12-month Enrollment for 4-year degree-granting institutions

The 12-month Enrollment component collects unduplicated student enrollment counts and instructional activity data for an entire 12-month period. Using the instructional activity data reported, a full-time equivalent (FTE) student enrollment at the undergraduate and graduate level is estimated (4-year institutions only). Institutions with Doctor's - professional practice students will also report the FTE enrollment of those students (4-year institutions only). NCES uses the FTE enrollment to produce indicators such as expenses by function per FTE as reported in the IPEDS Data Feedback Report.

12 Month Enrollment Workflow

Survey cycle opens and Student Success Research & Analysis (SSRA) downloads survey documentation from IPEDS for the current year Box folder.
SSRA Data Coordinator brings in data from files Submissions Data Warehouse – SIF Enrollment.
SSRA Data Coordinator Selects a Cohort – Academic year.
SSRA executes a 12 month enrollment AppWorx job.
SSRA creates the 12 Month Unduplicated Count – Level = Graduate and Undergraduate – Gender -Ethnicity.
SSRA creates the 12 Month Instructional Activity Level = Graduate and Undergraduate – Credit Hour.
SSRA creates the 12 Month Student FTE – Graduate and Undergraduate – Doctor Professional Practice.
SSRA Data Coordinator inputs data to IPEDS portal.
SSRA Data Coordinator verifies survey data using queries.
SSRA reviews data with USF IPEDS Key-holder (Dr. Valeria Garcia) on changes and updates to the survey.
SSRA Data Coordinator updates the source documents used to complete the survey to Box
First lock by USF IPEDS Key-holder
Save and share a copy of the submitted survey to BOX and USF ODS website.

Reporting Documentation

Submission Year	Reporting Criteria	Comments	Type
2023-24	Changes to the IPEDS Data Collection: 2023-24. Part C has been added to collect an unduplicated count of dual enrolled students by race/ethnicity and gender. Part C – Unduplicated Count of Dual Enrolled Students 12-month Unduplicated count of dual enrolled students July 1, 2021 – June 30, 2022 Reporting Reminders: The number of dual enrolled students was reported in Part A as part of the non-degree/non-certificate-seeking unduplicated enrollment.The number of dual enrolled students reported in Part C will have some duplication with the non-degree/non-certificate-seeking enrollment students reported in Part A. The number of dual enrolled students reported in Part C should be less than the number of non-degree/non-certificate-seeking students reported in Part A unless all non-degree/non-certificate-seeking students at your institution are dual enrolled students. Report Hispanic/Latino individuals of any race as Hispanic/Latino Report race for non-Hispanic/Latino individuals only In Part A, your institution reported the following number of students in the non-degree/non-certificate-seeking unduplicated headcount. High school students enrolled in college courses for credit (Dual enrolled) Men Women U.S. Nonresident Hispanic/Latino American Indian or Alaska Native Asian Black or African American Native Hawaiian or Other Pacific Islander White Two or more races Race and ethnicity unknown Total	Reminders	Change
2022-23	The following changes were implemented for the 2022-23 data collection period: The “Nonresident alien” terminology has been changed to “U.S. Nonresident” but should include the same category of students. A question about gender has been added at the end of the Part A to collect information about students for whom gender does not fit the binary gender (Men/Women) categories provided. Institutions should still allocate those students to the Men/Women categories throughout the survey component at this time. There are also new FAQs to help with questions about the new reporting. A part-time column was added for graduate student unduplicated enrollment counts. References to summer term were changed to summer session. FAQ #4 has been removed as it refers to an old change. FAQ #7 on consistent reporting of EF, E12, and OM has been updated for clarification. FAQ on reporting undocumented and DACA students has been updated along with instructions. Changed the existing instructions for r/e reporting in student surveys to include information on reporting Deferred Action for Childhood Arrivals (DACA) and undocumented students Method of reporting aggregate data - Institutions must report aggregate data to the U.S. Department of Education using the NINE categories below. Racial/ethnic designations are requested only for United States citizens, residents, and other eligible non-citizens. Eligible noncitizens include all students who completed high school or a GED equivalency within the United States (including DACA and undocumented students) and who were not on an F-1 non-immigrant student visa at the time of high school graduation. More information about other eligible (for financial aid purposes) non-citizens is available at https://studentaid.gov/understand-aid/eligibility/requirements/non-us-citizens. Hispanic or Latino, regardless of race For Non-Hispanic/Latino individuals: American Indian or Alaska Native Asian Black or African American Native Hawaiian or Other Pacific Islander White Two or more races In addition, the following categories may be used: S. Nonresident Race and ethnicity unknown Racial/ethnic descriptions - Racial/ethnic designations as used in this survey do not denote scientific definitions of anthropological origins. The categories are: Hispanic or Latino- A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. American Indian or Alaska Native- A person having origins in any of the original peoples of North and South America (including Central America) who maintains cultural identification through tribal affiliation or community attachment. Asian- A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam. Black or African American- A person having origins in any of the black racial groups of Africa. Native Hawaiian or Other Pacific Islander- A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. White - A person having origins in any of the original peoples of Europe, the Middle East, or North Africa. Other descriptive categories S. Nonresident - A person who is not a citizen or national of the United States and who is in this country on a visa or temporary basis and does not have the right to remain indefinitely. Do not include DACA, undocumented, or other eligible non-citizens in this category. NOTE – U.S. Nonresidents are to be reported separately, in the boxes provided, rather than included in any of the seven racial/ethnic categories. Race and ethnicity unknown - This category is used only if the person did not select EITHER a racial or ethnic designation. New FAQ on reporting DACA/undocumented students In which race/ethnicity category do I report undocumented and Deferred Action for Childhood Arrivals (DACA) students? Undocumented and DACA students who completed high school or a GED equivalency within the United States and who were not on an F-1 non-immigrant student visa at the time of high school graduation are considered eligible non-citizens and their race/ethnicity should be reported using the seven race/ethnicity categories provided: Hispanic or Latino, regardless of race For Non-Hispanic/Latino individuals: American Indian or Alaska Native Asian Black or African American Native Hawaiian or Other Pacific Islander White Two or more races If a student’s race/ethnicity is unknown, you can include them in the race/ethnicity unknown category.		Change
2022-23	All institutions must use the July 1 - June 30 reporting period. Report data to accurately reflect the time period corresponding with the IPEDS survey component, even if such reporting is seemingly inconsistent with prior year reporting.		Reminder
2021-22	New FAQ has been added to clarify reporting of degree/certificate-seeking undergraduates across EF, E12, and OM survey components. Edited FAQs to clarify student enrollment statuses (e.g., full-time/part-time) are typically not determined by summer term enrollment, but rather determined at their first full term of enrollment (i.e., fall or spring).		Change
2021-22	All institutions must use the July 1 - June 30 reporting period. Report data to accurately reflect the time period corresponding with the IPEDS survey component, even if such reporting is seemingly inconsistent with prior- year reporting. For example, if a summer term began later than usual due to Coronavirus Pandemic postponements, continue to report using the timeframes as defined in the IPEDS instructions. NCES expects that some data reported during the 2021-22 data collection year will vary from established prior trends due to the impacts of Coronavirus Pandemic. If an error edit is triggered even when submitting accurate data, please indicate in the corresponding context box or verbally to the Help Desk that the seemingly inconsistent data are accurate and reflect the effects of Coronavirus Pandemic.		Reminder
2020-21	Unduplicated enrollment counts of undergraduate students are collected by gender, attendance status (full-time, part-time), race/ethnicity, first-time (entering), transfer-in (non-first-time entering), continuing/returning, and degree/certificate-seeking statuses.		Change
2020-21	Unduplicated enrollment counts by distance education status are collected.		Change
2020-21	All institutions must use the July 1 - June 30 reporting period.		Reminder
2020-21	Report data to accurately reflect the time period corresponding with the IPEDS survey component, even if such reporting is seemingly inconsistent with prior-year reporting. For example, if a summer term began later than usual due to Coronavirus Pandemic postponements, continue to report using the timeframes as defined in the IPEDS instructions. NCES expects that some data reported during the 2020-21 data collection year will vary from established prior trends due to the impacts of Coronavirus Pandemic. If an error edit is triggered even when submitting accurate data, please indicate in the corresponding context box or verbally to the Help Desk that the seemingly inconsistent data are accurate and reflect the effects of Coronavirus Pandemic.		Reminder

Resources

Box Folders

IPEDS Survey Materials

Reference

2020-21 12-Month Enrollment Submission

Jira Issues

ODSPA-11362 - Getting issue details... STATUS

ODSPA-13755 - Getting issue details... STATUS