SMART Support Guide for Winter IPEDS 2023-2024

Reporting Opens: December 6th, 2023

Reporting Deadline: February 7th, 2024 (Keyholders); February 21st, 2024 (Coordinators)


Location: Reports (Standard) > Annual > IPEDS > 2023-2024 > Winter


General Details

OnlineSMART generates data for the following sections required in Winter IPEDS:


  • 200% Graduation Rates

  • Graduation Rates

  • Student Financial Aid

The Admissions section, deals with school information that is not stored in (or able to be completed by) OnlineSMART. Additionally, 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.


Please 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 2023/2024 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.

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 (9/1/2019 – 8/31/2020) 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):

  • Filter Enrollment Type (Column D) for FULL
  • Filter Grade Level (Column E) for First Year, Never Attended
  • 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:

  • Filter Enrollment Type (Column D) for FULL
  • Filter Grade Level (Column E) for First Year, Never Attended
  • Further filter by 151-200% Completer (Column R) for Y.

For 09 Still enrolled as of 200% of normal time to completion:

  • Filter Enrollment Type (Column D) for FULL
  • Filter Grade Level (Column E) for First Year, Never Attended
  • 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 14 - 200% Graduation Rates List of Students report have a blank entry for these fields.

Graduation Rates

2-YEAR INSITUTIONS WILL BE REQUIRED TO COMPLETE ALL 5 SCREENS


These reports look at your full time, first time students that originally started a course that has a CIP code within the reporting range (9/1/2020 – 8/31/2021), 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:

  • Filter 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:

  • Filter by Course Hours (Column D) for values 1800 and less
  • Filter by Sex (Column E) and Race (Column F) in accordance to what you’re searching for
  • Filter by students that have a Grad Date (Column J)
  • Filter by Grad Within 150% (Column W) for Y

To verify Column 12 numbers:

  • Filter by Course Hours (Column D) for values 1801 and greater
  • Filter by Sex (Column E) and Race (Column F) in accordance to what you’re searching for
  • Filter by students that have a Grad Date (Column J)
  • Filter by Grad Within 150% (Column W) for Y

Column 29 = Column 11 + Column 12.



09 - Graduation Rates Screen 3

To verify Column 30 numbers:

  • Filter by Sex (Column E) and Race (Column F) in accordance to what you’re searching for
  • Filter by students that have a Grad Date (Column J)
  • Filter by Drop Description (Column L/N/P) for “Transfer to another school”

To verify Column 45 numbers:

  • Filter by Sex (Column E) and Race (Column F) in accordance to what you’re searching for
  • Filter by students that have a Grad Date (Column J)
  • Filter 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:

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


10 - Graduation Rates Screen 4

To verify Column 55 numbers:

  • Filter by Course Hours (Column D) for values 1800 and less
  • Filter by Sex (Column E) and Race (Column F) in accordance to what you’re searching for
  • Filter by students that have a Grad Date (Column J)
  • Filter by Grad Within 150% (Column W) for Y

To verify Column 56 numbers:

  • Filter by Course Hours (Column D) for values 1801 and greater
  • Filter by Sex (Column E) and Race (Column F) in accordance to what you’re searching for
  • Filter by students that have a Grad Date (Column J)
  • Filter by Grad Within 150% (Column W) for Y

Column 57 = Column 55 + Column 56.



11 - Graduation Rates Screen 2 or 5:

To verify Column 10 numbers:

For Recipients of a Pell Grant:

  • 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:

  • Filter by Pell (Column T) for “N”
  • Filter by Title IV Loans (Column U) for “Y”

For Did not receive either a Pell Grant or Subsidized Stafford Loan:

  • Filter by Pell (Column T) for “N”
  • Filter by Title IV Loans (Column U) for “N”

To verify Column 45 numbers:

For Recipients of a Pell Grant

  • Filter by Drop Description (Column L/N/P) for “*Deceased”, “*Permanently Disabled”, “*Active Duty Armed Forces”, “*Official Church Mission”, or “*Fed Govt Serv Foreign Aid”

  • 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:

  • Filter by Drop Description (Column L/N/P) for “*Deceased”, “*Permanently Disabled”, “*Active Duty Armed Forces”, “*Official Church Mission”, or “*Fed Govt Serv Foreign Aid”

  • Filter by Pell (Column T) for “N”
  • Filter by Title IV Loans (Column U) for “Y”

For Did not receive either a Pell Grant or Subsidized Stafford Loan:

  • Filter by Drop Description (Column L/N/P) for “*Deceased”, “*Permanently Disabled”, “*Active Duty Armed Forces”, “*Official Church Mission”, or “*Fed Govt Serv Foreign Aid”

  • Filter by Pell (Column T) for “N”
  • Filter by Title IV Loans (Column U) for “N”

To verify Column 29 or 11 numbers:

For Recipients of a Pell Grant:

  • Filter by students that have a Grad Date (Column J)
  • Filter by Grad Within 150% (Column W) for Y
  • 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:

  • Filter by students that have a Grad Date (Column J)
  • Filter by Grad Within 150% (Column W) for Y
  • Filter by Pell (Column T) for “N”
  • Filter by Title IV Loans (Column U) for “Y”

For Did not receive either a Pell Grant or Subsidized Stafford Loan:

  • Filter by students that have a Grad Date (Column J)
  • Filter by Grad Within 150% (Column W) for Y
  • Filter by Pell (Column T) for “N”
  • 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 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 Lines 02 and 03:

  • Filter by Early Withdrawal (Column I) for “N”

For Line 05:

  • Keep the filters from Lines 02 and 03
  • Filter by Grade Level (Column D) for “First Year, Never Attended”
  • 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
  • Filter by Original Start Date (Column H) to only include months of July, August, September, October, November, and December from 2022 and January, February, March, April, May, June from 2023

For Lines 06 and 07:

  • Keep the filters from Line 05
  • Filter by AY1 PELL (Column K) to exclude 0, record number of students and then clear the filter on this column.
    • Repeat the above step for each Column (K-P), and the sum of these counts will be the total for Line 06
    • If a student has entries in more than one of these Columns (K-P) then the above method will count them as duplicates. You must manually remove these duplicates to get an accurate count.

For Line 08:

  • Keep the filters from Line 05
  • Filter by Course (Column E) for just your largest course
  • Filter by AY1 PELL (Column K) to exclude 0, record number of students and then clear the filter on this column
  • Repeat the above step for each Column (K-P; do not include Column M), and the sum of these counts will be the total for Line 08


For Line 09:

  • Keep the filters from Line 05
  • Filter by Course (Column E) for just your largest course
  • Filter by PELL (Column K) to exclude 0, record number of students and then clear the filter on this column
  • Repeat the above step for each Column (K-M), and the sum of these counts will be the total for Line 09


01 - 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.

NOTE: Since every student enrolled at the vast majority of the schools using SMART will be certificate-seeking, Columns 1 and 5 should be identical, as should Columns 3 and 7


01 Grant and Scholarship Aid from the federal...

  • On your newly generated and exported 06 - Financial Aid Part A to E Student List report, select Cell W2 and paste the following formula (do not include the apostrophes) in and hit Enter:
    • '=Q2+R2+T2+U2+V2'
  • Now grab the "Fill" handle at the bottom right of the cell you just pasted that formula into, and drag this down to the bottom of the list of students. When you reach the bottom, release the mouse button to apply this formula to every student's row in the Excel Sheet.
  • Now select the cell in Column W that is ONE CELL BENEATH the last row that includes a student
  • Navigate to the Formulas menu in Excel and select the "Top Half" of the button that says "AutoSum". Now hit Enter on your keyboard and this should total up all dollars awarded for this row on the Part B report.
  • To get the total count of students, paste the following formula into cell V2 and repeat the above steps (Do not include apostrophes):
    • '=IF(Q2>0, 1, IF(R2>0,1,IF(T2>0,1,IF(U2>0,1,IF(V2>0,1,0)))))'
    • Note that if this is not something you are comfortable with, one of our Support Techs would be more than happy to help with any of these steps. Please reach out to our Support line as often as you need (480-744-0050 or [email protected]).

02 Pell Grants

  • Clear filters from 01
  • Filter by Pell Total (Column Q) to exclude 0
  • The count of students remaining from this filter would be the ‘Number students who were awarded aid’ while the total of this column would be the ‘Total amount of aid awarded’

03 Federal Student Loans

  • Clear filters from 02
  • Filter by Title IV Loans Total (Column S) to exclude 0
  • The count of students remaining from this filter would be the ‘Number students who were awarded aid’ while the total of this column would be the ‘Total amount of aid awarded’


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.


01 Grants and Scholarships from the federal:

  • Filter by Grants and Scholarships SUM (Column R) to exclude 0

02 Federal Grants:

  • 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:

  • Clear filters from Grants and Scholarships column but retain all other Group 2 Filters
  • Filter by Pell (Column K) to exclude 0
  • 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:

  • Clear filters from Pell Grants column but retain all other Group 2 Filters
  • Filter by FSEOG (Column L) to exclude 0
  • 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:

  • Clear filters from other federal grants column but retain all other Group 2 Filters
  • Filter by State/Local Grants (Column O) to exclude 0
  • 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:

  • Clear filters from state/local government grants column but retain all other Group 2 Filters
  • Filter by Inst Scholarship (Column Q) to exclude 0
  • 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:

  • 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:

  • Clear filters from institutional grants column but retain all other Group 2 Filters
  • Filter by Title IV Loans (Column M) to exclude 0
  • 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):

  • Clear filters from institutional grants column but retain all other Group 2 Filters
  • Filter by Private Loans (Column N) to exclude 0
  • 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 - 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 by the Course column (Column E) and see which course has the most students enrolled.

  • Clear any prior filters or run a new 06 - Financial Aid Part A to E Student List report
  • 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.)
  • Filter by Grade Level (Column D) for First Year, Never Attended
  • Filter by Course (Column E) for just your largest course
  • Filter by Original Start Date (Column H) to only include months of July, August, September, October, November, and December from 2022 and January, February, March, April, May, June from 2023
  • Filter by Grants and Scholarships SUM (Column R) to exclude 0

01a On Campus

  • Filter by Housing Plan (Column G) for On Campus

01b Off Campus (With Family)

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

01c Off Campus (Without Family)

  • Reset just the Housing Plan filter from 01c
  • 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 2022-2023 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.

  • Clear any prior filters or run a new 06 - Financial Aid Part A to E Student List report.
  • 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.)
  • Filter by Grade Level (Column D) for First Year, Never Attended.
  • Filter by Course (Column E) for just your largest course.
  • Filter by Original Start Date (Column H) to only include months of July, August, September, October, November, and December from 2022 and January, February, March, April, May, June from 2023.
  • Filter by Title IV Aid (Column R) to exclude 0.

01a On Campus

  • Filter by Housing Plan (Column G) for On Campus

01b Off Campus (With Family)

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

01c Off Campus (Without Family)

  • Reset just the Housing Plan filter from 01c
  • 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 2022-2023 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

  • Clear any prior filters or run a new 06 - Financial Aid Part A to E Student List report
  • 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.)
  • Filter by Grade Level (Column D) for First Year, Never Attended
  • Filter by Course (Column E) for just your largest course
  • Filter by Original Start Date (Column H) to only include months of July, August, September, October, November, and December from 2022 and January, February, March, April, May, June from 2023
  • Filter by Title IV Aid (Column S) to exclude 0

Col. 2

  • Clear any prior filters or run a new 06 - Financial Aid Part A to E Student List report
  • 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.)
  • Filter by Grade Level (Column D) for First Year, Never Attended
  • Filter by Course (Column E) for just your largest course
  • Filter by Original Start Date (Column H) to only include months of July, August, September, October, November, and December from 2022 and January, February, March, April, May, June from 2023
  • Filter by Grants and Scholarship SUM (Column R) to exclude 0

Col. 3

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

Please Remember that SMART Support is available to address any questions during normal business hours.

Feel free to reach out to us via phone at (480) 744-0050 during our office hours of Monday - Friday 7:00AM - 3:30PM MST.

Or email any time at [email protected]

Creation date: 10/19/2023 2:18 PM      Updated: 11/15/2024 8:16 AM
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