Procedures for Responding

Data may be submitted only during the appropriate data collection period. Keyholders (or other institutional representatives with a valid UserID and password) must enter data, edit and resolve any errors, and lock the data for each section before the collection closes. No extensions/waivers are possible.

For institutions to fully comply with the mandate to respond to IPEDS, the status for each of the surveys listed on the Survey Status page (in the data collection system) MUST read Not Applicable, Locked, or Complete before the data collection period closes. Any other status indicates an incomplete response. Note: Keyholders receive an email confirmation when each survey is locked; thus, if you are required to complete two surveys in the fall, you should receive two email confirmations.

During each data collection, periodic email reminders to keyholders and letters to CEOs are sent if all reporting requirements have not been satisfied; that is, each applicable survey must show a locked or complete status. In some cases, phone calls to keyholders and CEOs are also made. Please do not ignore these communications as they indicate a concern that one or more of the required surveys is not complete. Please contact the Help Desk at 1-877-225-2568 or ipedshelp@rti.org for any of the following reasons:

• If you believe the list of applicable surveys is incorrect or your survey status is incorrect.
• If you experience problems entering data, resolving edit failures, or locking your data.
• If you have questions about any follow-up communication you receive.

Participation in the Surveys

The completion of all IPEDS surveys, in a timely and accurate manner, is mandatory for all institutions that participate in or are applicants for participation in any federal financial assistance program authorized by Title IV of the Higher Education Act (HEA) of 1965, as amended. The completion of surveys of mandated by 20 USC 1094, Section 487(a)(17).

If your school has closed:

• If the school closed before July 1, 2008: you do not need to submit any data. Please contact the Help Desk (1-877-225-2568 or ipedshelp@rti.org) with this information.
• If the school closed (or is closing) between July 1, 2008 and June 30, 2009: Submit data for this year and contact the Help Desk with the institution’s closing date.

Each year, the Office of Federal Student Aid (FSA) issues fine notices to institutions for not completing their IPEDS surveys. Other institutions are sent warning letters. According to FSA, an institution’s failure to complete and submit these surveys is a serious violation of its obligations under the HEA, and appropriate action will be taken.

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