Set up your data for IPEDS Fall Enrollment processing

The produce_ef1_report function requires 2 separate dataframes, one with row-level students and one with pre-aggregated retention counts.

The dataframes must follow the format described below

Student data requirements

  • One row per person
  • One IPEDS Unitid per file
  • Columns with values and types as described below in any order (additional columns are allowed)
  • Double-starred column names (**) are only required in years when IPEDS collects that information. In off-years, you can omit the columns or enter any placeholder value.

Column names can use any capitalization method you like. Do NOT include (**) in the column names.

Column Name Column Type Acceptable Value - Definition
Unitid Numeric (relevant unitid; xxxxxx)
StudentId Character or Numeric (any unique identifier for each student)
StudentLevel Character Undergraduate
Graduate
IsFullTime Numeric 0 - Not full time (Part time)
1 - Full Time
IsFirstTime Numeric 0 - Not First Time
1 - First Time
IsTransfer Numeric 0 - Not a transfer student
1 - Transfer student
IsRecentGrad** Numeric 0 - Did not graduate from high school in the previous 12 months
1 - Graduated from high school in the previous 12 months
IsDegreeCertSeeking Numeric 0 - Not degree/certificate seeking
1 - Degree/Certificate seeking
DistanceEd Numeric 0 - Enrolled in no distance ed classes
1 - Enrolled in some distance ed classes
2 - Enrolled entirely in distance ed classes
Sex Numeric 1 - Male
2 - Female
GenderDetail Numeric 1 - Men
2 - Women
3 - Unknown gender
4 - Another gender
RaceEthnicity Numeric 1 - Nonresident alien
2 - Hispanic/Latino
3 - American Indian or Alaska Native
4 - Asian
5 - Black or African American
6 - Native Hawaiian or Other Pacific Islander
7 - White
8 - Two or more races
9 - Race and ethnicity unknown
Age** Numeric Any number
AdmitState** Numeric 1-98: FIPS code for student state of residence at the time of admission; can see list of options on the IPEDS Fall Enrollment blank submission form.
Note: Only required for first-time undergraduates
OnlineState Numeric 1-98: FIPS code for student state of residence when enrolled entirely in online classes; can see list of options on the IPEDS Fall Enrollment blank submission form.
Note: Only required for fully-online students
UnitidState Numeric 1-98: The FIPS code for your institution
Cip130000** Numeric 0 - Not Applicable
1 - Student has declared a major under this 6-digit cip code
Cip140000** Numeric 0 - Not Applicable
1 - Student has declared a major under this 6-digit cip code
Cip260000** Numeric 0 - Not Applicable
1 - Student has declared a major under this 6-digit cip code
Cip270000** Numeric 0 - Not Applicable
1 - Student has declared a major under this 6-digit cip code
Cip400000** Numeric 0 - Not Applicable
1 - Student has declared a major under this 6-digit cip code
Cip520000** Numeric 0 - Not Applicable
1 - Student has declared a major under this 6-digit cip code
Cip220101** Numeric 0 - Not Applicable
1 - Student has declared a major under this 6-digit cip code
Cip510401** Numeric 0 - Not Applicable
1 - Student has declared a major under this 6-digit cip code
Cip511201** Numeric 0 - Not Applicable
1 - Student has declared a major under this 6-digit cip code

Retention data requirements

  • One row for full-time counts, one row for part-time counts
  • One IPEDS Unitid per file
  • Columns with values and types as described below in any order (additional columns are allowed)
Column Name Column Type Acceptable Value - Definition
Unitid Numeric (relevant unitid; xxxxxx)
IsFullTime Numeric 0 - Not full time (Part time)
1 - Full Time
OrigCohort Numeric Number of first-time students in the prior-year cohort
Exclusions Numeric Number of first-time students to be excluded (removed) from the prior-year cohort
Inclusions Numeric Number of first-time students to be included (added) to the prior-year cohort
StillEnrolled Numeric Number of prior-year first-time students who are still enrolled in the current year (their second year)

Student-faculty ratio

This information will be collected via pop-up box. Type the correct number for your institution’s ratio when prompted.