How to use this package to support your IPEDS reporting

A few things to note:

Step 0: Install/Load the package

#official install from CRAN
install.packages("IPEDSuploadables")

#development install from the github repo
#use this if you want to pull in changes before they reach cran or need to use other code branches

#development install option 1
remotes::install_github("AlisonLanski/IPEDSuploadables")

#development install option 2
devtools::install_github("AlisonLanski/IPEDSuploadables")
#load the packages
library(IPEDSuploadables)
#> This version of IPEDSuploadables has been updated for 
#> the 2022-2023 reporting cycle.
#> If you are in a later cycle or want to capture any bug fixes,
#> please update the package.

Step 1: Prep your institutional data

The package requires specific column names and values to work correctly. Each IPEDS report has a vignette that spells out requirements and also has sample data you can examine.

To create files for non-supported reports, see How to produce other key-value uploads

IPEDS Report Required Dataframes Sample Data
12 Month Enrollment students & instructional activity e1d_student, e1d_instr
Completions students & extra cips com_students, com_cips
Fall Enrollment students & retention aggregate ef1_students, ef1_retention
Graduation Rates students gr_students
Graduation Rates 200 students gr200_students
Human Resources staff hr_staff
Outcome Measures students om_students

You can call the sample data as desired to explore it

#dataframe of student information for 12 month enrollment
head(e1d_student)
#>   Unitid StudentId IsFullTime IsFirstTime IsTransfer IsDegreeCertSeeking
#> 1 999999       100          1           1          0                   1
#> 2 999999       101          1           1          0                   0
#> 3 999999       102          1           1          0                   1
#> 4 999999       103          1           1          0                   0
#> 5 999999       104          1           1          0                   1
#> 6 999999       105          1           1          0                   0
#>    StudentLevel RaceEthnicity Sex DistanceEdAll DistanceEdSome GenderDetail
#> 1 Undergraduate             1   1             0              1            1
#> 2 Undergraduate             1   2             0              1            2
#> 3 Undergraduate             1   2             0              1            2
#> 4 Undergraduate             1   1             0              1            1
#> 5 Undergraduate             1   1             0              1            1
#> 6 Undergraduate             1   2             0              0            2

Step 2: Read in your data and produce your IPEDS report

Each IPEDS report has a single function which will produce all required sub-parts in a single file for upload.

Example:

#full export using sample data
produce_e1d_report(df = e1d_student, hrs = e1d_instr, part = "ALL")

A message will be display the location of your file when it has been processed.

Note about new gender collection for 2022-2023 reporting cycle

Scripts are set to assume that you ARE able to report on “another gender” in this reporting cycle. This applies to Completions, 12 Month Enrollment, Graduation Rates, and Fall Enrollment.

If you are NOT able to collect/report on students of “another gender” this cycle

Example:

#able to report undergraduate "another gender" but NOT able to report graduate "another gender"
produce_com_report(df = com_students, extracips = com_cips, ggender = FALSE)

Notes for specific reports

Completions

Fall Enrollment

Human Resources

Step 3: Upload your IPEDS report

  1. Navigate to the IPEDS submission portal and log in.

  2. Select the appropriate report (for example: “12 Month Enrollment”), select “key-value pair”, then browse to your .txt file and upload.

  3. Click through the survey screens to review results and verify submission accuracy

  4. Continue your standard process to check edits, enter metadata, lock, and submit the survey.

Troubleshooting

You need to make a data correction after uploading

Update your base data, rerun the package function, and re-upload to IPEDS. You can upload as many times as you want to any particular survey.
Your keyholder may be able to edit directly in the website, but this method is not recommended since it is not reproducible.

If you verify that your data and dataframe(s) are correct, but IPEDS still shows incorrect aggregation, please contact the package authors by adding a GitHub issue or by emailing. We can provide the quickest help if you share an example with sample data, expected output, and actual output.

IPEDS rejects your upload file or accepts the file but provides an error message

Common issues include:

For example, IPEDS wants all previous CIP/Award Level combinations reported on the current upload file. If you have no students in those categories, add any flagged CIP/Award combinations to your extra_cips dataframe, rerun, and reupload to remove this error message

How the package can help you troubleshoot

A few functions have built-in data quality checks which will alert you of disallowed values. We are working to add more automated checks.

If you want to examine a single report sub-part in depth, you can create a separate text file with only those values.

Example:

#if you only want to look at 12 month enrollment part B
produce_e1d_report(e1d_instr, part = "B")

You can also produce a csv version of the part’s text file, for more readable output (still using IPEDS upload-required column names and values)

Example:

#text files make my eyes bleed! let's use a csv
produce_e1d_report(hrs = e1d_instr, part = "B", format = "readable")

IPEDS has changed a survey’s requirements, but you need to rerun an old report

At the end of every IPEDS collection cycle, that year’s package code will be saved into a branch on GitHub. To use an old version, install the package from the branch.

#install, picking an acceptable year range
remotes::install_github(repo = "AlisonLanski/IPEDSuploadables", ref = "reporting_year_2020-2021")

When you have finished running your code, reinstall the current version of the package by removing the “ref” argument.