SMART Support Guide for Fall IPEDS 2020-2021

Reporting Opens: September 2nd, 2020
Reporting Deadline: October 14th, 2020 (Keyholders); October 28th, 2020 (Coordinators)

Location: Reports (Standard) > Annual > IPEDS > 2020-2021 > Fall
General Details: OnlineSMART generates 2 of the 3 sections required for Fall IPEDS: 12 Month Enrollment and Completions. The third, Institutional Characteristics, deals with school information and is not able to be completed by the system.
Make sure all CIP codes are entered for each qualifying course under the Administration > Courses section.
This guide will break down each report that is found within OnlineSMART.net for the 2019/2020 Fall IPEDS and outline the data being pulled in particular so you may audit your data accordingly.

Exclusions from the IPEDS:
1. These reports exclude any student in a course with no CIP code. If the student’s course does require a CIP code, make sure that it has been entered under Administration > Course > CIP Code; if the course is not supposed to have a CIP code, enter a zero (0).
2. These reports exclude any student who dropped within 4 days if they are in a course less than 900 Hrs, and 14 Days if they are in a course greater the 900 Hrs. These students can be found on the Student List reports associated to either 12-month Enrollment or Fall Completions.

12 Month Enrollment - Part A
This report looks at your students that were actively enrolled in a course that has a CIP code within the reporting range (7/1/2018 – 6/30/2019) and sorts them by gender and race. It is important that you make sure all students have a gender and race selected on their profiles, as well as a start date, so that this report pulls accurate results.
If a student has more than one active record during the date range, they will be counted for each record. If this is the case, you will need to subtract the duplicated students from their overall count on this report.


The 12 Month Enrollment Student List is provided to assist in detailing which students make up the numbers in OnlineSMART. To confirm these numbers, perform the following tasks:


1) Export the 12 Month Enrollment Student List to Excel
2) Click into Cell A1 and within the Home tab, go to Sort & Filter and click the Filter icon
3) Click on the filter icon for Early Withdrawal (Column O) and uncheck the Y box if present


For the First-Time, certificate seeking Full Time Undergraduate Students:
o Filter Enrollment Status (Column Q) for Full Time
o Filter Grade Level (Column R) for First Year, Never Attended
o Filter Start Date to check only those within July 2019 to June 2020.
o Further filter by Sex (Column K) and Race (Column J) in accordance to what you’re searching for.

For the All Other Full Time Undergraduate Students:
o Filter Enrollment Status (Column Q) for Full Time
o Remove the First-Time, certificate seeking Full Time Undergraduate Students from this list.
o Further filter by Sex (Column K) and Race (Column J) in accordance to what you’re searching for.

For the Part-Time, certificate seeking Full Time Undergraduate Students:
o Filter Enrollment Status (Column Q) for what you don’t determine as Full Time.
o Filter Grade Level (Column R) for First Year, Never Attended
o Filter Start Date to check only those within July 2019 to June 2020.
o Further filter by Sex (Column K) and Race (Column J) in accordance to what you’re searching for.

For the All Other PART Time Undergraduate Students:
o Filter Enrollment Status (Column Q) for PART
o Remove the First-Time, certificate seeking Full Time Undergraduate Students from this list.
o Further filter by Sex (Column K) and Race (Column J) in accordance to what you’re searching for.

As Race, Sex, Enrollment Type, and Grade Level are important fields for this report, ensure that none of your students within the 12 Month Enrollment Student List report have a blank entry for these two fields.

12 Month Enrollment – Part B (12 Month Instructional Activity)
This report looks at your students’ schedules and tallies the total amount of hours scheduled for all students within the reporting date range. The Full Time Equivalent, or FTE, is calculated by taking the total scheduled hours generated under Contact Hour Activity, and divides the amount by 900. This report will not generate Credit Hour Activity, and the Calculated FTE/Prior Year FTE fields are generated by IPEDS.


One thing to note is that it is important that you clear schedules for students after they drop or graduate after the date of their drop/graduation so that this report is accurate.


The 12 Month Enrollment Student List is provided to assist in detailing which students make up the scheduled hours in OnlineSMART. To confirm these numbers, perform the following tasks:


1) Export the 12 Month Enrollment Student List to Excel
a. If the report is already opened from 12 Month Enrollment – Part A, go into the Home tab and clear the filters.
2) If filters are not enabled yet, click into Cell A1 and within the Home tab, go to Sort & Filter and click the Filter icon.
3) Click on the filter icon for Early Withdrawal (Column O) and uncheck the Y box if present.
4) Click on the letter L, above cell L1 – Scheduled Hours Within Range, to highlight the entire column.
5) At the bottom right in Excel, you’ll see a Sum of the total hours of that column which should align with the hours in the report.
a. If the hours don’t align, there are student that were not active within the date range who are still scheduled within the date range.

Completions – All Completers/ Completions – By CIP Data/ Completions – By Level
SMART offers three reports to provide statistics on completers, which are: Completions – All Completers, Completions By CIP data, and Completions By Level. These reports will break down the race and gender of graduates who had an actual graduation date within the reporting date range.


You will need to determine if you need to run this report for All Completers or whether you will run it for each different course to sort their numbers by level/by CIP data. The main differences are:

1. All Completers report shows all students who graduated within the date range.
2. The By CIP Data report shows those students who had graduated in the reporting date range and are in a course that has a CIP code.
3. The By Level report allows you to select the course you wish to report on, and adds an Age table to further identify those students who had graduated within the reporting date range in that specific course.


We created these options to allow schools to comply with the addition to the IPEDS regarding tracking completions by level. Some schools will have different levels of awards, certificates, or diplomas. SMART cannot determine the award level for a school. Therefore, it is up to you to determine which courses are what award level and run the reports by course so you can then combine their numbers, or simply run it for all courses. To ensure these reports are accurate, students will need to have their race, gender and DOB input on their profiles, and have an actual graduation date within the reporting date range.


The IPEDS Fall Completions Student List is provided to assist in detailing which students make up the numbers in OnlineSMART. To confirm these numbers, perform the following tasks:


1) Export the IPEDS Fall Completions Student List to Excel
2) Click into Cell A1 and within the Home tab, go to Sort & Filter and click the Filter icon
3) Click on the filter icon for Sex (Column F) and uncheck M or F, depending on which cohort you’re verifying.
4) Click on the filter icon for Race (Column E) and choose Sort A-Z. You’ll be able to count the students that meet that Sex and Race criteria that is shown within the report.
a. Alternatively, you can filter out by race one by one to verify the count as well.
5) (OPTIONAL) If performing the verification by CIP Data, click on the filter icon for CIP Code (Column J) and check/uncheck boxes depending on which cohort you’re verifying.
6) (OPTIONAL) If performing the verification By Level, click on the filter icon for Age (Column I) and choose Sort A-Z.
a. Alternatively, you can filter out by ages within the criteria you’re looking for.


SMART Support is always available to address any questions.
Feel free to reach out to us via phone at (480) 744-0050 x 1 during our office hours of Monday - Friday 7:00AM - 3:30PM MST.
Or email any time at [email protected]