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SMART Support Guide for the Spring IPEDS 2023-2024

Creation date: 10/24/2023 2:19 PM    Updated: 12/3/2024 4:46 PM    2023-2024 23-24 annual annual report ipeds spring spring ipeds
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Reporting Opens:December 6th, 2023

Reporting Deadline:April 3rd, 2024 (Keyholders) / April 17th, 2024 (Coordinators)


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


General Details

This guide will break down each report that is found within OnlineSMART.net for the 2023/2024 Spring IPEDS and outline the data being pulled in particular so you may audit your data accordingly.


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


  • Fall Enrollment

  • Finance

Please make sure all CIP codes are entered for each qualifying course under the Administration > Courses section.


It is important that you make sure all students have a Sex, Race, Enrollment Status, Grade Level, and Original Start Date so that these reports pull accurate results.


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.

Fall Enrollment

This report looks at your students that were active between 8/1/2023 and 10/31/2023 and further categorizes them.

The Fall Enrollment 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 Fall Enrollment List of Students to Excel, changing the Start Date to 8/1/2023, End Date to 10/31/2023 and As of Date to 8/1/2023.

  2. Click into Cell A1 and within the Home tab, go to Sort & Filter and click the Filter icon
    • Before verifying each listed task, make sure to clear the filters to ensure you have a clean starting point. This is done in Excel under Home > Sort & Filter > Clear



Part A

For the First-Time, certificate seeking Full Time Undergraduate Students:

  • Filter Enrollment Status (Column G) for FULL

  • Filter Grade Level (Column H) for First Year, Never Attended

  • Filter Original Start Date to check only those within August 2023 to October 2023.

  • Further filter by Sex (Column E) and Race (Column F) in accordance to what you’re searching for.

For the All Other Full Time Undergraduate Students:

  • Filter Enrollment Status (Column G) for FULL

  • Remove the First-Time, certificate seeking Full Time Undergraduate Students from this list.

  • Further filter by Sex (Column E) and Race (Column F) in accordance to what you’re searching for.

For the First-Time, certificate seeking Part Time Undergraduate Students:

  • Filter Enrollment Status (Column G) for PART

  • Filter Grade Level (Column H) for First Year, Never Attended

  • Filter Original Start Date to check only those within August 2023 to October 2023.

  • Further filter by Sex (Column E) and Race (Column F) in accordance to what you’re searching for.

or the All Other PART Time Undergraduate Students:

  • Filter Enrollment Status (Column G) for PART

  • Remove the First-Time, certificate seeking Part Time Undergraduate Students from this list.

  • Further filter by Sex (Column E) and Race (Column F) in accordance to what you’re searching for.


Part B

For the Fall Enrollment by Age and Gender for Full-time Undergraduate Students

  • Filter the Enrollment Status (Column G) for FULL (and any additional statuses deemed as full time).

  • Further filter by Sex (Column E) and Age (Column R) in accordance to what you’re searching for.

For the Fall Enrollment by Age and Gender for Part-time Undergraduate Students

  • Filter the Enrollment Status (Column G) for PART (and any additional statuses not deemed as part time).

  • Further filter by Sex (Column E) and Age (Column R) in accordance to what you’re searching for.


Part C

For the Total first-time degree/certificate seeking undergraduates

  • Filter Grade Level (Column H) for First Year, Never Attended

  • Filter Original Start Date (Column I) to only include August, September and October of 2022.

  • Filter Residence State (Column S) for the state abbreviation in accordance to what you’re searching for.

For those who enrolled within 12 months of high school graduation or receiving their GED

  • Maintain the same filtered list above

  • Filter Start within 12 Months (Column U) to only include ‘Y’


Part E

As the cohort of students is viewed separately, a new Fall Enrollment List of Students must be generated.

  1. Export the Fall Enrollment List of Students to Excel, keeping the default dates by setting Start Date to 8/1/2022, End Date to 10/31/2022 and As of Date to 8/1/2023.

  2. Click into Cell A1 and within the Home tab, go to Sort & Filter and click the Filter icon


First-Time Student Cohort Retention Rates (Full-Time)

For E1 Full-time, first-time Fall 2021 cohort

  • Filter Enrollment Status (Column G) for FULL (and any additional statuses deemed as full time).
  • Filter Grade Level (Column H) for First Year, Never Attended
  • Filter Original Start Date (Column I) to only include August, September and October of 2022

For E2 Exclusions from the Fall 2021 Cohort

  • Retain the list of students from E1
  • Filter Exclusions (Column V) to only include ‘Y’

For E4 Students from Fall 2021 cohort who are still enrolled

  • Retain the list of students from E1
  • First get a count of all still enrolled
    • Filter Still Enrolled (Column W) to only include ‘Y’
  • Next, get a count of all students that graduated
    • Revert list of students back to E1
    • Filter Actual Grad Date (Column J) to exclude (Blank) any dates after 8/1/2022
  • Add still enrolled to graduated students

First-Time Student Cohort Retention Rates (Part-Time)

For E1 Part-time, first-time Fall 2021 cohort

  • Filter Enrollment Status (Column G) for PART (and any additional statuses not deemed as full time)
  • Filter Grade Level (Column H) for First Year, Never Attended
  • Filter Original Start Date (Column I) to only include August, September and October of 2022

For E2 Exclusions from the Fall 2020 Cohort

  • Retain the list of students from E1
  • Filter Exclusions (Column V) to only include ‘Y’

For E4 Students from Fall 2021 cohort who are still enrolled

  • Retain the list of students from E1
  • First get a count of all still enrolled
    • Filter Still Enrolled (Column W) to only include ‘Y’
  • Next, get a count of all students that graduated
    • Revert list of students back to E1
    • Filter Actual Grad Date (Column J) to exclude (Blank) any dates after 8/1/2023
  • Add still enrolled to graduated students

Finance

This report looks at payments between 7/1/2022 and 6/30/2023.

It is important that you make sure all ledger transactions are accurate. This includes, but is not limited to, having correct: Post Date, Amount, Type, Program, and categorizing them into the correct Code (e.g. tuition, books, etc.) so that this report pulls accurate results

The Finance Grid 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 Finance Grid List to Excel, keeping the Cohort Start Date of 7/1/2021 and Cohort End Date of 6/30/2022

  2. Click into Cell A1 and within the Home tab, go to Sort & Filter and click the Filter icon
  3. Before verifying each listed task, make sure to clear the filters to ensure you have a clean starting point. This is done in Excel under Home > Sort & Filter > Clear




Part C


For Line No. 01 Pell grants (federal)

  • Filter Pell (Column I) to only include ‘Y’

For Line No. 02 Other federal grants (Do NOT include FDSL amounts)

  • Filter Fed Grants (Column J) to only include ‘Y’

For Line No. 03a State grants

  • Filter State Grants (Column K) to only include ‘Y’

For Line No. 03b Local grants (government)

  • Filter Local Grants (Column L) to only include ‘Y’

For Line No. 04 Institutional grants

  • Filter Inst Grants (Column M) to only include ‘Y’

For Line No. 05 Total student grants

  • Add up the figures from Line No. 01 to Line No. 04

For Line No. 06 Allowances applied to tuition and fees

  • Filter Discounts/Allowances (Column N) to only include ‘Y’

Part D


For Line No. 01 Tuition and fees (net of amount reported in Part C, line 06)

  • Filter Revenues by Source (Column O) to only include ‘Y’
    • Line No. 09 Total revenues and investment return will show the same as Line No. 01 in SMART


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]

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