SMART Support Guide for Winter IPEDS 2020-2021

Reporting Opens: December 9th, 2020
Reporting Deadline: February 10th, 2021 (Keyholders); February 24th, 2021 (Coordinators)

Location: Reports (Standard) > Annual > IPEDS > 2020-2021 > Winter
General Details: OnlineSMART generates data for the following sections required in Winter IPEDS: Student Financial Aid, Graduation Rates, and 200% Graduation Rates. The Admissions section, deals with school information and is not able to be completed by the system. Most schools would not qualify for the Outcome Measures portion, but SMART Support may have some ideas depending on a school’s procedures if you do need information for this section.
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 2020/2021 Winter 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.

Graduation Rates 200
01 200% Graduation Rates - Part A
This report looks at your full time, first time students that originally started a course that has a CIP code within the reporting range (9/1/2016 – 8/31/2017) and further categorizes them based on them dropping, graduating, or still being enrolled. This report relies on Enrollment Type, Grade Level, and Original Start Date; so you can run the 02 200% Graduation Rates List of Students to ensure those boxes are not blank.
The 02 200% Graduation Rates List of Students 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 02 200% Graduation Rates List of Students to Excel
2) Click into Cell A1 and within the Home tab, go to Sort & Filter and click the Filter icon

For 06 Additional exclusions (between 151%-200% of normal time):
o Filter Enrollment Type (Column D) for FULL
o Filter Grade Level (Column E) for First Year, Never Attended
o Further filter by Additional Exclusions (Column Q) for Y.

For 08 Number of students in the cohort who completed a program between 151%-200% of normal time to completion:
o Filter Enrollment Type (Column D) for FULL
o Filter Grade Level (Column E) for First Year, Never Attended
o Further filter by 151-200% Completer (Column R) for Y.

For 09 Still enrolled as of 200% of normal time to completion:
o Filter Enrollment Type (Column D) for FULL
o Filter Grade Level (Column E) for First Year, Never Attended
o Further filter by Still Enrolled at 200% (Column S) for Y.As Enrollment Type, Grade Level, and Original Start Date are important fields for this report, ensure that none of your students within the 02 200% Graduation Rates List of Students report have a blank entry for these fields.
Graduation Rates
The Graduation Rates section varies in appearance depending on how your school categorizes itself. Because of this, the SMART reports take the extensive side to detail more screen for the 2-year institutions, and steps will be listed for the less-than-2-year institutions that don’t need to report as much data as well.

FOR 2-YEAR INSTITUTIONS:
You will be required to complete 5 screens
These report looks at your full time, first time students that originally started a course that has a CIP code within the reporting range (9/1/2017 – 8/31/2018), categorizes them based on gender and race, and then further breaks down that categorization. This report relies on Sex, Race, Enrollment Type, and Grade Level; so you can run the 08 Graduation Rates List of Students to ensure those boxes are not blank.The 08 Graduation Rates List of Students is provided to assist in detailing which students make up Screen 1 cohort. To confirm these numbers, perform the following tasks:
1) Export the 02 200% Graduation Rates List of Students to Excel
2) Click into Cell A1 and within the Home tab, go to Sort & Filter and click the Filter icon
3) Filter Enrollment Type (Column G) for FULL and filter Grade Level (Column H) for First Year, Never Attended

03 Graduation Rates Screen 1
To verify Column 1 numbers
o Filter by Sex (Column E) and Race (Column F) in accordance to what you’re searching for

04 Graduation Rates Screen 2
To verify Column 11 numbers
o Filter by Course Hours (Column D) for values 1800 and less
o Filter by Sex (Column E) and Race (Column F) in accordance to what you’re searching for
o Filter by students that have a Grad Date (Column J)
o Filter by Grad Within 150% (Column W) for Y
To verify Column 12 numbers
o Filter by Course Hours (Column D) for values 1801 and greater
o Filter by Sex (Column E) and Race (Column F) in accordance to what you’re searching for
o Filter by students that have a Grad Date (Column J)
o Filter by Grad Within 150% (Column W) for Y

Column 29 is simple an addition of columns 11 and 12.

05 Graduation Rates Screen 3
To verify Column 30 numbers
o Filter by Sex (Column E) and Race (Column F) in accordance to what you’re searching for
o Filter by students that have a Grad Date (Column J)
o Filter by Drop Description (Column J) for “Transfer to another school”
To verify Column 45 numbers
o Filter by Sex (Column E) and Race (Column F) in accordance to what you’re searching for
o Filter by students that have a Grad Date (Column J)
o Filter by Drop Description (Column J) for “*Deceased”, “*Permanently Disabled”, “*Active Duty Armed Forces”, “*Official Church Mission”, or “*Fed Govt Serv Foreign Aid”

To verify Column 51 numbers
o Filter by Sex (Column E) and Race (Column F) in accordance to what you’re searching for
o Filter by students that have a Grad Date (Column J)
o Filter by Grad Within 150% (Column W) for Y

06 Graduation Rates Screen 4
To verify Column 55 numbers
o Filter by Course Hours (Column D) for values 1800 and less
o Filter by Sex (Column E) and Race (Column F) in accordance to what you’re searching for
o Filter by students that have a Grad Date (Column J)
o Filter by Grad Within 150% (Column W) for Y

To verify Column 56 numbers
o Filter by Course Hours (Column D) for values 1801 and greater
o Filter by Sex (Column E) and Race (Column F) in accordance to what you’re searching for
o Filter by students that have a Grad Date (Column J)
o Filter by Grad Within 150% (Column W) for Y
Column 57 is simple an addition of columns 55 and 56.

07 Graduation Rates Screen 2 or 5
To verify Column 10 numbers

For Recipients of a Pell Grant
o Filter by Pell (Column T) for “Y”
These students may be a larger count than the Screen 2 or 5 report because the Screen 2 or 5 report looks at students who received Pell in pay periods 11 or 12 and this student list generalizes the student receiving all Pell disbursements.

For Recipients of a Subsidized Stafford Loan that did not receive a Pell Grant
o Filter by Pell (Column T) for “N”
o Filter by Title IV Loans (Column U) for “Y”

For Did not receive either a Pell Grant or Subsidized Stafford Loan
o Filter by Pell (Column T) for “N”
o Filter by Title IV Loans (Column U) for “N”

To verify Column 45 numbers

For Recipients of a Pell Grant
o Filter by Drop Description (Column J) for “*Deceased”, “*Permanently Disabled”, “*Active Duty Armed Forces”, “*Official Church Mission”, or “*Fed Govt Serv Foreign Aid”
o Filter by Pell (Column T) for “Y”
These students may be a larger count than the Screen 2 or 5 report because the Screen 2 or 5 report looks at students who received Pell in pay periods 11 or 12 and this student list generalizes the student receiving all Pell disbursements.

For Recipients of a Subsidized Stafford Loan that did not receive a Pell Grant
o Filter by Drop Description (Column J) for “*Deceased”, “*Permanently Disabled”, “*Active Duty Armed Forces”, “*Official Church Mission”, or “*Fed Govt Serv Foreign Aid”
o Filter by Pell (Column T) for “N”
o Filter by Title IV Loans (Column U) for “Y”

For Did not receive either a Pell Grant or Subsidized Stafford Loan
o Filter by Drop Description (Column J) for “*Deceased”, “*Permanently Disabled”, “*Active Duty Armed Forces”, “*Official Church Mission”, or “*Fed Govt Serv Foreign Aid”
o Filter by Pell (Column T) for “N”
o Filter by Title IV Loans (Column U) for “N”

To verify Column 29 or 11 numbers

For Recipients of a Pell Grant
o Filter by students that have a Grad Date (Column J)
o Filter by Grad Within 150% (Column W) for Y
o Filter by Pell (Column T) for “Y”
These students may be a larger count than the Screen 2 or 5 report because the Screen 2 or 5 report looks at students who received Pell in pay periods 11 or 12 and this student list generalizes the student receiving all Pell disbursements.

For Recipients of a Subsidized Stafford Loan that did not receive a Pell Grant
o Filter by students that have a Grad Date (Column J)
o Filter by Grad Within 150% (Column W) for Y
o Filter by Pell (Column T) for “N”
o Filter by Title IV Loans (Column U) for “Y”

For Did not receive either a Pell Grant or Subsidized Stafford Loan
o Filter by students that have a Grad Date (Column J)
o Filter by Grad Within 150% (Column W) for Y
o Filter by Pell (Column T) for “N”
o Filter by Title IV Loans (Column U) for “N”


FOR LESS THAN 2-YEAR INSTITUTIONS:
You will be required to complete only 2 screens. You will print out all 5 Graduation Rates reports and find the corresponding column that they are asking of you. The only exception is that Column 10 is the same exact data as Screen 1 Column 1.

The chart below is a reference for what data you'll need to input to IPEDS and which SMART report you can find it on.

IPEDS Data	Column 10	Column 45	Column 11	Column 55	Column 30	Column 51
SMART Report	Screen 1 (column 1)	Screen 3	Screen 2	Screen 4	Screen 3	Screen 3

Once you reach IPEDS Graduation Rates Screen 2 of 2, print the 07 Graduation Rates Screen 2 or 5 and it will be a direct match for entering into IPEDS.

Student Financial Aid
The Student Financial Aid section of IPEDS categorizes qualifying students and then looks at the information entered on their Fin Aid tab. Financial Aid reports do not look at the ledger as a student may be awarded a higher amount of financial aid, but choose not to accept all of it against their balance.

The 14 Financial Aid Part A to E Student List is provided to assist in detailing which students make up the cohort. To confirm these numbers, perform the following tasks:
1) Export the 14 Financial Aid Part A to E Student List to Excel
2) Click into Cell A1 and within the Home tab, go to Sort & Filter and click the Filter icon

09 Financial Aid Part A
For Group 1
o Filter by Early Withdrawal (Column I) for “N”.

For Group 2
o Keep the filters from Group 1
o Filter by Grade Level (Column D) for “First Year, Never Attended”.
o Filter by Enrollment Type (Column C) for “FULL” (Additionally, if you determine HALF or 3/4 to be part of your full time cohort, include those as well.
o Filter by Original Start Date (Column H) to only include months of July, August, September, October, November, and December from 2019 and January, February, March, April, May, June from 2020.

For Group 2a
o Keep the filters from Group 2
o Filter by Grants Scholarships and Loans (Column T) to exclude 0.

For Group 2b
o Keep the filters from Group 2
o Filter by Grants Scholarships and Loans (Column T) to exclude 0.

For Group 3
o Keep the filters from Group 2
o Filter by Course (Column E) for just your largest course.
o Filter by Grants and Scholarships SUM (Column R) to exclude 0.

For Group 4
o Keep the filters from Group 2
o Filter by Course (Column E) for just your largest course.
o Filter by Title IV Aid (Column S) to exclude 0.

10 Financial Aid Part B
Ensure you either generate a new 14 Financial Aid Part A to E Student List report or clear all filters from the prior student list exported to Excel.

01 Grant and Scholarship Aid from the federal...
o Filter by Total Grants and Scholarships SUM (Column AB) to exclude 0
o The count of students remaining from this filter would be the ‘Number of Group 1 students who were awarded aid’ while the total of this column would be the ‘Total amount of aid awarded to Group 1 Students’

02 Pell Grants
o Clear filters from 01
o Filter by Pell Total (Column U) to exclude 0
o The count of students remaining from this filter would be the ‘Number of Group 1 students who were awarded aid’ while the total of this column would be the ‘Total amount of aid awarded to Group 1 Students’

03 Federal Student Loans
o Clear filters from 02
o Filter by Title IV Loans Total (Column W) to exclude 0
o The count of students remaining from this filter would be the ‘Number of Group 1 students who were awarded aid’ while the total of this column would be the ‘Total amount of aid awarded to Group 1 Students’


11 Financial Aid Part C
Ensure you either generate a new 14 Financial Aid Part A to E Student List report or clear all filters from the prior student list exported to Excel.

For Group 2
o Filter by Early Withdrawal (Column I) for “N”.
o Filter by Grade Level (Column D) for “First Year, Never Attended”.
o Filter by Enrollment Type (Column C) for “FULL” (Additionally, if you determine HALF or 3/4 to be part of your full time cohort, include those as well.
o Filter by Original Start Date (Column H) to only include months of July, August, September, October, November, and December from 2019 and January, February, March, April, May, June from 2020.

01 Grants and Scholarships from the federal....
o Filter by Grants and Scholarships SUM (Column R) to exclude 0.

02 Federal Grants
o The number here is a sum of 02a and 02b. Verify those numbers with steps listed below and combine to get the total 02 Federal Grants

02a Pell Grants
o Clear filters from Grants and Scholarships column but retain all other Group 2 Filters.
o Filter by Pell (Column K) to exclude 0.
o The count of students remaining from this filter would be the ‘Number of Group 2 students who were awarded aid’ while the total of this column would be the ‘Total amount of aid awarded to Group 2 Students’

02b Other federal grants
o Clear filters from Pell Grants column but retain all other Group 2 Filters.
o Filter by FSEOG (Column L) to exclude 0.
o The count of students remaining from this filter would be the ‘Number of Group 2 students who were awarded aid’ while the total of this column would be the ‘Total amount of aid awarded to Group 2 Students’

03 State/local government grants…
o Clear filters from other federal grants column but retain all other Group 2 Filters.
o Filter by State/Local Grants (Column O) to exclude 0.
o The count of students remaining from this filter would be the ‘Number of Group 2 students who were awarded aid’ while the total of this column would be the ‘Total amount of aid awarded to Group 2 Students’

04 Institutional grants…
o Clear filters from state/local government grants column but retain all other Group 2 Filters.
o Filter by Inst Scholarship (Column Q) to exclude 0.
o The count of students remaining from this filter would be the ‘Number of Group 2 students who were awarded aid’ while the total of this column would be the ‘Total amount of aid awarded to Group 2 Students’

05 Loans to Students
o The number here is a sum of 05a and 05b. Verify those numbers with steps listed below and combine to get the total 05 Loans to Students

05a Federal Loans
o Clear filters from institutional grants column but retain all other Group 2 Filters.
o Filter by Title IV Loans (Column M) to exclude 0.
o The count of students remaining from this filter would be the ‘Number of Group 2 students who were awarded aid’ while the total of this column would be the ‘Total amount of aid awarded to Group 2 Students’

05b Other Loans (including private loans)
o Clear filters from institutional grants column but retain all other Group 2 Filters.
o Filter by Private Loans (Column N) to exclude 0.
o The count of students remaining from this filter would be the ‘Number of Group 2 students who were awarded aid’ while the total of this column would be the ‘Total amount of aid awarded to Group 2 Students’

12 Financial Aid Part D

First, find out your largest course in the academic year. You can filter the 14 Financial Aid Part A to E Student List and do a count of the various courses listed in Column E.

o Clear any prior filters or run a new 14 Financial Aid Part A to E Student List report.
o Filter by Enrollment Type (Column C) for FULL (Additionally, if you determine HALF or 3/4 to be part of your full time cohort, include those as well.)
o Filter by Grade Level (Column D) for First Year, Never Attended.
o Filter by Course (Column E) for just your largest course.
o Filter by Original Start Date (Column H) to only include months of July, August, September, October, November, and December from 2019 and January, February, March, April, May, June from 2020.
o Filter by Grants and Scholarships SUM (Column R) to exclude 0.

01a On Campus
o Filter by Housing Plan (Column G) for On Campus

01b Off Campus (With Family)
o Reset just the Housing Plan filter from 01a
o Filter by Housing Plan (Column G) for Off-Campus (With Family)

01c Off Campus (Without Family)
o Reset just the Housing Plan filter from 01c
o Filter by Housing Plan (Column G) for Off-Campus (Without Family)

The count of students remaining from these filters would be the ‘01 Report the number of Group 3 students with the following living arrangement’ while the total of the Grants and Scholarships SUM column would be the number for ’02 Report the total amount of grant or scholarship aid from the federal government, state/local government, or the institution awarded to Group 3 students.’

These queries with the default dates helps you get the 2019-2020 figured, if trying to retrieve information for the 2 prior years, change the Start Date and End Date in the 14 Financial Aid Part A to E Student List report for the corresponding year.

13 Financial Aid Part E
First, find out your largest course in the academic year. You can filter the 14 Financial Aid Part A to E Student List and do a count of the various courses listed in Column E.

o Clear any prior filters or run a new 14 Financial Aid Part A to E Student List report.
o Filter by Enrollment Type (Column C) for FULL (Additionally, if you determine HALF or 3/4 to be part of your full-time cohort, include those as well.)
o Filter by Grade Level (Column D) for First Year, Never Attended.
o Filter by Course (Column E) for just your largest course.
o Filter by Original Start Date (Column H) to only include months of July, August, September, October, November, and December from 2019 and January, February, March, April, May, June from 2020.
o Filter by Title IV Aid (Column R) to exclude 0.

01a On Campus
o Filter by Housing Plan (Column G) for On Campus

01b Off Campus (With Family)
o Reset just the Housing Plan filter from 01a
o Filter by Housing Plan (Column G) for Off-Campus (With Family)

01c Off Campus (Without Family)
o Reset just the Housing Plan filter from 01c
o Filter by Housing Plan (Column G) for Off-Campus (Without Family)

02 Income Level
This portion of IPEDS finds a cohort of students and divides them by their income level. Columns 2 and 3 reference the same information (students and their financials), but column 1 references a different cohort. Due to this, it’s best to run two student list reports when verifying these numbers.

These queries with the default dates helps you get the 2019-2020 figured, if trying to retrieve information for the 2 prior years, change the Start Date and End Date in the 14 Financial Aid Part A to E Student List report for the corresponding year.

Col. 1
o Clear any prior filters or run a new 14 Financial Aid Part A to E Student List report.
o Filter by Enrollment Type (Column C) for FULL (Additionally, if you determine HALF or 3/4 to be part of your full-time cohort, include those as well.)
o Filter by Grade Level (Column D) for First Year, Never Attended.
o Filter by Course (Column E) for just your largest course.
o Filter by Original Start Date (Column H) to only include months of July, August, September, October, November, and December from 2019 and January, February, March, April, May, June from 2020.
o Filter by Title IV Aid (Column S) to exclude 0.

Col. 2
o Clear any prior filters or run a new 14 Financial Aid Part A to E Student List report.
o Filter by Enrollment Type (Column C) for FULL (Additionally, if you determine HALF or 3/4 to be part of your full-time cohort, include those as well.)
o Filter by Grade Level (Column D) for First Year, Never Attended.
o Filter by Course (Column E) for just your largest course.
o Filter by Original Start Date (Column H) to only include months of July, August, September, October, November, and December from 2019 and January, February, March, April, May, June from 2020.
o Filter by Grants and Scholarship SUM (Column R) to exclude 0.

Col. 3
o This would be the total or sum of amounts in the Grants and Scholarship SUM (Column R) column from filters of Col. 2.

SMART Support is always available to address any questions.
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