SMART Support Guide for Winter IPEDS 2022-2023

Reporting Opens:December 7th, 2022
Reporting Deadline: February 8th, 2023 (Keyholders); February 22nd, 2023 (Coordinators)

Location:Reports (Standard) > Annual > IPEDS > 2022-2023 > 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 2022/2023 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 underAdministration > 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
13 - 200% Graduation Rates
This report looks at your full time, first time students that originally started a course that has a CIP code within the reporting range (9/1/2018 – 8/31/2019) 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 14 - 200% Graduation Rates List of Students to ensure those boxes are not blank.
The 14 - 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 14 - 200% Graduation Rates List of Students to Excel
2) Click into Cell A1 and within theHometab, go to Sort & Filter and click the Filter icon

For 06 Additional exclusions (between 151%-200% of normal time):
oFilter Enrollment Type (Column D) for FULL
oFilter Grade Level (Column E) for First Year, Never Attended
oFurther 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:
oFilter Enrollment Type (Column D) for FULL
oFilter Grade Level (Column E) for First Year, Never Attended
oFurther filter by 151-200% Completer (Column R) for Y.

For 09 Still enrolled as of 200% of normal time to completion:
oFilter Enrollment Type (Column D) for FULL
oFilter Grade Level (Column E) for First Year, Never Attended
oFurther 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 14 - 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 (9/1/2019 – 8/31/2020), 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 12 - Graduation Rates List of Students to ensure those boxes are not blank. The 12 - 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 12 - 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

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

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

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

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

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

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

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

11 - Graduation Rates Screen 2 or 5
To verify Column 10 numbers

For Recipients of a Pell Grant
oFilter 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
oFilter by Pell (Column T) for “N”
oFilter by Title IV Loans (Column U) for “Y”

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

To verify Column 45 numbers

For Recipients of a Pell Grant
oFilter by Drop Description (Column L/N/P) for “*Deceased”, “*Permanently Disabled”, “*Active Duty Armed Forces”, “*Official Church Mission”, or “*Fed Govt Serv Foreign Aid”
oFilter 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
oFilter by Drop Description (Column L/N/P) for “*Deceased”, “*Permanently Disabled”, “*Active Duty Armed Forces”, “*Official Church Mission”, or “*Fed Govt Serv Foreign Aid”
oFilter by Pell (Column T) for “N”
oFilter by Title IV Loans (Column U) for “Y”

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

To verify Column 29 or 11 numbers

For Recipients of a Pell Grant
oFilter by students that have a Grad Date (Column J)
oFilter by Grad Within 150% (Column W) for Y
oFilter 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
oFilter by students that have a Grad Date (Column J)
oFilter by Grad Within 150% (Column W) for Y
oFilter by Pell (Column T) for “N”
oFilter by Title IV Loans (Column U) for “Y”

For Did not receive either a Pell Grant or Subsidized Stafford Loan
oFilter by students that have a Grad Date (Column J)
oFilter by Grad Within 150% (Column W) for Y
oFilter by Pell (Column T) for “N”
oFilter 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 12 - 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 06 - 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 06 - 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

01 - Financial Aid Part A
For Group 1
oFilter by Early Withdrawal (Column I) for “N”.

For Group 2
oKeep the filters from Group 1
oFilter by Grade Level (Column D) for “First Year, Never Attended”.
oFilter 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.
oFilter by Original Start Date (Column H) to only include months of July, August, September, October, November, and December from 2021 and January, February, March, April, May, June from 2022.

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

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

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

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

02 - Financial Aid Part B
Ensure you either generate a new 06 - 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
oThe 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
oThe 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
oThe 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 - Financial Aid Part C
Ensure you either generate a new 06 - Financial Aid Part A to E Student List report or clear all filters from the prior student list exported to Excel.

For Group 2
oFilter by Early Withdrawal (Column I) for “N”.
oFilter by Grade Level (Column D) for “First Year, Never Attended”.
oFilter 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.
oFilter by Original Start Date (Column H) to only include months of July, August, September, October, November, and December from 2021 and January, February, March, April, May, June from 2022.

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

02 Federal Grants
oThe 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
oClear filters from Grants and Scholarships column but retain all other Group 2 Filters.
oFilter by Pell (Column K) to exclude 0.
oThe 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
oClear filters from Pell Grants column but retain all other Group 2 Filters.
oFilter by FSEOG (Column L) to exclude 0.
oThe 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…
oClear filters from other federal grants column but retain all other Group 2 Filters.
oFilter by State/Local Grants (Column O) to exclude 0.
oThe 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…
oClear filters from state/local government grants column but retain all other Group 2 Filters.
oFilter by Inst Scholarship (Column Q) to exclude 0.
oThe 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
oThe 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
oClear filters from institutional grants column but retain all other Group 2 Filters.
oFilter by Title IV Loans (Column M) to exclude 0.
oThe 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)
oClear filters from institutional grants column but retain all other Group 2 Filters.
oFilter by Private Loans (Column N) to exclude 0.
oThe 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 - Financial Aid Part D

First, find out your largest course in the academic year. You can filter the 06 - Financial Aid Part A to E Student List and do a count of the various courses listed in Column E.

oClear any prior filters or run a new 14 Financial Aid Part A to E Student List report.
oFilter 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.)
oFilter by Grade Level (Column D) for First Year, Never Attended.
oFilter by Course (Column E) for just your largest course.
oFilter by Original Start Date (Column H) to only include months of July, August, September, October, November, and December from 2021 and January, February, March, April, May, June from 2022.
oFilter by Grants and Scholarships SUM (Column R) to exclude 0.

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

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

01c Off Campus (Without Family)
oReset just the Housing Plan filter from 01c
oFilter 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 2021-2022 figured, if trying to retrieve information for the 2 prior years, change the Start Date and End Date in the 06 - Financial Aid Part A to E Student List report for the corresponding year.

05 - Financial Aid Part E
First, find out your largest course in the academic year. You can filter the 06 - Financial Aid Part A to E Student List and do a count of the various courses listed in Column E.

oClear any prior filters or run a new 06 - Financial Aid Part A to E Student List report.
oFilter 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.)
oFilter by Grade Level (Column D) for First Year, Never Attended.
oFilter by Course (Column E) for just your largest course.
oFilter by Original Start Date (Column H) to only include months of July, August, September, October, November, and December from 2021 and January, February, March, April, May, June from 2022.
oFilter by Title IV Aid (Column R) to exclude 0.

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

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

01c Off Campus (Without Family)
oReset just the Housing Plan filter from 01c
oFilter 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 2021-2022 figured, if trying to retrieve information for the 2 prior years, change the Start Date and End Date in the 06 - Financial Aid Part A to E Student List report for the corresponding year.

Col. 1
oClear any prior filters or run a new 14 Financial Aid Part A to E Student List report.
oFilter 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.)
oFilter by Grade Level (Column D) for First Year, Never Attended.
oFilter by Course (Column E) for just your largest course.
oFilter by Original Start Date (Column H) to only include months of July, August, September, October, November, and December from 2021 and January, February, March, April, May, June from 2022.
oFilter by Title IV Aid (Column S) to exclude 0.

Col. 2
oClear any prior filters or run a new 06 - Financial Aid Part A to E Student List report.
oFilter 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.)
oFilter by Grade Level (Column D) for First Year, Never Attended.
oFilter by Course (Column E) for just your largest course.
oFilter by Original Start Date (Column H) to only include months of July, August, September, October, November, and December from 2021 and January, February, March, April, May, June from 2022.
oFilter by Grants and Scholarship SUM (Column R) to exclude 0.

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

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