2024-2025 IPEDS Meeting minutes & Lessons

Attendees

@Xiaoying Liu ,@Kevin Meleedy , @Brisey Lopez Bello , @Shruti Kumar, @Chirag Jain

Agenda

1. Spring submission- Kick off.

2. HR Survey Planning/Status.

3. Status on all surveys:

   • Fall Enrollment

   • Finance

   • Human resources

   • Academic Libraries

4. Winter cycle documentation.

Discussion

1. Spring submission- Kick off.

2. HR Survey Planning/Status.

   1. Target to be completed by March 26.

   2. Target to start working on March 3rd.

   3. Chirag not going on vacation.

   4. Brisey to put reviews meeting on calendars.

3. Status on all surveys:

   • Fall Enrollment. - Not working already. Work to start on March.

     • Expecting to be simple because we already used the data for CDS.

     • Xiaoying to request Ravetti to add some changes.

       • Add student resident admission type (F) to the FTIC cohorts.

       • Request this from IT on March 3rd.

   • Finance - Email sent by Kevin.

   • Academic Libraries - Email sent by Kevin. - They confirmed to be working on it.

4. Report map- Still pending. Brisey to remind Shruti when we get closer to April 2nd.

5. Winter cycle documentation.

   1. Feb 21st to have a draft for Xiaoying.

6. Website updates.

   1. Brisey to review box folder and update the website. - Feb 21st.

   2. Xiaoying to upload winter survey.

Agenda

1. Final review Winter-AVP.

Attendees

@Xiaoying Liu ,@Kevin Meleedy , @Brisey Lopez Bello , @Shruti Kumar, @Valeria Garcia

Discussion

1. Xiaoying highlighted several points for Valeria across all surveys.

2. GRS. - Approval Pending as Shruti advised that data point regarding Financial Aid should be confirmed. - Xiaoying will do this and provide feedback. - Still pending.

3. Other suggestions from Shruti were:

   • Have Financial Aid double-check this in the future since the team is not SMEs (Shruti).

   • Ask Revveti for the code regarding Pell and loans.

   • GRS vs Dashboard: Verify retention rates, Xiaoying to re-run data.

   • During meeting with Valeria.

     • Xiaoying showed data from the CDS dashboards. - Pell vs subsidized.

     • The 858 for recipients of subsidized Stafford Loan without Pell. Shruti wants to know or verify how is that number being generated. - We just don’t know where that number is coming from.

     • IPED FA will not show the same number when compared with IPEDS GRS (numbers mutually exclusive). FA could have duplicates. Pell vs Loans.

     • Question from Shruti and Valeria, should we run this number by FA.

       • Ask Revetti to share code.

       • We don’t know if it’s on SFA.

       • Shurti will reach out to Steve/Financial Aid asking about this data point.

       • Xiaoing will request code from IT.

       • Final approval/sign off is pending on this actions being completed.

4. Approvals & Sign-Offs

• GRS 200. -Approved by Shruti. -Matches Shruti’s dashboard.

• Admissions. Signed off by Admissions. -Process is complete. IT corrected Admissions data.

• Outcome Measures. -Approved.

• Cost II. - Sign-off is complete.

• Financial Aid. - Sign-off is complete.

Agenda

1. Final review Winter-Director. Surveys included:

Attendees

@Xiaoying Liu ,@Kevin Meleedy , @Brisey Lopez Bello , @Shruti Kumar

Discussion

1. Approvals & Sign-Offs

• GRS 200. -Approved by Shruti. -Matches Shruti’s dashboard.

• Admissions. Signed off by Admissions. -Process is complete.

• Outcome Measures. -Approved.

• Cost II. - Sign-off is complete.

• Financial Aid. - Sign-off is complete.

• GRS. - Approval Pending as Shruti advised that data point regarding Financial Aid should be confirmed. - Xiaoying will do this and provide feedback.

• Other suggestions from Shruti were:

  • Have Financial Aid double-check this in the future since the team is not SMEs (Shruti).

  • Ask Revveti for the code regarding Pell and loans.

  • GRS vs Dashboard: Verify retention rates, Xiaoying to re-run data.

Attendees

@Xiaoying Liu ,@Kevin Meleedy , @Brisey Lopez Bello , @Shruti Kumar

Agenda

Discussion

1. Winter surveys.

   1. Admissions - Xiaoying shared the Admissions survey with Kevin. Kevin then reached out to Admissions and share the box folder containing the survey, requesting their approval. Kevin will follow up with Admissions today.

      1. IT is required to add all the students with Denied status back. This was discussed with IT last year but this wasn't fixed. ODS needs this for building the dashboard for CDS and IPEDS. - This was also discussed during the meeting on 12/16/2024. - DONE.

   2. Cost II- Xiaoying/Shruti went through the changes with Financial AID a while ago. - Follow up with Admissions.

   3. Student Financial Aid. Follow up with Admissions. Kevin.

   4. ODS pulls the data and shares with Admissions for approval. - We still submit an EDR for this one.

      1. They have their own data and compare it with what we give them.

   5. GRS 200- Inconsistencies were found bt the cohort adjustment and internal cohort file (ODS). Xiaoying met with IT and discussed these discrepancies. IT will work on adjusting their logic to fix the issue. - Xiaoying will check with IT for updates (today 01/14). She hasn’t heard anything back since we came back from the winter holidays.

   6. GRS. - DONE, ready to be locked.

   7. Outcome measures have no issues so far. - Once the SIF file is submitted (Due 01/17, Registrar’s Office), we will then re-run the appworx job to populate the students that are still enrolled. Xiaoying will complete this next week.

2. Check on pending items from the Registration Cycle. - Report Mapping update. - Shruti will reach out to Tracy Armes to follow up on this. - Target Dec 20th. - DONE. Shuti reached out to Tracy Armes and she confirmed that this process is still ongoing.

3. Documentation

   1. Kevin discussed the need for documentation for the newly added survey Cost I and II. - Brisey will create required issues in Jira. - Kevin to work on this next week. - Jan 31s target date. -

      1. Kevin needs to draft the steps and run it by Xiaoying.

4. Brisey will send the invites for final and exec review. - DONE.

Attendees

@Xiaoying Liu ,@Kevin Meleedy , @Brisey Lopez Bello , @Shruti Kumar

Agenda

Discussion

1. Winter surveys.

   1. Cost II- Xiaoying/Shruti went through the changes with Financial AID a while ago.

   2. ODS pulls the data and shares with Admissions for approval. - We still submit an EDR for this one.

      1. They have their own data and compare it with what we give them.

   3. GRS 200- Inconsistencies were found bt the cohort adjustment and internal cohort file (ODS). Xiaoying met with IT and discussed these discrepancies. IT will work on adjusting their logic to fix the issue.

   4. Admissions - IT is required to add all the students with Denied status back. This was discussed with IT last year but this wasn't fixed. ODS needs this for building the dashboard for CDS and IPEDS. - This was also discussed during the meeting on 12/16/2024.

   5. GRS and Outcome measures have no issues so far.

   6. Kevin will check in with Financial Aid to check on progress/current status.

   7. Xiaoying will follow up with IT through email, when we are back from the Winter break. -

2. Check on pending items from the Registration Cycle. - Report Mapping update. - Shruti will reach out to Tracy Armes to follow up on this. - Target Dec 20th.

3. Documentation

   1. Kevin discussed the need for documentation for the newly added survey Cost I and II. - Brisey will create required issues in Jira. - Kevin to work on this next week. - Dec 20th target date. -

4. Brisey will send the invites for final and exec review. - DONE.