IPEDS Completions Survey

Process Tab

1. In the Generate Report By drop-down list, select one of the following options:

   • Program Version (default)
   • Area of Study

2. In the Low Date field, select the begin of the reporting period. Typically, this is July 1 of the previous calendar year.

3. In the High Date field, select the end of the reporting period. Typically, this is June 30 of the current calendar year.

4. In the Campus Group field, select a campus group to include in the report. The drop-down list includes all campus groups that you have permission to access.

5. In the Program Groups field, select one or more program groups to include in the report. The list contains all Program Groups within the selected Campus Group.

6. Select the CIP Year (2010 or 2020). The default is 2020.

7. In the <Year> CIP Codes field, select one or more CIP codes to include in the report. The field label reflects the selected CIP Year value. The list contains all CIP codes applicable to the selected Campus Group.

8. In the Distance Education Criteria field, select the name of a set of selection criteria that was previously configured on the Distance Education Criteria tab.

9. Select the Queue Import button in the grid toolbar.

10. A confirmation message displays the Batch Name. If desired, edit the Batch Name.

11. Select Submit to continue.

    This starts the background job to process the data and create batches asynchronously from the selection criteria.

    When the report is queued successfully, the following message is displayed: “The IPEDS Completions Survey was successfully queued.”

Distance Education Criteria Tab

1. The Distance Education Criteria tab displays a grid listing previously configured distance education selection criteria and enables you to configure new distance education selection criteria.

   Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Offer Distance Education Courses Indicates whether the institution offers distance education courses (Yes/No).

   Modified By The name or user ID of the person who changed the item. Date Modified The date when the item was changed. On some pages, the date also includes the timestamp.

2. If you want to:

   • Add a new list item, select the New button on the toolbar. Continue with the next step.

   • Edit an existing record, select the link in the Name column and edit the fields displayed below the grid.

   • Delete an existing record, select the record, and select the Delete button on the toolbar.

3. In the Criteria Name field, assign a name to the distance education criteria configuration so that it can be selected on the Process tab.

4. If your Institution does not offer Distance Education courses as outlined in the federal standard, select Institution does not offer Distance Education Courses. All other fields will be disabled.

5. In the In-State, Out-of-State, Out-of-Country field, select one of the following options to specify how student populations will be gathered:

   • Use Student Master (default)
   • Use IPEDS State from Enrollment
   • Address Type (This option enables the Address Type field.)

6. If the "In-State, Out-of-State, Out-of-Country" field is set to Address Type, select the Address Type field and select one or more values (e.g., Home, Vacation, Work).

7. Specify or change values in the Distance Education Definitions section. At least one value is required.

   Enrollment Campuses The campuses at which distance education students are enrolled. Make sure the campus or campuses you select have nothing but distance education students. If you are not sure, or if the campus does not qualify, use one of the other selection criteria. Course Delivery Methods Select the Course Delivery Methods. Course delivery methods are listed as Active=True, or Inactive=False. Enrollment Shifts Select shifts associated with the students. Only students who are associated with the selected shifts will have statements generated. Programs The name of the program. Programs are configured by your institution. Extra Curriculars The extracurricular activities that interest the student (such as intramural sports and clubs). The label for this field and the values that it contains are configured by your institution.

   Course Registration Campuses Select the campuses where the distance education courses were registered. Make sure the campus or campuses you select have nothing but distance education students. If you are not sure, or if the campus does not qualify, use one of the other selection criteria. Course Types The various types of courses available at the institution, for example, lecture, laboratory, internship, and so on. Course Shifts Select shifts associated with the students. Only students who are associated with the selected shifts will have statements generated. Program Versions The program version associated with the student or item.

   The Programs and Program Versions fields support 2010 and 2020 CIP Codes.

   Important: The criteria you select and save affect the accuracy of the IPEDS reports. Student profile information, date ranges, and all other field choices must reflect accurate and timely record keeping. For example, if you select an Enrollment Campus as a distance education campus, all students enrolled in that campus will be gathered as distance education students.

   The hierarchy of student classifications is as follows:

   • Exclusive: If the student is gathered using one of the following criteria, the student is gathered as someone who qualifies for distance education reporting only.

     • Enrollment Campus
     • Enrollment Shift
     • Program
     • Program Version
     • Extra Curriculars

   • Any: If the student is gathered using one of the following criteria and was not gathered using one of the Exclusive criteria, the student is gathered as someone who qualifies with both distance education and non-distance education criteria.

     • Course Registration Method
     • Course Delivery Method
     • Course Type
     • Course Shift

   • None: The student is gathered as someone who qualifies for no distance education criteria.

   When the report is configured and a student is gathered using several different criteria, the student's status is displayed using the criteria shown in the hierarchy above.

   A student may not be gathered if the actions described in the criteria above do not occur during the time frame specified in the tool. For instance, a student could register at an Enrollment Campus but do so either before or after the time frame in the report. This student would not be gathered as Exclusive.

8. If you want to save and: 

   • Continue making changes, select the Save button.

   • Close, select the Save & Close button.

   If you want to delete a record, select it in the Distance Education Criteria grid and select the Delete button.

If you modified any settings on the Distance Education Criteria tab and want to use the modified criteria to generate a new Population Analysis / IPEDS Enrollment Survey, continue with the Process tab.

History Tab

1. The History tab displays a grid listing the IPEDS Completions Survey batches based on your campus-level permission.

   Batch The number/ID assigned by Anthology Student to the batch. Based on the selection criteria, the job processes data and creates batches asynchronously in the background. Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Low Date The begin date of a date range. High Date The end date of a date range. Campus Group The group you specified for the campus. Your institution configures the groups for campuses. Generate Report By The report selection criteria selected on the Process tab.

   Distance Education Criteria Selection criteria related to distance education. The selection criteria are configured on the Distance Education Criteria tab of the Population Analysis / IPEDS Enrollment Survey form. Submitted By The name of the staff member who submitted the background job or batch for processing. Started The date and time when the first job within the batch started executing. Duration The amount of time it took to process the job or batch. Status A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed, and ALL job statuses are Succeeded. Completed indicates all jobs in the batch have been executed; some jobs may be in the Succeeded status, but at least one of the jobs is in Deleted status. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled. Results Indicates the processing result for the job. If it was successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed.

2. Locate your batch in the grid and check the value in the Status column.

3. When the batch has a Status of Succeeded, select the Generate Report button in the grid toolbar.

   When the report is available, the following message is displayed: “IPEDS Completions Survey report downloaded.”

   The Generate Report functionality requires the latest version of Microsoft Excel.

4. You will be prompted to open the report in Microsoft Excel. Select OK to open the file or select Save File and open it from the saved location. For security reasons, the Excel file will be in Protected View (read-only mode). You can change the properties of the file to enable editing.

5. The Excel file has a Data tab and a Pivot tab.

   

   For a selective view of the report data, select the Pivot tab and select the Pivot Table Fields you need.

   

   The Pivot Table Fields include filter dimensions and measures. Each column that supports filtering (e.g., Campus, Gender) shows a filter box beneath the corresponding header.

   Filter Dimensions

   Program (selected by default) Age Bracket Begin Status CIP Year CIP Code Campus Degree Distance Education Distance Education Location Ethnicity Gender Hispanic

   Graduation Date Original Graduation Date Previous Education Program Version SSN Start Date Student Name Student Number Total Program Hours Total Program Credits Major* Minor* Concentration*

   * Column displayed only if Area of Study is selected in the "Generate Report By" field on the Process tab.

   Measure

   Count

6. You can drag Pivot Table Fields into the Filter, Columns, Rows, and Values controls to arrange the data as needed.

   

7. Save the Excel file after you have designed your report.

8. To remove a batch, select a record and select the Cancel Batch button in the grid toolbar.

9. If the job status is Completed, select the Retry Batch button in the grid toolbar to resubmit the job.