For each term (Fall, Spring, and Summer) we want one record for each unique student per year,
term, per term, per degree level.
The degree level is if a student is in two degree levels, such as program with a PhD and an MBA degree.
We want a record for each degree not major. A degree is, for example a B.S. or M.A. A major can be Business or Art. If a student has multiple majors in a degree put up to four in the four DegreeCIP columns. The time period for the graduation collection follows the IPEDS collection starting July 1 to June 30.
Enrollment: Fall=1, Spring=2, Summer=3. Updates for previous years=4Spring=2, Summer=3. Updates for previous years=4. Graduates: Year July 1-June 30=1 Updates for previous years=4, Designated updates=2
The Collection Year is shortened to the first year. For example: 2016 is for the 2016-17 year
For fields that have leading zeroes, like the UniqueID and Date Fields, follow this procedure in Excel otherwise in other programs change the column to text. Right click on the column. Click format cells. Click Text.
No NULL is the same as blank. Please leave the field blank if you have no data.
If the zip code has leading zeroes, many times excel will change the zip to a number and drop the leading zeroes. In excel change the format of any field with text to text.
That is correct. Our hope is to replicate your fall enrollment in the future.
You are correct that this is not a match for IPEDS reporting categories. The system was designed to pick up the data the same way the data is supposed to be
collected at an institution per the federal regulations. http://www2.ed.gov/policy/rschstat/guid/raceethnicity/questions.html
One field for ethnicity and a separate field for each racial category. So any students marked on more than one race code, for instance black and white, would be reported on IPEDS as multi-racial.
So the mixed race needs to reported out for each race they checked yes for.
The “v” is an implied decimal. So the data will be submitted as 999.99.
For this initial collection for the backfilling years, the collection cycle can be used to separate the years to better manage the files (1=All 3 Years, OR 2=2013-14, 3=2014-15, 4=2015-16).
For this initial collection for the backfilling years, the collection cycle can be used to separate the years to better manage the files (1=All 3 Years, 2=2013-14, 3=2014-15, 4=2015-16).
IBHE will consider extensions on a case by case basis. Please reqeust an extension.
There are different codes for semester, trimester and quarters:
1 = S Fall Semester
2 = S Spring Semester
3 = S Summer Semester
4 = S Other Semester
6 = T Trimester 1
7 = T Trimester 2
8 = T Trimester 3
9 = T Other Trimester
A = Q Fall Quarter
B = Q Winter Quarter
C = Q Spring Quarter
D = Q Summer Quarter
E = Q Other Quarter 1
F = Q Other Quarter 2
For now you can leave those empty. We ask that you look into collecting this information in the future.
Yes. The undeclared/unclassified is for the degree they are pursuing not the major. If the students are not pursuing a post-bacc certificate or some other specific degree, they would be put in code 0. In column 55 code 8 is the correct code for these students.
For each degree earned there should be a different record. Not to be confused with multiple majors which can be collected in the four degree CIP fields.
Yes, include non-IBHE approved certificates?
We are asking for an enrollment record for each unique student enrollment per year and term.
Yes, we would like the enrollments and degree information.
The IL county codes are also included in the data dictionary on a separate tab. The codes are the same as what are used in the census http://www.ibhe.org/Data%20Bank/ILDSHEIS.htm Out of state county codes can be left blank.
Use FIPS two-digit country codes ISO 3166-1-alpha-2 code http://www.iso.org/iso/english_country_names_and_code_elements
We have made the assumption that it is at the end of the academic year. The date of enrollment is what matters as well as when we ask you to submit the data for summer. That is why we are allowing you to submit the current summer for 15-16 in September if you do not have all your data by August 15.