be included as
undergraduates.
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 firsttime:
•
•

Students enrolled in the fall term who attended college for the first time in the prior summer session
Students who entered with advanced standing (any college credits earned before graduation from
high school)
In order to be considered degree or certificate-seeking, the student must be enrolled in courses for credit and
be recognized by the institution as seeking a degree or other formal award. Dual enrolled high school
students are not degree/certificate-seeking students. Note: All students eligible to receive federal student
financial aid are to be considered degree/certificate-seeking.
Program Reporters: Include first-time students who entered your institution between August 1, 2012 and
October 31, 2012.
Academic Reporters: Student counts reported in column 1 define the initial cohort for reporting graduation
rates in the IPEDS Graduation Rates (GR) component to meet Student Right-to-Know reporting requirements.
Students reported in this group will become your GR cohort in the reporting year appropriate for your
institution. The number of students reported in column 1 will also appear in Part D to be used in determining
the percentage of the undergraduate entering class represented by the cohort.

Full-time, non-degree/certificate-seeking full-time undergraduates
In column 5, report the total number of full-time non-degree/certificate-seeking undergraduates. These
students are enrolled for credit but not with the intent of earning a degree or other formal award. Note: High
school students enrolled in creditable courses prior to high school graduation are considered nondegree/certificate-seeking students.
Once you save the data by clicking the 'Verify and Save' button, the 'Total full-time degree/certificate-seeking
undergraduates' (column 4) and 'Total, full-time undergraduate students' (column 6) will be calculated by the
system and display on the survey screen.

Part A: Enrollment by Distance Education Status

On this screen, report all students reported on previous Part A screens.
Enrolled exclusively in distance education courses:

Students who are enrolled only in courses that are considered distance
education courses.
Enrolled in some but not all distance education courses:

The totals for degree/certificate-seeking undergraduates and nondegree/certificate-seeking undergraduates will be carried forward from
the previous Part A screens. The total students reported by distance
education status must equal the total students carried forward from prior
Part A screens. If the totals are not the same, a fatal error will occur.
If there are students reported as enrolled exclusively in distance
education courses, further data on the location of these distance
education students will need to be reported. Report, by degree/certificate
-seeking status, the number of exclusively distance education students
that are located in the same state/jurisdiction as the institution, in a
different state/jurisdiction than the institution, in the U.S. but the
state/jurisdiction is unknown, and residing outside the U.S.
The total students exclusively enrolled in distance education courses will
be carried forward from earlier on the screen. If the total students
reported by location does not equal the total enrolled exclusively in
distance education from above, the “Location unknown/unreported” is
calculated.

Part B: Fall Enrollment by Age and Gender
Part B is optional this year. This part is required in odd-numbered years.
This distribution of students should include all students reported in Part A.

The totals by gender for each attendance status (full- or part-time) and student level (undergraduate or
graduate) will be carried forward from the corresponding Part A screens. When the Part B and Part A totals do
not agree, the "Age unknown/unreported" is calculated.
Note: If the Part B student count total is larger than the total carried forward from Part A (resulting in a
negative value), a fatal error results. In this case, reexamine both the age data and comparable portion of
Part A to identify the error and make appropriate corrections.

Part D: Total Undergraduate Entering Class
Program reporters and non-degree-granting institutions do not complete Part D.
Total entering class data are included to address concerns some institutions have raised about the cohort that
is defined by the IPEDS Graduation Rates (GR) component. The GR cohort includes only full-time, first-time
degree/certificate-seeking undergraduate students. For institutions with substantial part-time, transfer-in, and
non-degree/certificate-seeking enrollment, this may result in graduation rates that are not representative of
their typical entering class.
The total undergraduate entering class is comprised of all first-time undergraduates (full-time and part-time),
all transfer-in undergraduates (full-time and part-time) and the subset of non-degree/certificate-seeking
undergraduates who are new to the institution in the Fall. To reach the total entering class total, Part D
follows a line-by-line step process.
Lines D1 - D4 are carried forward from Part A reporting.
In Line D5, report the subset of non-degree/certificate-seeking undergraduate students displayed on line
D4, who are new to the institution in Fall 2012.
Line D6 will calculate the total undergraduate entering students. This is calculated as all first-time students
(line D2) + all transfer-in students (line D3) + non-degree/certificate-seeking undergraduate students new to
the institution in Fall 2012 (line D5).
After clicking 'Save', Line D7 will display the percentage of the undergraduate entering class that is
represented by the current GR cohort (the GR cohort is carried forward from Part A and displayed in Line D1).
The percentage is calculated as line D1/D6.
Image
description.
Top of Page
End
of image
description.

Part E: Retention Rates for the First-Time Degree/Certificate-Seeking Student Cohort
Retention rates examine the percentage of first-time degree/certificate seeking students enrolled in the fall of
the prior year that are either still enrolled in the fall of the current year or have completed their program in
that time.
The retention cohorts, full-time and part-time, first-time degree/certificate-seeking undergraduates from Fall
2011, are preloaded from Part A of the prior year Fall Enrollment survey component.
On each retention screen (full-time cohort and part-time cohort screens), institutions must:
•
Verify the preloaded Fall 2011 cohort.
Attendance status (full- or part-time) should be based on the student's Fall 2011 attendance status.

•
•

Report any exclusions for the cohort (see below for allowable exclusions).
Report the total number of students retained from the Fall 2011 cohort.
Total students retained = students from Fall 2011 cohort still enrolled as of Fall 2012 +
students from Fall 2011 cohort who completed their program as of Fall 2012

Academic reporters: Report students retained as of the institution's official fall reporting date or
as of October 15, 2012.
Program reporters: Report students retained as of August 1, 2012.
Exclusions:
Institutions may report exclusions for the Fall 2011 cohort. Allowable exclusions are students who
left the institution for any of the following reasons:
•
Died or were totally and permanently disabled
•
To serve in the armed forces (including those called to active duty)
•
To serve with a foreign aid service of the Federal Government (e.g., Peace Corps)
•
To serve on official church missions
The system will compute an adjusted cohort by subtracting the student exclusions from the original cohort
prior to calculating the retention rate.
Retention rates will be computed by the system after clicking 'Save.' The retention rate is calculated as:
(Students from Fall 2011 cohort still enrolled + Students from Fall 2011 cohort who completed
their program as of Fall 2012/Adjusted Fall 2011 cohort)*100.

Image
description.
Top of Page
End
of image
description.

Worksheet for Less Than Four-Year Institutions and Four-Year Institutions without
Graduate or Professional Programs
The worksheet is designed to help institutions determine their student-to-faculty ratio. It is NOT
mandatory that you use this worksheet to calculate your student-to-faculty ratio. Data entered on
the worksheet will NOT be collected or saved. Make sure to print the screen in order to refer to
the ratio calculation for your institution at a later time.
Please note: The logic used in this calculation is similar to that of item I-2 from the Common Data Set data
collection.

FULL- AND PART-TIME STUDENT DATA:
All student data on the worksheet is either carried forward from Part A or a calculated field.

For institutions that have administrators and other professionals on staff that are not reported to IPEDS as
instructors (because it is not their "primary function") but they teach credit courses, the above allowable
addition will produce a more accurate ratio.
With the above instructional staff exclusions and part-time instructional staff addition information above, the
system will compute the following on the worksheet:
Line F7. Total adjusted full-time instructional staff.
The adjusted full-time instructional staff is the total full-time instructional staff, excluding those teaching
exclusively non-credit classes. The system will calculate line F7 as line F5 (total full-time instructional staff as
reported on the HR component) minus line F6 (total full-time instructional staff teaching exclusively noncredit courses).
Line F11. Total adjusted part-time instructional staff.
The adjusted part-time instructional staff is the total part-time instructional staff, excluding those teaching
exclusively non-credit classes, and adding those administrators and other staff teaching credit courses. The
system will calculate line F11 as line F8 (total part-time instructional staff as reported on the HR component)
minus line F9 (total part-time instructional staff teaching exclusively non-credit courses) + line F10
(administrators and other staff teaching credit courses).
Line F12. Total FTE of adjusted part-time instructional staff.
The FTE will be calculated as line F11 (total adjusted part-time instructional staff) * 1/3.
Line F13. Total FTE of adjusted instructional staff.
This is calculated as the sum of lines F7 (total adjusted full-time instructional staff) and F12 (FTE of total
adjusted part-time instructional staff). Line F13 is used in the ratio calculation.
Line F14. Student-to-faculty ratio.
The ratio will be calculated by the system as line F4 (total adjusted FTE students) divided by line F13 (total
adjusted FTE instructional staff). The ratio will be displayed on the worksheet as xxx to 1.

The calculated ratio can then be entered onto the Part F (Student-to-Faculty Ratio)
screen.
Image
description.
Top of Page
End
of image
description.

Glossary

date: 1/16/2013

Term

Definition

Adjusted cohort

American Indian or Alaska
Native (new definition)

A person having origins in any of the original peoples of North and South America (including Central
America) who maintains cultural identification through tribal affiliation or community attachment.

Asian (new definition)

Audit/auditing (a class)

Term used when a student elects to take a course, but does not wish to receive credit for the course
toward a degree or other formal award.

Black or African American
(new definition)

A person having origins in any of the black racial groups of Africa.

Cohort

A specific group of students established for tracking purposes.

Credit

Credit course

Degree/certificate-seeking
students

Dual credit

Dual enrollment

Entering students
(undergraduate)

Exclusions

First-time student
(undergraduate)

Full-time student

High school diploma or
recognized equivalent

A document certifying the successful completion of a prescribed secondary school program of
studies, or the attainment of satisfactory scores on the GED or another state specified examination.

Hispanic or Latino (new
definition)

A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or
origin, regardless of race.

Native Hawaiian or Other
Pacific Islander (new
definition)

A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific
Islands.

Non-degree-seeking
student

A student enrolled in courses for credit who is not recognized by the institution as seeking a degree
or formal award.

Noncredit course

A course or activity having no credit applicable toward a degree, diploma, certificate, or other formal
award.

Nonresident alien

A person who is not a citizen or national of the United States and who is in this country on a visa or
temporary basis and does not have the right to remain indefinitely.

Official fall reporting date

The date (in the fall) on which an institution must report fall enrollment data to either the state, its
board of trustees or governing board, or some other external governing body.

Part-time student

Race/ethnicity (new
definition)

•
•

Hispanic or Latino or
Not Hispanic or Latino

Second, individuals are asked to indicate all races that apply among the following:

•
•
•
•
•

American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White

Race/ethnicity unknown

The category used to report students or employees whose race and ethnicity are not known.

Remedial courses

Instructional courses designed for students deficient in the general competencies necessary for a
regular postsecondary curriculum and educational setting.

Residence

A person's permanent address determined by such evidence as a driver's license or voter
registration. For entering freshmen, residence may be the legal residence of a parent or guardian.

Retention rate

State of residence

State unknown

Status used when the reporting institution is unable to determine from existing records the home
state or residence of the student.

Student-to-faculty ratio

Study abroad

Summer session

Transfer-in student

Undergraduate

A student enrolled in a 4- or 5-year bachelor's degree program, an associate's degree program, or a
vocational or technical program below the baccalaureate.

White (new definition)

A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.

2012-13 Survey Materials > F.A.Q.

date: 1/16/2013

Fall Enrollment
Click one of the following questions to view the answer.

Answers:
General
1) Who should I include in my enrollment reporting?

In order to have consistent data from all institutions, IPEDS must use standard age categories. Use the
students' dates of birth to report the enrollment by IPEDS age categories.

Back to top
Retention Rates for First-Time Undergraduates (Part E)
1) How is the retention rate calculated?
(Updated: 1/9/2013)

2012-13 Survey Materials > Narrative Edits

date: 1/16/2013

Fall Enrollment for 2-year degree-granting institutions
Edit specifications for the 2012-13 IPEDS Web-Based Data Collection
Fall Enrollment (EF) Component
Note: The specifications in this document apply to the institutions listed above. Some sections and parts may not
apply to your particular institution. Please read the specifications carefully to determine which sections and/or parts
apply to your institution.
All screens must be completed in order to lock the survey.
Screening Question
Part A: Enrollment of Students by Race/Ethnicity
Part B: Enrollment of Students by Age
Part C: Residence
Part D: Total Undergraduate Entering Class
Part E: Retention Rates
Part F: Student-to-Faculty Ratio
Screening Question
You must respond to the following screening question. The answer given here will determine which screens your institution is
shown.
Part C Selection
Completion of Part C: Residence of First-Time Degree/Certificate-Seeking Undergraduates is optional for this reporting
year. Before continuing, you must indicate the following:
•

Do you wish to complete Part C this year?
◦ If you respond Yes to the question above, you are required to complete all screens in Part C; if you
respond No, then Part C will not be displayed.

•

•
•
•

The calculated grand total (men + women) for Total full-time undergraduate students must be greater than
0.
If your institution reported that it enrolls full-time, first-time degree/certificate-seeking undergraduates in Part B
of the IC Header survey, you must report students of this type here. If this type of student is not enrolled and you
are receiving this message in error, you may contact the IPEDS Help Desk for assistance.
If your institution reported that it does not enroll full-time, first-time degree/certificate-seeking undergraduates in
Part B of the IC Header survey, you are not expected to report this type of student here. If this type of student is
enrolled and you are receiving this message in error, you may contact the IPEDS Help Desk for assistance.
If you reported First-time students on this screen, you are also expected to report Transfer-in and/or
Continuing students.
Note:
◦ Academic Reporters: Students should ONLY be considered First-time if they enrolled in the institution for
the first time in the fall of the current year (or the summer immediately preceding).
◦ Program Reporters: Students should ONLY be considered First-time if they enrolled in the institution for
the first time between August 1 and October 31 of the current year.
For each gender category, if the total number of Transfer-in students is greater than 0, then the number of
Continuing students should also be greater than 0. If this is not the case, then you must confirm that the
specified values are correct.
If the percent of Total, full-time undergraduate students reported in the Race and ethnicity unknown
category is between 20 percent and 80 percent, then an explanation is required.
If the percent of Total, full-time undergraduate students reported in the Race and ethnicity unknown
category is greater than 80 percent, then a fatal error will occur.
For each gender category, the total number of First-time students is expected to be within a certain range of the
prior year value, as outlined below:

◦

•

If the total number of First-time students reported in the prior year is less than or equal to 25, then the
current year value is expected to be between 1 and 30.
◦ If the total number of First-time students reported in the prior year is between 26 and 100, then the
current year value is expected to be with a 40% range of the prior year value.
◦ If the total number of First-time students reported in the prior year is between 101 and 500, then the
current year value is expected to be with a 30% range of the prior year value.
◦ If the total number of First-time students reported in the prior year is greater than 500, then the current
year value is expected to be with a 20% range of the prior year value.
For each gender category, the total number of degree/certificate-seeking students is expected to be within a
certain range of the prior year value, as outlined below:
◦ If the total number of degree/certificate-seeking students reported in the prior year is less than or
equal to 25, then the current year value is expected to be between 1 and 30.
◦ If the total number of degree/certificate-seeking students reported in the prior year is between 26 and
100, then the current year value is expected to be with a 40% range of the prior year value.
◦ If the total number of degree/certificate-seeking students reported in the prior year is between 101
and 500, then the current year value is expected to be with a 30% range of the prior year value.
◦ If the total number of degree/certificate-seeking students reported in the prior year is greater than
500, then the current year value is expected to be with a 20% range of the prior year value.
For each gender category, the total number of full-time undergraduate students is expected to be within a
certain range of the prior year value, as outlined below:
◦ If the total number of full-time undergraduate students reported in the prior year is less than or
equal to 25, then the current year value is expected to be between 1 and 30.
◦ If the total number of full-time undergraduate students reported in the prior year is between 26 and
100, then the current year value is expected to be with a 40% range of the prior year value.
◦ If the total number of full-time undergraduate students reported in the prior year is between 101 and
500, then the current year value is expected to be with a 30% range of the prior year value.
◦ If the total number of full-time undergraduate students reported in the prior year is greater than 500,
then the current year value is expected to be with a 20% range of the prior year value.

•

•
•
•

◦

•

Enrolled exclusively in distance education courses
Enrolled in some but not all distance education courses
Not enrolled in any distance education courses

Based on the data entered, the system will calculate the total of all distance education categories by degree/certificateseeking status. Totals from Part A are displayed for your reference.
The system will perform the following edits on the data entered:
•
If your institution reported offering distance education opportunities in this year's Institutional Characteristics survey,
then the total number of students reported for Enrolled exclusively in distance education courses and Enrolled in
some but not all distance education courses across all status options is expected to be greater than 0.
•
If your institution reported NOT offering distance education opportunities in this year's Institutional Characteristics
survey, then the total number of students reported for Enrolled exclusively in distance education courses
and Enrolled in some but not all distance education courses across all status options is expected to be 0.
•
If your institution reported that all programs are offered via distance education in this year's Institutional
Characteristics survey, then the total number of students reported for Enrolled in some but not all distance
education courses and Not enrolled in any distance education courses is expected to be 0.
•
For each degree-seeking status, the calculated Total number of students for all distance education categories must
be equal to the Total from Part A.
Fall Enrollment by Distance Education, Page 2
On this screen, you must report the number of Degree/Certificate-seeking and Non-Degree/Certificate-seeking
undergraduate students exclusively enrolled in distance education courses for each of the following location categories:
•
•
•
•

Located
Located
Located
Located

in the state/jurisdiction of [state/jurisdiction where institution is located]
in the U.S. but not in [state/jurisdiction where institution is located]
in the U.S. but state unknown
outside the U.S.

For each degree/certificate seeking status, the total number of students Enrolled exclusively in distance education
courses from Fall Enrollment by Distance Education, Page 1 is displayed for your reference. Based on the data entered,
the system will calculate the number of students whose location is unknown/unreported.
The system will perform the following edits on the data entered:
•
For each degree-seeking status, if you report all students under the same location category an explanation error will
occur.
•
For each degree-seeking status, the calculated value for Location unknown/unreported cannot be a negative
number. Please correct your values so that the total of each status is not greater than the preloaded Total students
exclusively enrolled in distance education from Distance Education, Page 1.
Fall Enrollment Summary
This screen displays a summary of the data reported in Part A of this survey, including Total full-time students, Total parttime students, and Grand total, all students enrolled at the institution by race/ethnicity and gender.
The system will perform the following edit on the data entered:

•

The calculated Grand Total (men + women) enrolled must be greater than 0.

Full-time undergraduate
Part-time undergraduate

•

Top
Part C: Residence
Applicable to institutions that answered Yes to the Part C Selection screening question at the beginning of the
survey
Screening Question
You must answer Yes or No to the following screening question. The answer given here will determine which screens your
institution is shown.
•

Did any of the first-time, degree/certificate-seeking undergraduate students reported in Part A enroll within 12
months of graduating from high school or receiving their GED?

The system will perform the following edit on the data entered:
•

•

•
•

•

First-time Residence (3 screens)
Applicable to institutions that answered No to the Part C Screening Question

On these screens you must report the number of first-time, degree/certificate-seeking undergraduate students enrolled in the
institution (column 1) by State of residence when student was first admitted. This includes all states and US territories,
along with additional "State Unknown" and "Foreign Countries" categories, each with its own unique 2-digit FIPS Code.
On the final screen in Part C, the system will determine the number of students with Residence unknown/unreported (FIPS
Code 98) by subtracting the sum of all students entered in column 1 from the total number of first-time, degree/certificateseeking undergraduate students (full-time and part-time) reported in Part A.
The system will perform the following edits on the data entered:
•

•

•
•

•

Top
Part D: Total Undergraduate Entering Class
On this screen, several data items from Part A of this survey are preloaded for your reference. This includes:
•
•
•
•

Line D1:
cohort).
Line D2:
reported.
Line D3:
reported.
Line D4:

You must report the following information for line D5:
•

Of the total non-degree/certificate-seeking undergraduates displayed on line D4, the number that are new to the
institution in the Fall.

Top
Part E: Retention Rates
In Part E, you must report the retention rates for the Full-time, first-time cohort and the Part-time, first-time cohort.
Note: Academic reporters report retention data as of the institution's official fall reporting date or as of October 15. Program
reporters report retention data on students enrolled in the institution at any time between August 1 and October 31.
Full-time, first-time cohort retention
You must report the number of students in the Full-time, first-time Fall 2011 cohort (E1), as well as any Exclusions from
the cohort (E2). Once the screen is saved, the system will display the difference between the two in the Adjusted cohort
(E3) field.
In addition, the number of Students from Fall 2011 still enrolled plus students from Fall 2011 who completed their
program as of Fall 2012 (E4) must be reported in order to determine the Full-time, first-time Fall 2011 cohort retention
rate (E5) percentage.
The system will perform the following edits on the data entered:
•

The Full-time, first-time Fall 2011 cohort (E1) is expected to be within a certain range of the Prior year
data, as outlined below:

◦

•
•
•
•
•
•
•

•

If the preloaded cohort for E1 is less than 25, then the current year amount must be between 0 and the
preloaded amount plus 10.
◦ If the preloaded cohort for E1 is between 25 and 99, then the current year amount must be within a 30%
range of that amount.
◦ If the preloaded cohort for E1 is between 100 and 499, then the current year amount must be within a
20% range of that amount.
◦ If the preloaded cohort for E1 is greater than or equal to 500, then the current year amount must be
within a 10% range of that amount.
The full-time, first-time cohort entered must be less than or equal to the total number of full-time, first-time
students reported in last year's Fall Enrollment survey component.
If the Full-time, first-time Fall 2011 cohort is greater than 0, then the Exclusions from the cohort must be
less than 50% of this value.
If the Adjusted cohort is greater than 0 and E1 is greater than 5, then the number of Students from Fall 2011
cohort still enrolled as of Fall 2012 is expected to be greater than 0.
The number of Students from Fall 2011 cohort still enrolled as of Fall 2012 (E4) must be less than the
Adjusted cohort.
The number of students reported for E4 is expected to be greater than or equal to 15% of the Adjusted cohort.
If the number of students reported for E4 is equal to the Adjusted cohort, then you must confirm a retention rate
of 100% for that cohort.
If you reported enrollment for full-time, first-time students in last year's Fall Enrollment survey or this year's
Institutional Characteristics Header component, then you are expected to report full-time, first-time students on
this screen. If this type of student is not enrolled and you are receiving this message in error, you may contact
the IPEDS Help Desk for assistance.
If you did not report enrollment for full-time, first-time students in last year's Fall Enrollment survey or this year's
Institutional Characteristics Header component, then you are not expected to report full-time, first-time students
on this screen. If this type of student is enrolled and you are receiving this message in error, you may contact the
IPEDS Help Desk for assistance.
The value reported for E5 is expected to be within 15% of the prior year retention rate.

Part-time, first-time cohort retention
You must report the number of students in the Part-time, first-time Fall 2011 cohort (E6), as well as any Exclusions from
the cohort (E7). Once the screen is saved, the system will display the difference between the two in the Adjusted cohort
(E8) field.
In addition, the number of Students from Fall 2011 still enrolled plus students from Fall 2011 who completed their
program as of Fall 2012 (E9) must be reported in order to determine the Part-time, first-time Fall 2011 cohort retention
rate (E10) percentage.
The system will perform the following edits on the data entered:
•

•
•
•
•
•
•

•

The Part-time, first-time Fall 2011 cohort (E6) is expected to be within a certain range of the Preloaded
cohort, as outlined below:
◦ If the preloaded cohort for E6 is less than 25, then the current year amount must be between 0 and the
preloaded amount plus 10.
◦ If the preloaded cohort for E6 is between 25 and 99, then the current year amount must be within a 30%
range of that amount.
◦ If the preloaded cohort for E6 is between 100 and 499, then the current year amount must be within a
20% range of that amount.
◦ If the preloaded cohort for E6 is greater than or equal to 500, then the current year amount must be
within a 10% range of that amount.
The part-time, first-time cohort entered must be less than or equal to the total number of part-time, first-time
students reported in last year's Fall Enrollment survey component.
If the Part-time, first-time Fall 2011 cohort is greater than 0, then the Exclusions from the cohort must be
less than 50% of this value.
If the Adjusted cohort is greater than 0 and E6 is greater than 5, then the number of Students from Fall 2011
cohort still enrolled as of Fall 2012 is expected to be greater than 0.
The number of Students from Fall 2011 cohort still enrolled as of Fall 2012 (E9) must be less than the
Adjusted cohort.
If the number of students reported for E9 is equal to the Adjusted cohort, then you must confirm a retention
rate of 100% for that cohort.
If you reported enrollment for part-time, first-time students in last year's Fall Enrollment survey or this year's
Institutional Characteristics Header component, then you are expected to report part-time, first-time students on
this screen. If this type of student is not enrolled and you are receiving this message in error, you may contact
the IPEDS Help Desk for assistance.
If you did not report enrollment for part-time, first-time students in last year's Fall Enrollment survey or this
year's Institutional Characteristics Header component, then you are not expected to report part-time, first-time
students on this screen. If this type of student is enrolled and you are receiving this message in error, you may
contact the IPEDS Help Desk for assistance.
The value reported for E10 is expected to be within 15% of the prior year retention rate.

Note: The student-to-faculty ratio and any accompanying context provided on this screen will be displayed on College
Navigator.
The system will perform the following edits on the data entered:
•
•
•

Top

2012-13 Survey Materials > Form

Fall Enrollment for private 2-year and less than 2-year nondegree-granting
institutions
Part B Selection
Completion of Part B (Enrollment of Students by Age) is optional this year.
Do you wish to complete Part B this year?
If you select 'Yes', you will see Part B and be expected to complete the screens.
If you select 'No', you will skip Part B.

Yes, I will complete Part B

No, I will not complete Part B

date: 1/16/2013

Part A - Fall Enrollment for Full-Time Undergraduate Students
Academic reporters report enrollment as of the institution's official fall reporting date or as of October 15, 2012.
Program reporters report students enrolled at any time between August 1 and October 31, 2012.
Full-time UndergraduateStudents
Race/Ethnicity Reporting Reminder:
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only

Enrolled for credit

First-time, certificate-seeking

All Other

Total,
full-time
undergraduate students

Men
Nonresident alien

Hispanic/Latino

American Indian or Alaska Native

Asian

Black or African American

Native Hawaiian or Other Pacific Islander

White

Two or more races

Race and ethnicity unknown

Total men
Total men prior year
Women
Nonresident alien

Hispanic/Latino

American Indian or Alaska Native

Asian

Black or African American

Native Hawaiian or Other Pacific Islander

White

Two or more races

Race and ethnicity unknown
Total women
Total women prior year
Grand total (men+women)
Grand total (men+women) prior year

Enrolled for credit

First-time, certificate-seeking

All Other

Total,
part-time
undergraduate students

Men
Nonresident alien

Hispanic/Latino

American Indian or Alaska Native

Asian

Black or African American

Native Hawaiian or Other Pacific Islander

White

Two or more races

Race and ethnicity unknown

Total men
Total men prior year
Women
Nonresident alien

Hispanic/Latino

American Indian or Alaska Native

Asian

Black or African American

Native Hawaiian or Other Pacific Islander

White

Two or more races

Race and ethnicity unknown
Total women
Total women prior year
Grand total (men+women)
Grand total (men+women) prior year

Fall Enrollment Summary
Total full-time
students

Total part-time
students

Grand total,
all students

All Undergraduate
Students

Enrolled exclusively in distance education courses
Enrolled in some but not all distance education courses
Not enrolled in any distance education courses
Total (all distance education statuses)
Total (from prior part A screens)
NOTE: The total of all distance education statuses (above) must equal this total carried
forward from the prior part A screens
You may use the space below to provide context for the data you've reported above.

Part A - Fall Enrollment by Distance Education Status
Of those students exclusively enrolled in distance education courses, report the
number that are:
Located in

All Undergraduate
Students

Located in the U.S. but not in

Located in the U.S. but state/jurisdiction unknown
Located outside the U.S.
Location unknown/unreported
Total students exclusively enrolled in distance education (from section above)

Full-time Undergraduate Students
Men
Women

Under 18

18-19
20-21
22-24
25-29
30-34
35-39
40-49
50-64
65 and over
Age unknown/unreported
Total full-time undergraduate students (from part A)

Part-time Undergraduate Students
Men
Women

Under 18

18-19
20-21
22-24
25-29
30-34
35-39
40-49
50-64
65 and over
Age unknown/unreported
Total part-time undergraduate students (from part A)

Part C - Screening Question
Did any of your first-time degree/certificate-seeking undergraduate students (reported in Part A) enroll within 12
months of graduating high school or receiving their GED?

Yes, we have first-time students who enrolled within 12 months of their high school graduation.

No, we do not have any first-time students who enrolled within 12 months of their high school graduation.
You may use the space below to provide context for the data you've reported above.

FIPS Code

Alabama

Alaska

Arizona

Arkansas

California

Colorado

Connecticut

Delaware

District of Columbia

Florida

Georgia

Hawaii

Idaho

Illinois

Indiana

Iowa

Kansas

Kentucky

Louisiana

Maine

Total first-time
degree/certificate-seeking
undergraduates
(1)

Of students in column 1, those
who enrolled within 12 months
of high school graduation
or receiving their GED
(2)

FIPS Code

Maryland

Massachusetts

Michigan

Minnesota

Mississippi

Missouri

Montana

Nebraska

Nevada

New Hampshire

New Jersey

New Mexico

New York

North Carolina

North Dakota

Ohio

Oklahoma

Oregon

Pennsylvania

Rhode Island

Total first-time
degree/certificate-seeking
undergraduates
(1)

Of students in column 1, those
who enrolled within 12 months
of high school graduation
or receiving their GED
(2)

You may use the space below to provide context for the data you've reported above.

These context notes will be posted on the College Navigator website, and should be written to be understood
by students and parents.

Prior year
data (Fall
2010
cohort)

E7 Exclusions from the Fall 2011 cohort

You may use the space below to provide context for the data you've reported above.

These context notes will be posted on the College Navigator website, and should be written to be understood
by students and parents.

to 1
to 1

You may use the space below to provide context for the data you've reported above.

These context notes will be posted on the College Navigator website, and should be written to be understood
by students and parents.

F1
F2
F3

to 1

2012-13 Survey Materials > Instructions

date: 1/16/2013

Fall Enrollment Full Instructions

Purpose of Survey
Changes in Reporting
General Instructions
Reporting Period Covered
Context Boxes
Coverage
Who To Include
Who To Exclude
Where to Get Help for Reporting
IPEDS Help Desk
AIR Website
IPEDS Website Resources
Where the Reported Data Will Appear
Institution Level
Aggregate Level
Reporting Directions
Screening Questions
Reporting Individuals by Racial/Ethnic Categories
Part A: Fall Enrollment by Level, Attendance Status, Race/Ethnicity, and Gender
Part B: Fall Enrollment by Age
Part C: Residence of First-Time Certificate-Seeking Undergraduates
Part E: Retention Rates for First-Time Certificate-Seeking Undergraduates
Part F: Student-to-Faculty Ratio

Changes in Reporting
Institutions must report enrollment by distance education status for all students. Institutions must
first report whether students are enrolled in no distance education courses, some distance
education courses, or exclusively distance education courses. For those students who are enrolled
exclusively in distance education courses, institutions must also report the location of the student.

General Instructions

Reporting Period Covered

Coverage

Where to Get Help
IPEDS Data Collection Help Desk
Phone: 1-877-225-2568
Email: [email protected]

AIR Website
You can also consult the AIR website that contains several tutorials on IPEDS data collection, a self-paced
overview of IPEDS tools and other valuable resources.

•
•
•

IPEDS Data Feedback Reports
The Digest of Education Statistics
The Condition of Education

Image
description.
Top of Page
End
of image
description.

Reporting Persons by Racial/Ethnic Category
Reporting Persons by Racial/Ethnic Category (1997 OMB)
This information is being collected in compliance with Title VI of the Civil Rights Act of 1964 and
Title IX of the Education Amendments of 1972 and Sec. 421(a)(1) of the Carl D. Perkins Vocational
Education Act. These instructions correspond with the Final Guidance on Maintaining, Collecting,
and Reporting Racial and Ethnic Data to the U.S. Department of Education, published in the
Federal Register on October 19, 2007.
Method of collection - Institutions must collect race and ethnicity information using a 2-question
format. The first question is whether the respondent is Hispanic/Latino. The second question is
whether the respondent is from one or more races from the following list: American Indian or
Alaska Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, and
White. Institutions should allow students and staff to self-identify their race and ethnicity. For
further details on the guidance for collecting data, please see the full Federal Register notice.
Method of reporting aggregate data - Institutions must report aggregate data to the U.S. Department of
Education using the NINE categories below. Racial/ethnic designations are requested only for United States
citizens, resident aliens, and other eligible non-citizens.
•
Hispanic or Latino, regardless of race
For Non-Hispanic/Latino individuals:
•
American Indian or Alaska Native
•
Asian
•
Black or African American
•
Native Hawaiian or Other Pacific Islander
•
White
•
Two or more races
In addition, the following categories may be used:
•
Nonresident alien
•
Race and ethnicity unknown
Racial/ethnic descriptions - Racial/ethnic designations as used in this survey do not denote scientific
definitions of anthropological origins. The categories are:
•
Hispanic or Latino- A person of Cuban, Mexican, Puerto Rican, South or Central American, or other
Spanish culture or origin, regardless of race.
•
American Indian or Alaska Native- A person having origins in any of the original peoples of North and
South America (including Central America) who maintains cultural identification through tribal
affiliation or community attachment.
•
Asian- A person having origins in any of the original peoples of the Far East, Southeast Asia, or the
Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia,
Pakistan, the Philippine Islands, Thailand, and Vietnam.
•
Black or African American- A person having origins in any of the black racial groups of Africa.
•
Native Hawaiian or Other Pacific Islander- A person having origins in any of the original peoples of
Hawaii, Guam, Samoa, or other Pacific Islands.
•
White - A person having origins in any of the original peoples of Europe, the Middle East, or North
Africa.
Other descriptive categories
•
Nonresident alien - A person who is not a citizen or national of the United States and who is in this
country on a visa or temporary basis and does not have the right to remain indefinitely. NOTE Nonresident aliens are to be reported separately, in the boxes provided, rather than included in any of
the seven racial/ethnic categories. Resident aliens and other eligible (for financial aid purposes) noncitizens who are not citizens or nationals of the United States and who have been admitted as legal
immigrants for the purpose of obtaining permanent resident alien status (and who hold either an alien
registration card (Form I-551 or I-151), a Temporary Resident Card (Form I-688), or an ArrivalDeparture Record (Form I-94) with a notation that conveys legal immigrant status such as Section
207 Refugee, Section 208 Asylee, Conditional Entrant Parolee or Cuban-Haitian) are to be reported in
the appropriate racial/ethnic categories along with United States citizens.

•

Race and ethnicity unknown - This category is used only if the person did not select EITHER a
racial or ethnic designation.

Image
description.
Top of Page
End
of image
description.

Part A - Full-Time Undergraduate Students by Race/Ethnicity and Gender
On this screen, include all students enrolled for credit, full-time at the undergraduate level. The
undergraduate level includes students enrolled in undergraduate level courses or any certificate programs
below the baccalaureate level. Students who have already earned a bachelor's degree but are taking
undergraduate courses for credit should be included as undergraduates.

Full-time, first-time 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 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
Students who entered with advanced standing (any college credits earned before graduation from
high school)
In order to be considered certificate-seeking, the student must be enrolled in courses for credit and be
recognized by the institution as seeking a certificate or other formal award. Dual enrolled high school students
are not considered certificate-seeking Note: All students eligible to receive federal student financial aid are to
be considered certificate-seeking.
Program Reporters: Include first-time students who entered your institution between August 1, 2012 and
October 31, 2012.
Academic Reporters: Student counts reported in column 1 define the initial cohort for reporting graduation
rates on the IPEDS Graduation Rates (GR) component to meet Student Right-to-Know reporting
requirements. Students reported in this group will become your GR cohort in the reporting year appropriate
for your institution.

All other full-time undergraduate students
In column 2, report the total number of all other (i.e. not first-time) full-time undergraduate students enrolled
for credit. This includes:
•
students transferring-in to your institution
•
continuing certificate-seeking students (i.e. students not new to the institution in the fall, but instead
are continuing in their courses/program at the institution)
•
non-certificate-seeking students (i.e. students enrolled for credit, but not intending to earn a
certificate or formal award or high school students with dual enrollment)
Once you save the data by clicking the 'Verify and Save' button, the 'Total full-time undergraduates' (column
3) will be calculated by the system and display on the survey screen.

Part A: Part-time Undergraduate Students
Report part-time students using the same definitions and instructions provided for full-time undergraduate
students.

Image
description.
Top of Page
End
of image
description.

Part A: Enrollment by Distance Education Status

On this screen, report all students reported on previous Part A screens.
Enrolled exclusively in distance education courses:

Students who are enrolled only in courses that are considered distance
education courses.
Enrolled in some but not all distance education courses:

The total undergraduates will be carried forward from the previous Part A
screens. The total students reported by distance education status must
equal the total students carried forward from prior Part A screens. If the
totals are not the same, a fatal error will occur.
If there are students reported as enrolled exclusively in distance
education courses, further data on the location of these distance
education students will need to be reported. Report the number of
exclusively distance education students that are located in the same
state/jurisdiction as the institution, in a different state/jurisdiction than
the institution, in the U.S. but the state/jurisdiction is unknown, and
residing outside the U.S.
The total students exclusively enrolled in distance education courses will
be carried forward from earlier on the screen. If the total students
reported by location does not equal the total enrolled exclusively in
distance education from above, the “Location unknown/unreported” is
calculated.

Part B: Fall Enrollment by Age and Gender
Part B is optional this year. This part is required in odd-numbered years.
This distribution of students should include all students reported in Part A.

Part C: Residence of First-time Certificate-Seeking Undergraduate Students
Part C is optional this year. This part is required in even-numbered years only.
This distribution of students should include all the first-time, certificate-seeking undergraduate
students (both full- and part-time) reported in Part A.

Recent High School Graduates Screening Question
Part C begins with a screening question to determine whether or not your institution has first-time certificateseeking undergraduate students who enrolled within 12 months of graduating high school or receiving their
GED. If the answer is 'Yes', then 2 columns will be reported in Part C, one for all first-time certificate-seeking
undergraduates and one for those first-time certificate-seeking undergraduates who enrolled within 12
months of graduating high school or receiving their GED. If the answer is 'No', then only one column for all
first-time certificate-seeking undergraduates will display in Part C.

Residence of first-time certificate-seeking undergraduate students
In column (1), report all first-time certificate-seeking undergraduate students, both full-time and parttime, by state of residence. The total line for column (1) will be carried forward from the total first-time
certificate-seeking undergraduate students reported in Part A. If the sum of the students reported by state of
residence in column (1), lines 1-90, does not agree with the total first-time certificate-seeking
undergraduates from Part A, the "Residence unknown/unreported" (line 98) will be calculated.
Note: When the sum of students by state of residence is larger than the total carried forward from Part A
(resulting in a negative value calculated for the "Residence unknown/unreported line"), a fatal error results.
In this case, reexamine both the residence data and comparable portion of Part A to identify the error and
make appropriate corrections.

If your institution responded 'Yes' to the screening question, the subset of students from column (1) who
enrolled within 12 months of graduating from high school or receiving their GED are to be reported again by
their state of residence in column (2).
Image
description.
Top of Page
End
of image
description.

Image
description.
Top of Page
End
of image
description.

FULL- AND PART-TIME STUDENT DATA:
All student data on the worksheet is either carried forward from Part A or a calculated field.

In line F8, report the total number of part-time instructional staff as reported on the HR component.
Instructional Staff Exclusion for Non-Credit Instructors:
In line F6, report the number of full-time instructional staff reported in line F5 that are teaching exclusively
non-credit courses.
In line F9, report the number of part-time instructional staff reported in line F8 that are teaching exclusively
non-credit courses.
For institutions that have a large amount of non-credit activity, the above exclusions will better align the
student data with the instructional staff data being used in the ratio.
Part-Time Instructional Staff Addition:
In line F10, report the number of administrators or other staff NOT reported to IPEDS as instructors (and
therefore not included in the instructional staff count reported in line F8) that are teaching a credit course in
the Fall.
For institutions that have administrators and other professionals on staff that are not reported to IPEDS as
instructors (because it is not their "primary function") but they teach credit courses, the above allowable
addition will produce a more accurate ratio.
With the above instructional staff exclusions and part-time instructional staff addition information above, the
system will compute the following on the worksheet:
Line F7. Total adjusted full-time instructional staff.
The adjusted full-time instructional staff is the total full-time instructional staff, excluding those teaching
exclusively non-credit classes. The system will calculate line F7 as line F5 (total full-time instructional staff as
reported on the HR component) minus line F6 (total full-time instructional staff teaching exclusively noncredit courses).
Line F11. Total adjusted part-time instructional staff.
The adjusted part-time instructional staff is the total part-time instructional staff, excluding those teaching
exclusively non-credit classes, and adding those administrators and other staff teaching credit courses. The
system will calculate line F11 as line F8 (total part-time instructional staff as reported on the HR component)
minus line F9 (total part-time instructional staff teaching exclusively non-credit courses) + line F10
(administrators and other staff teaching credit courses).
Line F12. Total FTE of adjusted part-time instructional staff.
The FTE will be calculated as line F11 (total adjusted part-time instructional staff) * 1/3.
Line F13. Total FTE of adjusted instructional staff.
This is calculated as the sum of lines F7 (total adjusted full-time instructional staff) and F12 (FTE of total
adjusted part-time instructional staff). Line F13 is used in the ratio calculation.
Line F14. Student-to-faculty ratio.
The ratio will be calculated by the system as line F4 (total adjusted FTE students) divided by line F13 (total
adjusted FTE instructional staff). The ratio will be displayed on the worksheet as xxx to 1.

The calculated ratio can then be entered onto the Part F (Student-to-Faculty Ratio)
screen.
Image
description.
Top of Page
End
of image
description.

Glossary

date: 1/16/2013

Term

Definition

Adjusted cohort

American Indian or Alaska
Native (new definition)

A person having origins in any of the original peoples of North and South America (including Central
America) who maintains cultural identification through tribal affiliation or community attachment.

Asian (new definition)

Audit/auditing (a class)

Term used when a student elects to take a course, but does not wish to receive credit for the course
toward a degree or other formal award.

Black or African American
(new definition)

A person having origins in any of the black racial groups of Africa.

Cohort

A specific group of students established for tracking purposes.

Credit

Credit course

Degree/certificate-seeking
students

Dual credit

Dual enrollment

Exclusions

First-time student
(undergraduate)

Full-time student

Native Hawaiian or Other
Pacific Islander (new
definition)

A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific
Islands.

Non-degree-seeking
student

A student enrolled in courses for credit who is not recognized by the institution as seeking a degree
or formal award.

Noncredit course

A course or activity having no credit applicable toward a degree, diploma, certificate, or other formal
award.

Official fall reporting date

The date (in the fall) on which an institution must report fall enrollment data to either the state, its
board of trustees or governing board, or some other external governing body.

Part-time student

Race/ethnicity (new
definition)

•
•

Hispanic or Latino or
Not Hispanic or Latino

Second, individuals are asked to indicate all races that apply among the following:

•
•
•
•

American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander

•

White

Race/ethnicity unknown

The category used to report students or employees whose race and ethnicity are not known.

Remedial courses

Instructional courses designed for students deficient in the general competencies necessary for a
regular postsecondary curriculum and educational setting.

Residence

A person's permanent address determined by such evidence as a driver's license or voter
registration. For entering freshmen, residence may be the legal residence of a parent or guardian.

Retention rate

State of residence

State unknown

Status used when the reporting institution is unable to determine from existing records the home
state or residence of the student.

Student-to-faculty ratio

Study abroad

Summer session

Undergraduate

A student enrolled in a 4- or 5-year bachelor's degree program, an associate's degree program, or a
vocational or technical program below the baccalaureate.

White (new definition)

A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.

2012-13 Survey Materials > F.A.Q.

date: 1/16/2013

Fall Enrollment
Click one of the following questions to view the answer.

Answers:
General
1) Who should I include in my enrollment reporting?

In order to have consistent data from all institutions, IPEDS must use standard age categories. Use the
students' dates of birth to report the enrollment by IPEDS age categories.

Back to top
Retention Rates for First-Time Undergraduates (Part E)
1) How is the retention rate calculated?
(Updated: 1/9/2013)

2012-13 Survey Materials > Narrative Edits

date: 1/16/2013

Fall Enrollment for non-degree-granting institutions
Edit specifications for the 2012-13 IPEDS Web-Based Data Collection
Fall Enrollment (EF) Component
Note: The specifications in this document apply to the institutions listed above. Some sections and parts may not
apply to your particular institution. Please read the specifications carefully to determine which sections and/or parts
apply to your institution.
All screens must be completed in order to lock the survey.
Screening Question
Part A: Enrollment of Students by Race/Ethnicity
Part B: Enrollment of Students by Age
Part C: Residence
Part E: Retention Rates
Part F: Student-to-Faculty Ratio
Screening Question
You must respond to the following screening question. The answer given here will determine which screens your institution is
shown.
Part C Selection
Completion of Part C: Residence of First-Time Degree/Certificate-Seeking Undergraduates is optional for this reporting
year. Before continuing, you must indicate the following:
•

Do you wish to complete Part C this year?
◦ If you respond Yes to the question above, you are required to complete all screens in Part C; if you
respond No, then Part C will not be displayed.

Top
Part A: Fall Enrollment by Student Level, Race/Ethnicity and Gender
Full-Time Private non-degree-granting Undergraduate Students
Applicable to private non-degree-granting institutions that reported full-time undergraduate student enrollment in the
IC Header survey
On this screen, you must report the number of First-time certificate-seeking and All other full-time undergraduate students
enrolled in creditable courses at the institution for each applicable race/ethnicity and gender category.
Based on the data entered, the system will calculate the grand total number of full-time undergraduate students enrolled for
credit by race/ethnicity and gender.
In addition, for each column of data, the system will calculate the total number of men, total number of women, and grand total
(men + women) enrolled for credit by student type.
The system will perform the following edits on the data entered:
•
•

•

•
•
•

The calculated grand total (men + women) for Total full-time undergraduate students must be greater than
0.
If your institution reported that it enrolls full-time, first-time degree/certificate-seeking undergraduates in Part B
of the IC Header survey, you must report students of this type here. If this type of student is not enrolled and you
are receiving this message in error, you may contact the IPEDS Help Desk for assistance.
If your institution reported that it does not enroll full-time, first-time degree/certificate-seeking undergraduates in
Part B of the IC Header survey, you are not expected to report this type of student here. If this type of student is
enrolled and you are receiving this message in error, you may contact the IPEDS Help Desk for assistance.
If you reported First-time certificate-seeking students on this screen, you are also expected to report students
in the All Other category.
Note:
◦ Academic Reporters: Students should ONLY be considered First-time if they enrolled in the institution for
the first time in the fall of the current year (or the summer immediately preceding).
◦ Program Reporters: Students should ONLY be considered First-time if they enrolled in the institution for
the first time between August 1 and October 31 of the current year.
If the percent of Total, full-time undergraduate students reported in the Race and ethnicity unknown
category is between 20 percent and 80 percent, then an explanation is required.
If the percent of Total, full-time undergraduate students reported in the Race and ethnicity unknown
category is greater than 80 percent, then a fatal error will occur.
For each gender category, the total number of First-time certificate-seeking students is expected to be within
a certain range of the prior year value, as outlined below:

◦

•

If the total number of First-time certificate-seeking students reported in the prior year is less than or
equal to 25, then the current year value is expected to be between 1 and 30.
◦ If the total number of First-time certificate-seeking students reported in the prior year is between 26
and 100, then the current year value is expected to be with a 40% range of the prior year value.
◦ If the total number of First-time certificate-seeking students reported in the prior year is between 101
and 500, then the current year value is expected to be with a 30% range of the prior year value.
◦ If the total number of First-time certificate-seeking students reported in the prior year is greater than
500, then the current year value is expected to be with a 20% range of the prior year value.
For each gender category, the total number of full-time undergraduate students is expected to be within a
certain range of the prior year value, as outlined below:
◦ If the total number of full-time undergraduate students reported in the prior year is less than or
equal to 25, then the current year value is expected to be between 1 and 30.
◦ If the total number of full-time undergraduate students reported in the prior year is between 26 and
100, then the current year value is expected to be with a 40% range of the prior year value.
◦ If the total number of full-time undergraduate students reported in the prior year is between 101 and
500, then the current year value is expected to be with a 30% range of the prior year value.
◦ If the total number of full-time undergraduate students reported in the prior year is greater than 500,
then the current year value is expected to be with a 20% range of the prior year value.

Part-Time Private non-degree-granting Undergraduate Students
Applicable to private non-degree-granting institutions that reported part-time undergraduate student enrollment in
the IC Header survey
On this screen, you must report the number of First-time certificate-seeking and All other part-time undergraduate students
enrolled in creditable courses at the institution for each applicable race/ethnicity and gender category.
Based on the data entered, the system will calculate the grand total number of part-time undergraduate students enrolled for
credit by race/ethnicity and gender.
In addition, for each column of data, the system will calculate the total number of men, total number of women, and grand total
(men + women) enrolled for credit by student type.
The system will perform the following edits on the data entered:
•
•

•

•
•
•

•

The calculated grand total (men + women) for Total part-time undergraduate students must be greater than
0.
If your institution reported that it enrolls part-time, first-time degree/certificate-seeking undergraduates in Part B
of the IC Header survey, you must report students of this type here. If this type of student is not enrolled and you
are receiving this message in error, you may contact the IPEDS Help Desk for assistance.
If your institution reported that it does not enroll part-time, first-time degree/certificate-seeking undergraduates
in Part B of the IC Header survey, you are not expected to report this type of student here. If this type of student
is enrolled and you are receiving this message in error, you may contact the IPEDS Help Desk for assistance.
If you reported First-time certificate-seeking students on this screen, you are also expected to report students
in the All Other category.
Note:
◦ Academic Reporters: Students should ONLY be considered First-time if they enrolled in the institution for
the first time in the fall of the current year (or the summer immediately preceding).
◦ Program Reporters: Students should ONLY be considered First-time if they enrolled in the institution for
the first time between August 1 and October 31 of the current year.
If the percent of Total, part-time undergraduate students reported in the Race and ethnicity unknown
category is between 20 percent and 80 percent, then an explanation is required.
If the percent of Total, part-time undergraduate students reported in the Race and ethnicity unknown
category is greater than 80 percent, then a fatal error will occur.
For each gender category, the total number of First-time certificate-seeking students is expected to be within
a certain range of the prior year value, as outlined below:
◦ If the total number of First-time certificate-seeking students reported in the prior year is less than or
equal to 25, then the current year value is expected to be between 1 and 30.
◦ If the total number of First-time certificate-seeking students reported in the prior year is between 26
and 100, then the current year value is expected to be with a 40% range of the prior year value.
◦ If the total number of First-time certificate-seeking students reported in the prior year is between 101
and 500, then the current year value is expected to be with a 30% range of the prior year value.
◦ If the total number of First-time certificate-seeking students reported in the prior year is greater than
500, then the current year value is expected to be with a 20% range of the prior year value.
For each gender category, the total number of part-time undergraduate students is expected to be within a
certain range of the prior year value, as outlined below:
◦ If the total number of part-time undergraduate students reported in the prior year is less than or
equal to 25, then the current year value is expected to be between 1 and 30.
◦ If the total number of part-time undergraduate students reported in the prior year is between 26 and
100, then the current year value is expected to be with a 40% range of the prior year value.
◦ If the total number of part-time undergraduate students reported in the prior year is between 101 and
500, then the current year value is expected to be with a 30% range of the prior year value.
◦ If the total number of part-time undergraduate students reported in the prior year is greater than
500, then the current year value is expected to be with a 20% range of the prior year value.

Fall Enrollment by Distance Education, Page 1
Applicable to private non-degree-granting institutions

On this screen, you must report the number of All undergraduate Students enrolled at the institution for each of the following
categories:
•
•
•

Enrolled exclusively in distance education courses
Enrolled in some but not all distance education courses
Not enrolled in any distance education courses

Based on the data entered, the system will calculate the total of all distance education categories. The total from Part A is
displayed for your reference.
The system will perform the following edits on the data entered:
•
If your institution reported offering distance education opportunities in this year's Institutional Characteristics survey,
then the total number of students reported for Enrolled exclusively in distance education courses and Enrolled in
some but not all distance education courses is expected to be greater than 0.
•
If your institution reported NOT offering distance education opportunities in this year's Institutional Characteristics
survey, then the total number of students reported for Enrolled exclusively in distance education courses and
Enrolled in some but not all distance education courses is expected to be 0.
•
If your institution reported that all programs are offered via distance education in this year's Institutional
Characteristics survey, then the total number of students reported for Enrolled in some but not all distance
education courses and Not enrolled in any distance education courses is expected to be 0.
•
The calculated Total number of students reported for all distance education categories must be equal to the Total
from Part A.
Fall Enrollment by Distance Education, Page 2
Applicable to private non-degree-granting institutions
On this screen, you must report the number of All undergraduate Students exclusively enrolled in distance education
courses for each of the following location categories:
•
•
•
•

Located
Located
Located
Located

in the state/jurisdiction of [state/jurisdiction where institution is located]
in the U.S. but not in [state/jurisdiction where institution is located]
in the U.S. but state unknown
outside the U.S.

The total number of students Enrolled exclusively in distance education courses from Fall Enrollment by Distance
Education, Page 1 is displayed for your reference. Based on the data entered, the system will calculate the number of
students whose location is unknown/unreported.
The system will perform the following edits on the data entered:
•
If you report All Undergraduate Students in the same location category, then an explanation error will occur.
•
The calculated value for Location unknown/unreported cannot be a negative number. Please correct your values
so that the total is not greater than the preloaded Total students exclusively enrolled in distance education from
Distance Education, Page 1.
Full-Time Public non-degree-granting Undergraduate Students
Applicable to public non-degree-granting institutions that reported full-time undergraduate student enrollment in the
IC Header survey
On this screen, you must report the number of First-time certificate-seeking, Other certificate-seeking, and Noncertificate-seeking full-time undergraduate students enrolled in creditable courses at the institution for each
applicable race/ethnicity and gender category.
Based on the data entered, the system will calculate the grand total number of full-time undergraduate students
(degree/certificate-seeking + non-degree/non-certificate-seeking) enrolled for credit by race/ethnicity and gender.
In addition, for each column of data, the system will calculate the total number of men, total number of women, and grand total
(men + women) enrolled for credit by student type.
The system will perform the following edits on the data entered:
•
•

•

•
•
•

The calculated grand total (men + women) for Total full-time undergraduate students must be greater than
0.
If your institution reported that it enrolls full-time, first-time degree/certificate-seeking undergraduates in Part B
of the IC Header survey, you must report students of this type here. If this type of student is not enrolled and you
are receiving this message in error, you may contact the IPEDS Help Desk for assistance.
If your institution reported that it does not enroll full-time, first-time degree/certificate-seeking undergraduates in
Part B of the IC Header survey, you are not expected to report this type of student here. If this type of student is
enrolled and you are receiving this message in error, you may contact the IPEDS Help Desk for assistance.
If you reported First-time certificate-seeking students on this screen, you are also expected to report Other
certificate-seeking and/or Non-certificate-seeking students.
Note:
◦ Academic Reporters: Students should ONLY be considered First-time if they enrolled in the institution for
the first time in the fall of the current year (or the summer immediately preceding).
◦ Program Reporters: Students should ONLY be considered First-time if they enrolled in the institution for
the first time between August 1 and October 31 of the current year.
If the percent of Total, full-time undergraduate students reported in the Race and ethnicity unknown
category is between 20 percent and 80 percent, then an explanation is required.
If the percent of Total, full-time undergraduate students reported in the Race and ethnicity unknown
category is greater than 80 percent, then a fatal error will occur.
For each gender category, the total number of First-time certificate-seeking students is expected to be within
a certain range of the prior year value, as outlined below:

◦

•

Part-Time Public non-degree-granting Undergraduate Students
Applicable to public non-degree-granting institutions that reported part-time undergraduate student enrollment in the
IC Header survey
On this screen, you must report the number of First-time certificate-seeking, Other certificate-seeking, and Noncertificate-seeking part-time undergraduate students enrolled in creditable courses at the institution for each applicable
race/ethnicity and gender category.
Based on the data entered, the system will calculate the grand total number of part-time undergraduate students
(degree/certificate-seeking + non-degree/non-certificate-seeking) enrolled for credit by race/ethnicity and gender.
In addition, for each column of data, the system will calculate the total number of men, total number of women, and grand total
(men + women) enrolled for credit by student type.
The system will perform the following edits on the data entered:
•
•

•

•
•
•

•

The calculated grand total (men + women) for Total part-time undergraduate students must be greater than
0.
If your institution reported that it enrolls part-time, first-time degree/certificate-seeking undergraduates in Part B
of the IC Header survey, you must report students of this type here. If this type of student is not enrolled and you
are receiving this message in error, you may contact the IPEDS Help Desk for assistance.
If your institution reported that it does not enroll part-time, first-time degree/certificate-seeking undergraduates
in Part B of the IC Header survey, you are not expected to report this type of student here. If this type of student
is enrolled and you are receiving this message in error, you may contact the IPEDS Help Desk for assistance.
If you reported First-time certificate-seeking students on this screen, you are also expected to report Other
certificate-seeking and/or Non-certificate-seeking students.
Note:
◦ Academic Reporters: Students should ONLY be considered First-time if they enrolled in the institution for
the first time in the fall of the current year (or the summer immediately preceding).
◦ Program Reporters: Students should ONLY be considered First-time if they enrolled in the institution for
the first time between August 1 and October 31 of the current year.
If the percent of Total, part-time undergraduate students reported in the Race and ethnicity unknown
category is between 20 percent and 80 percent, then an explanation is required.
If the percent of Total, part-time undergraduate students reported in the Race and ethnicity unknown
category is greater than 80 percent, then a fatal error will occur.
For each gender category, the total number of First-time certificate-seeking students is expected to be within
a certain range of the prior year value, as outlined below:
◦ If the total number of First-time certificate-seeking students reported in the prior year is less than or
equal to 25, then the current year value is expected to be between 1 and 30.
◦ If the total number of First-time certificate-seeking students reported in the prior year is between 26
and 100, then the current year value is expected to be with a 40% range of the prior year value.
◦ If the total number of First-time certificate-seeking students reported in the prior year is between 101
and 500, then the current year value is expected to be with a 30% range of the prior year value.
◦ If the total number of First-time certificate-seeking students reported in the prior year is greater than
500, then the current year value is expected to be with a 20% range of the prior year value.
For each gender category, the total number of part-time undergraduate students is expected to be within a
certain range of the prior year value, as outlined below:
◦ If the total number of part-time undergraduate students reported in the prior year is less than or
equal to 25, then the current year value is expected to be between 1 and 30.
◦ If the total number of part-time undergraduate students reported in the prior year is between 26 and
100, then the current year value is expected to be with a 40% range of the prior year value.
◦ If the total number of part-time undergraduate students reported in the prior year is between 101 and
500, then the current year value is expected to be with a 30% range of the prior year value.
◦ If the total number of part-time undergraduate students reported in the prior year is greater than
500, then the current year value is expected to be with a 20% range of the prior year value.

Fall Enrollment by Distance Education, Page 1
Applicable to public non-degree-granting institutions

On this screen, you must report the number of Degree/Certificate-seeking and Non-Degree/Certificate-seeking
undergraduate students enrolled at the institution for each of the following categories:
•
•
•

Enrolled exclusively in distance education courses
Enrolled in some but not all distance education courses
Not enrolled in any distance education courses

Based on the data entered, the system will calculate the total of all distance education categories by degree/certificateseeking status. Totals from Part A are displayed for your reference.
The system will perform the following edits on the data entered:
•
If your institution reported offering distance education opportunities in this year's Institutional Characteristics survey,
then the total number of students reported for Enrolled exclusively in distance education courses and Enrolled in
some but not all distance education courses across all status options is expected to be greater than 0.
•
If your institution reported NOT offering distance education opportunities in this year's Institutional Characteristics
survey, then the total number of students reported for Enrolled exclusively in distance education courses
and Enrolled in some but not all distance education courses across all status options is expected to be 0.
•
If your institution reported that all programs are offered via distance education in this year's Institutional
Characteristics survey, then the total number of students reported for Not enrolled in any distance education
courses is expected to be 0.
•
For each degree-seeking status, the calculated Total number of students for all distance education categories must
be equal to the Total from Part A.
Fall Enrollment by Distance Education, Page 2
Applicable to public non-degree-granting institutions
On this screen, you must report the number of Degree/Certificate-seeking and Non-Degree/Certificate-seeking
undergraduate students exclusively enrolled in distance education courses for each of the following location categories:
•
•
•
•

Located
Located
Located
Located

in the state/jurisdiction of [state/jurisdiction where institution is located]
in the U.S. but not in [state/jurisdiction where institution is located]
in the U.S. but state unknown
outside the U.S.

The calculated Grand Total (men + women) enrolled must be greater than 0.

Full-time undergraduate
Part-time undergraduate

•

Top
Part C: Residence
Applicable to institutions that answered Yes to the Part C Selection screening question at the beginning of the
survey
Screening Question

You must answer Yes or No to the following screening question. The answer given here will determine which screens your
institution is shown.
•

Did any of the first-time, degree/certificate-seeking undergraduate students reported in Part A enroll within 12
months of graduating from high school or receiving their GED?

The system will perform the following edit on the data entered:
•

•

•
•

•

•
•

•

Top
Part E: Retention Rates

In Part E, you must report the retention rates for the Full-time, first-time cohort and the Part-time, first-time cohort.
Note: Academic reporters report retention data as of the institution's official fall reporting date or as of October 15. Program
reporters report retention data on students enrolled in the institution at any time between August 1 and October 31.
Full-time, first-time cohort retention
You must report the number of students in the Full-time, first-time Fall 2011 cohort (E1), as well as any Exclusions from
the cohort (E2). Once the screen is saved, the system will display the difference between the two in the Adjusted cohort
(E3) field.
In addition, the number of Students from Fall 2011 still enrolled plus students from Fall 2011 who completed their
program as of Fall 2012 (E4) must be reported in order to determine the Full-time, first-time Fall 2011 cohort retention
rate (E5) percentage.
The system will perform the following edits on the data entered:
•

•
•
•
•
•
•
•

•

The Full-time, first-time Fall 2011 cohort (E1) is expected to be within a certain range of the Prior year
data, as outlined below:
◦ If the preloaded cohort for E1 is less than 25, then the current year amount must be between 0 and the
preloaded amount plus 10.
◦ If the preloaded cohort for E1 is between 25 and 99, then the current year amount must be within a 30%
range of that amount.
◦ If the preloaded cohort for E1 is between 100 and 499, then the current year amount must be within a
20% range of that amount.
◦ If the preloaded cohort for E1 is greater than or equal to 500, then the current year amount must be
within a 10% range of that amount.
The full-time, first-time cohort entered must be less than or equal to the total number of full-time, first-time
students reported in last year's Fall Enrollment survey component.
If the Full-time, first-time Fall 2011 cohort is greater than 0, then the Exclusions from the cohort must be
less than 50% of this value.
If the Adjusted cohort is greater than 0 and E1 is greater than 5, then the number of Students from Fall 2011
cohort still enrolled as of Fall 2012 is expected to be greater than 0.
The number of Students from Fall 2011 cohort still enrolled as of Fall 2012 (E4) must be less than the
Adjusted cohort.
The number of students reported for E4 is expected to be greater than or equal to 15% of the Adjusted cohort.
If the number of students reported for E4 is equal to the Adjusted cohort, then you must confirm a retention rate
of 100% for that cohort.
If you reported enrollment for full-time, first-time students in last year's Fall Enrollment survey or this year's
Institutional Characteristics Header component, then you are expected to report full-time, first-time students on
this screen. If this type of student is not enrolled and you are receiving this message in error, you may contact
the IPEDS Help Desk for assistance.
If you did not report enrollment for full-time, first-time students in last year's Fall Enrollment survey or this year's
Institutional Characteristics Header component, then you are not expected to report full-time, first-time students
on this screen. If this type of student is enrolled and you are receiving this message in error, you may contact the
IPEDS Help Desk for assistance.
The value reported for E5 is expected to be within 15% of the prior year retention rate.

•
•
•
•
•

•

If you reported enrollment for part-time, first-time students in last year's Fall Enrollment survey or this year's
Institutional Characteristics Header component, then you are expected to report part-time, first-time students on
this screen. If this type of student is not enrolled and you are receiving this message in error, you may contact
the IPEDS Help Desk for assistance.
If you did not report enrollment for part-time, first-time students in last year's Fall Enrollment survey or this
year's Institutional Characteristics Header component, then you are not expected to report part-time, first-time
students on this screen. If this type of student is enrolled and you are receiving this message in error, you may
contact the IPEDS Help Desk for assistance.
The value reported for E10 is expected to be within 15% of the prior year retention rate.

Top

File Type	application/pdf
File Modified	2013-08-01
File Created	2013-02-15