DRAFT - PWS - IPEDS.pdf

DRAFT PERFORMANCE WORK STATEMENT

CONTROLLED UNCLASSIFIED INFORMATION/

GENERAL PROCUREMENT AND ACQUISITION CONTROLLED UNCLASSIFIED INFORMATION

INTEGRATED POSTSECONDARY EDUCATION DATA SYSTEM

WEB-BASED DATA COLLECTION

I. Introduction……………………………………………………………..……….……… 2

I.A. Purpose of Study……………………………………………………………………2

I.A.1 Legislative Authority……………………………………………………

I.B. NCES Standards…………………………………………………………………………4

II. Scope of Work……………………………………………………………………………4

Task 1 – Management……………………………………………………………….5

Task 2 - Technical Review Panel (optional)……………………………………………………6

Task 3 - Web-based Data Collection System………………………………………7

Task 4 – Respondent Training, Research, and Dissemination Activities (optional)……….10

Task 5 - Data Collection Administration…………………………………………13

Task 6 - Help Desk for Data Provider and Data User Support…………………15

Task 7 - Reporting and Publications……………………………………………...17

Task 8 - Online Data Dissemination System and Analysis Tools………………..22

Task 9 - Outreach at Conferences (optional)………………………………………………

Task 10 –Logistics (optional)…………………………………………………….24

Task 11 – College Scorecard……………………………………………………….25

III. Transition-In Activities………………………………………………………………...32

IV. Transition-Out Activities……………………………………………………………...32

I. Introduction

I.A. Purpose of Study

The Integrated Postsecondary Education Data System (IPEDS) is the Department of Education’s core postsecondary education data collection program. It is comprised of institution-level data used to describe trends in postsecondary education at the institution, state, and national levels, as well as to provide students and families with consumer information about colleges and universities. For example, IPEDS is used to provide information on:

• Characteristics of postsecondary institutions, including admissions information, tuition charges, programs offered, etc;

• Admissions applicant information by test scores, GPA, household income, Pell grant eligibility, and parent education by race/ethnicity and sex;

• Enrollments of undergraduate and graduate students by race/ethnicity and sex;

• Financial aid (grants and loans) awarded to undergraduate students;

• Degrees and certificates conferred by type of program, level of award, and race/ethnicity and sex of recipient;

• Institutional retention and graduation rates for undergraduate student cohorts;

• Outcomes for different cohorts of students;

• Salaries of full-time instructional faculty by academic rank;

• and

• Institutional revenue and expenditures by source of income and type of expense.

The IPEDS universe contains over 6,200 institutions. Institutions with a program participation agreement with the Office of Federal Student Aid (FSA) to participate in the Title IV federal financial assistance programs are required to respond (approximately 6,000 institutions). For non-Title IV institutions, responding to IPEDS is voluntary. IPEDS currently includes approximately 200 degree-or certificate-granting non-Title IV institutions. These institutions must have a primary mission of the provision of postsecondary education and be open to the public. Postsecondary education is defined as the provision of formal instructional programs the curriculum of which is designed primarily for students who have completed the requirements for a high school diploma or its equivalent. This includes academic, vocational, and continuing professional education programs, but excludes vocational and adult basic education programs.

The following types of institutions are included in the IPEDS universe: 4-year (baccalaureate or higher degree- and certificate-granting institutions), 2-year institutions (associate granting institutions, generally community and technical colleges), and less-than-2-year institutions (institutions that grant awards that typically result in terminal occupational awards or are creditable toward a formal 2-year or higher award). Each of these categories is further disaggregated by control (public, private nonprofit, private for-profit) resulting in nine institutional sectors. Specialized, but compatible, reporting formats have been developed for these nine sectors of postsecondary education providers.

This design feature accommodates the varied operating characteristics, program offerings, and reporting capabilities that differentiate postsecondary institutional sectors while yielding comparable statistics for all sectors. In some instances, specialized reporting formats have been developed for nondegree-granting and degree-granting institutions as well.

The IPEDS web-based data collection is conducted annually, typically over a 10-month period (August to May) during three different collection cycle periods (fall, winter, and spring). Each collection cycle has unique opening and closing dates and use web-based survey procedures. Further information concerning IPEDS and the design of the web-based collection is available at http://nces.ed.gov/ipeds/.

This study will begin with the 2026-28 cycle and continue through the 2029-31 data collection cycle, covering four (4) full data collection cycles. All data shall be collected using a web-based system. In addition to including data in tabular reports that includes methodology information, the data for each responding institution are to be displayed within the College Navigator system (see http://nces.ed.gov/collegenavigator/) and in the IPEDS data dissemination systems.

IPEDS will be a 24-month base contract with three 24-month option periods. The total period of performance of the contract and option periods is 60 months. Each option period corresponds with a complete survey cycle for a period of about 24 months, from initial preparation of survey screens and edits through adjudication of the final report and documentation. Each subsequent option period will overlap for a period of 12 months.

2026-2028

Cycle 2027-2029

Cycle 2028-2030

Cycle 2029-2031

Cycle IPEDS Activity 04/2026 -

04/2028 04/2027 - 04/2029

04/2028 - 04/2030

04/2029 - 04/2031

Task 1 - Management X X X X Task 2 - Technical Review Panel X X X X Task 3 - Web-based Data Collection System X X X X

Task 4 - Respondent Training, Research, and Dissemination Activities

X X X X

Task 5 - Data Collection Administration X X X X

Task 6 - Help Desk for Data Provider and Data User Support X X X X

Task 7 - Reporting and Publications X X X X Task 8 - Online Data Dissemination System and Analysis Tools X X X X

Task 9 - Outreach at Conferences X X X X Task 10 – Travel and Logistics X X X X Task 11 – College Scorecard X X X X

I.A.1. Legislation NCES is authorized by law under the Section 153 of the Education Sciences Reform Act of 2002 (P.L. 107-279). Accordingly, NCES “shall collect, report, analyze, and disseminate statistical data related to education in the United States and in other nations…”

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 of 1965, as amended.

The completion of the surveys is mandated by 20 USC 1094, Section 487(a)(17) and 34 CFR 668.14(b)(19).

I.B. NCES Standards All work conducted under this contract must, at a minimum, meet NCES standards and guidelines.

NCES has developed and implemented a set of standards that set guidelines to ensure the quality of http://nces.ed.gov/ipeds/ http://nces.ed.gov/collegenavigator/

NCES’ work. These standards are to be followed by NCES staff and their contractors in performing the day-to-day work of NCES. The current standards are available at https://nces.ed.gov/statprog/2012/.

II. Scope of Work

II.A. Base Contract Tasks

Task 1 - Management

Task 2 - Technical Review Panel (optional)

Task 3 - Web-based Data Collection System

Task 4 – Respondent Training, Research, and Dissemination Activities (optional)

Task 5 - Data Collection Administration

Task 6 - Help Desk for Data Provider and Data User Support

Task 7 - Reporting and Publications

Task 8 - Online Data Dissemination System and Analysis Tools

Task 9 - Outreach at Conferences (optional)

Task 10 –Logistics (optional)

Task 11 – College Scorecard

Note: Each of these tasks relates to work required during each survey cycle. Further explanations regarding these tasks that are among those needed to adequately complete this IPEDS project are provided in Task Descriptions below. While this list is not exhaustive, when coupled with the detailed specifications for milestones and deliverables, it should serve to illuminate the complexity of the overall study and provide guidance in its conduct.

Task Descriptions

**CHANGES TO ANY DELIVERABLE DUE DATES MAY BE COORINDATED AND APPROVED VIA

EMAIL BETWEEN THE CONTRACTOR, CONTRACTING OFFICER, AND CONTRACTING OFFICER

REPRESENTATIVE

Task 1. Management

The contractor shall manage this IPEDS project in an efficient manner that fosters communications with staff, the Contracting Officer's Representative (COR), and potential users of the data.

Subtask 1.1 Post Award Conference Package

Within two (2) weeks after contract award (or funding in subsequent years), the contractor’s project director and other key project staff as identified in the proposal shall meet with the Contracting Officer, the Contract Specialist, the COR, and other appropriate ED staff to review the https://nces.ed.gov/statprog/2012/ overall contract tasks, to identify potential problems and possible solutions, and to discuss areas of concern related to the proposed project staffing plan and other management requirements. The primary purpose of this meeting is to refine the management, staffing, and scheduling plans. These refinements are not to alter the specifications of the contract, but to provide management information for use by both the contractor and the government in monitoring the work to be performed. This conference is also to help the contractor to make use of the experience and materials that ED staff has gained over the years and assist the contractor in developing a quality control plan for the help desk activities. In addition, due to the uncertainties of large data collection projects, the contractor shall develop and maintain a detailed schedule for all activities of the project.

Deliverable(s): Due/Scheduled date Post Award Conference Package including report, schedule, and quality control plan

Two weeks after post award conference

Subtask 1.2 Monthly Reports

The contractor shall report monthly on the progress made in accomplishing the project tasks, the consumption of funds, problems encountered, and plans for the next month. The progress reports shall also include quality control data according to the quality control plan developed in Subtask 1.1 and updates to the schedule.

Vouchers shall also be submitted to ED electronically according to ED requirements.

Monthly Reports Monthly (on or before) 20th

Subtask 1.3 Major IT Management and Reporting

The contractor shall manage necessary reporting for ED’s IT investments (both hardware, software, and service) related to this contract. As such, the contractor shall develop and execute an IT management plan to address:

• Management processes;

• Requirements documentation, execution, testing, and implementation (e.g., a Requirements

Traceability Matrix);

• Cost and schedule management;

• Quality management;

• Risk management;

• Performance management;

• Operational analysis; and

• Security & privacy.

The contractor shall respond to an IT project assessment program, set goals in the above areas, and develop corresponding measures to track progress in improving the Department's IT investment related to this contract. In addition, the contractor shall track all investments in information technology and split out costs and schedule for defined IT activities in accordance with the Department's and OMB's guidance. Offerors should note that the projected value of the IT investment in this contract requires additional reporting than was the case in previous contracts.

Recently, reporting requirements have changed annually and may require adapting to changing circumstances.

Subtask 1.4 RIMS/OMB Forms Clearance

The RIMS/OMB Forms Clearance package through the 2027-28 collection cycle has been approved by OMB. Contractor shall prepare, in its entirety, the RIMS/OMB Forms Clearance package for future survey cycles for submission (including SF 83) when OMB clearance is due to expire or other changes to IPEDS are needed to be requested. The next OMB clearance package will need to be developed in Fall 2028 for the 2028-29 through 2030-31data collection cycles. While this process typically is only required every three years, it can sometimes occur more frequently when Congress requires changes be made to IPEDS or other changes to IPEDS are occurring (e.g. legislative changes).

In addition, the collection requires OMB Change Memos between clearances to detail minor changes in communications packages, instructions, FAQs, and the IPEDS Keyholder Handbook. All changes must be final by June 30 of each year so that they can be submitted to the NCES OMB Desk Officer.

RIMS/OMB Forms Clearance Package November 30 (in applicable years) OMB Change Memo June 30

Task 2. Technical Review Panel

The contractor shall establish a Technical Review Panel (TRP) of approximately 60 higher education experts that are representative of the Title IV universe (e.g. by region, institutional sector, state agencies, researchers and data users, etc.). The contractor shall conduct one (1) virtual meeting during the conduct of each data collection cycleto obtain peer review of plans for improvement to IPEDS data collection and products and to foster communications with data providers and users. The contractor shall consult the National Postsecondary Education Cooperative (NPEC) to identify possible TRP meeting topics.

Each meeting will have a total of approximately 45 attendees:

• The 15 members of NPEC (the core of the IPEDS TRP);

• A subset of the TRP (approximately 20) based on the topic and their areas of expertise, and;

• Up to 15 federal attendees.

The contractor shall prepare information packets to provide to meeting participants, prepare and provide meeting agendas and materials, prepare detailed minutes and summaries of TRP meetings, post the summary for public comment, and summarize comments received as a result of a public comment period. The TRP is designed to advise and work with the contractor to improve IPEDS data collection and products, data quality, and user-friendliness; the TRP does not report to or advise the Department.

The contractor shall provide a full list of the approximately 60 members of the TRP that includes at a minimum the member’s name; title; institutional or organization affiliation; contact information;

sector of the institutional/organizational affiliation (e.g. public, 2-year institution, state agency, etc.);

role related to IPEDS reporting (e.g. keyholder, coordinator, etc.); and the member’s areas of expertise in postsecondary education.

For each meeting, the contractor shall deliver both a pre-meeting and post-meeting package. The pre-meeting package shall consist of a list of invitees, agenda, and meeting materials, including a preliminary copy of the paper to be presented at the meeting. The post-meeting package will include the participant list, a copy of all finalized meeting materials, meeting minutes, summary of TRP discussions and suggestions for posting, and summaries of public comments in response to posting.

As part of the post-meeting package, the contractor shall also prepare a document outlining any recommendations they have for NCES based on the outcome of the TRP meeting and subsequent public comment periods. In addition, when appropriate, the contractor shall prepare a final action report that details any changes made to IPEDS or action taken by NCES as a result of the suggestions of a meeting of the TRP. A final action report may not be required of each meeting of the TRP.

Full list of TRP members June 1 Pre-meeting packages 4 weeks before each meeting of the TRP Post-meeting summary packages 12 weeks after each meeting of the TRP Final action reports June 1 (when appropriate)

Task 3. Web-based Data Collection System

The contractor shall update the web-based registration and data collection system software, including any changes to current components and the development of the new survey components as required by new reporting requirements issued by Congress or the Department. The software shall:

• Allow differing levels of permissions (view, update, lock; user, coordinator, administrator) and multiple institution access;

• Display registration and data entry screens;

• Allow entry of data both manual (key entry) and file upload (.txt);

• Contain range, prior year, and other edit checks;

• Allow for updating of prior year data;

• Provide for communication with IPEDS keyholders, coordinators, survey specific contacts, and institutional CEOs;

• Allow for efficient migration of data from collection into data files for display and analyses;

• Operate smoothly on NCES equipment;

• Require user ids and password for entry as required by NCES standards; and

• Allow for 500 or more users to operate the system at once.

The resulting software shall meet all IES Web standards and IES requirements and expectations for broad compatibility and ease of access and use. A “.gov” hostname (typically hostname.ed.gov) is required for all government funded websites under OMB Memorandum M-23-22 and the 21st Century Integrated Digital Experience Act (https://digital.gov/resources/delivering-digital-first-public-experience/). If standards change during the time of the contract, the contractor shall follow the updated standards. All software shall ultimately be operational on the IES/NCES servers.

The Department of Education (ED) owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which ED shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines https://digital.gov/resources/delivering-digital-first-public-experience/ to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

The contractor shall ensure that all IPEDS web-based systems are housed in the IES Data Center, which has a FISMA Moderate Authority to Operate. In addition, the contractor shall also ensure that IPEDS web-based systems are developed using Microsoft .NET Framework and Microsoft SQL Server.

The contractor, and all sub-contractors, shall comply with the Department of Education’s IT security policy requirements, specifically those set forth in the Security Requirements for Contractors Doing Business with the Department of Education. Additionally, the contractor, and all sub-contractors, shall develop and implement management, operational and technical security controls to assure required levels of protection for information systems.

Subtask 3.1 Development of Data Collection Software

The contractor shall update the web-based software system for the collection of data. The contractor shall provide software for screens, edits and system functions which shall be operational according to the agreed upon schedule. Item addition and changes to the current component as well as the creation of new survey components necessary to fulfill new reporting requirements issued by Congress or from other sources shall be included. This shall also include all system menus, user maintenance, Help maintenance, SQL Editor, Glossary maintenance, CIP code maintenance, and FAQ maintenance. The software shall be designed, tested and documented as functional. The IES environment for development and operation of the software is currently as follows: Windows Server 2012, IIS8, SQL Server 2012, ASP.NET 1.1 - 4.5, and MVC 3 and .Net Core 2.2. However, over the life of the contract, the environment may change; thus, the contractor shall be prepared to match all upgrades as they are implemented.

The testing site on the contractor’s servers shall be made available at least 4 weeks prior to the survey cycles opening. This will allow for the review of preliminary data screens and collection edits, as well as the testing of functions of the system prior to survey cycles opening. The functions of the data collection system software shall include, but are not limited to, the following:

• Identification number assignment

• Institution information and status update

• Edit resolution

• Universe maintenance routines

• Report generation

• Follow-up queries

• Migration

To develop the system, at least three (3) months prior to a survey opening for data collection, the contractor shall discuss edit changes with the survey director for the related component. Edit programming shall be available for testing at least four (4) weeks prior to data collection and these shall be functional on the contractor’s web site. In addition, contractor shall discuss the current collection screens with survey staff and make suggestions for changes/clarifications if warranted.

Any screen changes approved through OMB are to be incorporated into the data collection. Other changes required by changes in law or statute must also be incorporated as needed. All preliminary screens, instructions, and other data collection items shall be delivered to NCES staff for review six

(6) weeks prior to registration opening. Any preview screens, which show data to be collected in the https://www2.ed.gov/fund/contract/about/bsp.html https://www2.ed.gov/fund/contract/about/bsp.html future, should be received no later than two (2) weeks before the Fall data collection period begins.

Final screens with any changes requested by survey staff must be delivered and available on the data collection website when registration opens.

All software developed shall comply with the accessibility standards published by the U.S. Access Board pursuant to Section 508 of the Rehabilitation Act as amended by Congress in 1998. The Information Technology Accessibility Program (ITAP) in the Office of the Chief Information Officer (OCIO) will evaluate the system for compliance. The data collection systems software will be modified annually to reflect any changes to the data collection items or components as required by law and approved by OMB.

Deliverable(s): Due/scheduled date Testing site of data collection system on contractor’s server 4 weeks prior to data collection period

Subtask 3.2 Software Installation and Documentation

The contractor shall request that the data collection system be moved to the NCES production site for data collection opening before the agreed upon data collection opening date for each survey cycle (Fall, Winter, Spring). Prior to having it migrated to production, the contractor shall have the data collection system software moved to the NCES development server during the development period allowing for IES/NCES personnel to provide feedback to the contractor about system requirements.

The contractor shall provide the COR and up to 40 other persons, specified by the COR, access to the software during the development and testing period, the training period, and the data collection period. Help Desk staff shall be trained on the system at least one week prior to the opening of each data collection. The contractor shall ensure complete functionality and compatibility with the NCES production environment during the testing period. Documentation shall include structure and content of all databases and program code complete with the calling relationship of code modules and function entry points. Also included in the documentation shall be all final edit specifications and related error messages.

Data collection software installation On NCES development server: 2 weeks prior to data collection opening date

On NCES production server: 1 week prior to data collection opening date

Complete documentation of data collection system functions, edits, screens

1 month after data collection opening date

Task 4. Respondent Training, Research, and Dissemination Activities

The contractor shall create and operate a system to:

• increase the number of personnel in postsecondary institutions trained in the skills necessary for reporting institutional data to IPEDS; and

• increase the number of skilled users of the web-based system to analyze the condition of postsecondary education.

Subtask 4.1 Oversight of IPEDS Training Program(optional)

The contractor shall provide oversight and logistics for all components of this task, including coordination of activities with consultants, other organizations, and subcontractors; logistical support for training, including planning, securing resources, and staffing training programs at meetings and other locations throughout the US; and development and dissemination of web-based training opportunities.

The contractor shall make available to the higher education community in an easily accessible format, information about:

• the IPEDS training program, including a list of IPEDS Educators;

• an IPEDS training schedule;

• online viewable training materials; and

• information about how to request a training session.

The contractor shall produce an annual report which evaluates the entire IPEDS training program that includes:

(1) a summary of all virtual training events held, including data on evaluations by participants;

(2)

(3) metrics on the effectiveness of training activities and specific examples of direct benefits of the training to the government; and

(4) a plan for improvements for the next year.

Annual Training Report October 1

National Data Institute Report October 1

Subtask 4.2 Development of Training Curricula (optional)

The contractor shall update current curricula and training materials addressing changes in IPEDS and the needs of the institutional research community. The curricula, training materials, and training protocols for the provision of data and the use of the web-based IPEDS data tools shall be covered at a workshop for IPEDS Educators that shall be conducted by the contractor. The contractor shall make all training materials available for download and electronic use by the Educators.

The contractor shall recruit up to thirty (30) institutional researchers, registrars, and other data experts from the higher education community to serve as IPEDS Educators.

From this group, the contractor shall select, with COR approval, a subset of Educators (up to 15) to serve as core to the training program and serve in various roles, including:

• Mentors in online courses

• Curriculum development (virtual)

• Presenters/instructors o Virtual workshops (with honoraria and expenses paid) at the state and regional levels Lead presenters Assistant presenters o Online courses (see subtasks 4.3 and 4.4 below) and workshops

The contractor shall conduct an annual Institute for Educators virtual workshop prior to the opening of each data collection cycle (typically in the summer), with the assistance of ED staff, virtually. In the 1-day workshop, the IPEDS Educators shall learn skills and knowledge development related to:

• IPEDS; and

• the delivery of training.

The contractor shall perform an evaluation of the Educators workshop to assess its effectiveness and identify areas for improvement; the findings from this evaluation should be included on the overall annual training report included in Subtask 4.1.

In addition, the contractor shall prepare an Institute for Educators package including agenda, list of trainers, and meeting materials, and the COR shall review and approve this package. This package shall be made available to participants at the session.

Institute for Educators package One week prior to Institute for Educators session

Subtask 4.3 IPEDS Workshops for Training of Institutional Personnel (optional)

The contractor shall provide training in virtual workshops on the provision and use of IPEDS data to personnel in postsecondary institutions who are required to report institutional data to IPEDS or use IPEDS data. The live sessions may be offered as pre- or post-conference workshops at meetings or conferences of professional associations, as stand-alone meetings, or may be offered online. The contractor shall provide platform logistics (see Task 10.3) and prepare all curriculum and materials.

The training shall be done in a series of up to thirty (30) one-day workshops that cover the technical aspects of IPEDS data collection and tools. Targeted attendees for these training sessions are the institutional personnel who supply data to IPEDS or use the data for institutional continuous improvement purposes. A minimum of ten (10) people shall be trained in each live workshop.

A summary of evaluations from workshops shall be included as part of the annual training report in Subtask 4.1.

Deliverable(s):

See Subtask 4.1

Subtask 4.4 Online Training Materials (optional)

The contractor shall develop and make viewable on the training website any online training and instructional modules for:

(a) new keyholders;

(b) each of the IPEDS survey components;

(c) each of the IPEDS data use tools; and

(d) up to ten (10) other topics of interest to IPEDS data providers and data users using a combination of technologies such as Webinars, web tutorials, and online streaming video and audio.

Training materials for data collection shall be available for viewing online when the corresponding data collection opens and shall be approved of by the appropriate survey director prior to release.

Training materials for data dissemination and tools shall be available within three months after any significant changes are made to the tools and must be approved by the COR prior to release.

Information about the usage and developments of these materials, and whether they were delivered prior to data collection opening date or within three months of tools update, shall be included in the annual training report discussed in Subtask 4.1.

In addition, the contractor shall develop and make available a Webinar version (or use of other technologies) of a training for IPEDS data providers detailing upcoming changes to the IPEDS data collection or other (e.g. IPEDS Update) training which may be made available to regional and other conferences when NCES personnel cannot be present. This may be updated as new topics are discussed in the IPEDS Update. The contractor shall work closely with the COR and IPEDS staff to develop and deliver this training.

Subtask 4.5 Development and Maintenance/Continuous Improvement of Keyholder courses (optional)

The contractor shall develop and make available to IPEDS data reporters at least 2 courses of varying levels (e.g., beginner, advanced) developed to help data providers learn skills to decrease their burden in reporting data to IPEDS. Courses should be mentor-supported (using mentors from Educators; see Subtask 4.2) and should require approximately 10–12 hours of study that can be completed within a one-month period.

Once courses are developed, the contractor should ensure that the courses are regularly updated as needed with any changes to the data collection.

Subtask 4.6 Conduct of a National Data Institute (optional)

The contractor shall be responsible for all tasks associated with the conduct of an annual National Data Institute. The Institute would be conducted over approximately 3 days and would accommodate up to thirty (30) attendees, such as institutional researchers, faculty, graduate students, and others interested in studying higher education through use of federal datasets, including IPEDS and other NCES datasets. Conduct of the Institute shall include:

(1) dissemination of information about the Institute;

(1) organization and operation of a competitive application process to select the up to 30 attendees;

(2) development of a multiple-week online course to be completed by all attendees in advance of the meeting;

(3) engagement by attendees in a group research project supported by mentors both prior to and during the meeting; and

(4) a three-day meeting held virtually.

The 3-day meeting will include development of the training agenda and providing logistical support to the COR to develop and deliver the content, including platform selection, classroom set-up, audio-visual support, and help support.

The cycle for each of these meetings is approximately 18 months, which includes time for preparation for the conference, developing content, running the actual conference, and any post-conference summarizations and reports. Because of this, the first conference under this contract will be in 2027, with preparation beginning shortly after the award of this contract.

Conduct of a National Data Institute By August of each year

Task 5. Data Collection Administration

The process of data collection for each institution consists of coordination tree updates, institution and coordinator communication, registration of coordinators and institutional keyholders (allows them access to the system in order to enter and lock data), data entry (with optional file import), adjustments of entries for edit conditions, and locking of data. Coordinators participate in data collection in many ways, including any combination of the following: the provision of import files, viewing partially complete cases, editing entries of institutions, and locking data. Once cases are completed, that is, properly closed and locked by institutions and/or coordinators, data shall be reviewed by the contractor and then migrated from the collection server to a data dissemination server.

Subtask 5.1 Coordination and Collection Communications

The contractor shall develop a coordinator and pre-collection communication package. This package shall include a (1) coordination tree e-mail; (2) approved draft of CEO letters; and (3) approved drafts of keyholders emails.

Updates to the coordination tree may occur at any time during the collection cycles. Many updates, however, occur on an annual basis prior to each academic year data collection. The contractor shall update the coordination efforts required for each institution. The contractor shall use e-mail, telephone calls, and mail to contact and to adjust, as needed, the coordination flow for each institution’s data. The contractor shall begin with the existing coordination tree provided by the COR and work through coordinators to the institutions. Following COR approval, the contractor shall load all modifications of the coordination tree into the web-based data collection system.

The postsecondary institutions (CEOs and previous keyholders) and coordinators shall be contacted through mail, e-mail and telephone prior to and during the collection cycles.

At the time registration opens, the contractor shall mail an alert letter to the CEO of IPEDS institutions with no registered keyholder concerning the upcoming data collection. These letters shall include collection schedule information, specify requirements for Title IV institutions, and instruct the CEO on how to select an institutional keyholder. The contractor shall prepare letters for COR review and approval. The letters shall be developed for the signature of the Associate Commissioner, Postsecondary Studies Division, National Center for Education Statistics.

Initial e-mails shall be sent to all keyholders and coordinators notifying them of the collection schedule and providing the URL, institution identification number and password for annual registration and the toll-free number for the help desk.

As part of a post-collection opening package, the COR shall approve copies of additional e-mails to be sent throughout the data collection period, according to a schedule developed by the contractor and approved by the COR, notifying coordinators of progress and prompting nonresponding institutions.

New keyholders should also be targeted for additional follow-ups. These e-mails will be developed for signature of the IPEDS Program Director, National Center for Education Statistics. Also, as part of the post-collection opening package, the contractor shall provide final text for “thank you” notes that will be sent automatically by the system following registration confirmation and survey locking.

Notifications shall also be sent to the next locking level when an institution locks its data.

Pre-Collection Coordination and Communication Package

June 10 (prior to each collection) or upon request for the OMB package

Post-Collection Opening Communication Package June 10 (prior to each collection) or upon request for the OMB package

Subtask 5.2 Outreach Plan

The contractor shall develop an outreach plan on how it will keep IPEDS data providers and users informed of developments throughout the collection year. Communications may include a semi-regular electronic newsletter (for example, “This Week In IPEDS,” see: https://nces.ed.gov/ipeds/this-week-in-ipeds).

The contractor shall deliver the plan four weeks prior to the opening of keyholder registration. All communications included in the plan from the contractor to IPEDS data providers and users shall be drafted by the contractor and shall be approved by the COR before being sent. In addition to this plan, the contractor shall deliver an Annual Outreach Summary Report at the end of each year detailing what actions actually took place.

Outreach plan 4 weeks before registration opens Annual Outreach Summary Report June 1

Subtask 5.3 Migration Data Review

During data collection, as cases are completed, they shall be reviewed by the contractor prior to migration from the collection server to the analysis server. The contractor shall make available migration review specifications no more than one (1) week after data collection period begins.

Migration review shall include visual review of cases to ensure that they are complete and consistent prior to moving the data to the distribution database. If problems or inconsistencies are discovered, the contractor shall contact the institution or coordinator to resolve the problem(s). The contractor shall complete all data review and migration of the data to the distribution database within 4 weeks of the date data collection closes.

Once the migration review routine is ready, and enough cases have been migrated, the contractor shall confirm that the data in the migrated database correctly match the data within the data collection system. This can be done by looking at a sample of institutions that covers multiple types (e.g., different controls and levels, degree/non-degree) and checking the data within the data collection system against the data in the migrated database.

Data migrated to distribution database Within 4 weeks of data collection close dates

Task 6 Help Desk for Data Provider and Data User Support

At any step throughout the data collection process, institution staff and coordinators may need help in providing IPEDS data. The contractor shall staff a Help Desk to provide answers to questions and administrative support throughout the collection year for using the data collection system. In addition, with the growing use of the IPEDS online tools, data users frequently require assistance with data requests and/or in use of the various IPEDS and other NCES online data analysis tools. A subset of help desk staff shall be dedicated to support data users’ data requests and use of the IPEDS data dissemination system and tools.

Subtask 6.1 Training for Help Desk Operations Staff

The contractor shall develop/update training materials and conduct training of help desk staff to prepare them for each data collection period. Staff shall be trained on use of the web-based system features, the help desk software application, and specifics for each of the surveys. Training shall take place at least one week prior to the opening of each data collection period. A subset of help desk personnel shall also be trained in use of the IPEDS data dissemination systems and tools. This training may be held in conjunction with data collection training or over the summer or at other times as needed. Separate training materials shall be developed for this training session.

Help Desk Training Materials 1 week prior to data collection opening (at Help Desk training)

Subtask 6.2 Data Collection Support

During the period of data collection, the contractor shall have help desk staff available to answer questions from respondents, help with data entry problems, review responses in preparation for migration, and provide general data collection support. The contractor shall establish a toll-free help desk number and an email address to handle calls received and email requests. At a minimum, while data collection is open, the help desk hours will be weekdays 8:30 a.m. to 5:00 p.m. Eastern time.

During the final 10 days before a collection period closes, the help desk shall be open extended hours, at a minimum: 8:30 a.m. to 8:00 p.m. on weekdays; 10 a.m. to 6:00 p.m. on Saturdays; and 1:30 p.m, to 6:00 p.m. on Sundays (all Eastern time).

The contractor shall provide enough help desk staff to adequately handle the anticipated phone call and email volumes. Based on the last three years, there has been an average of approximately 50,000 total inbound and outbound phone calls and approximately 20,000 email exchanges per survey year.

The contractor shall also report various production indices (such as number of completes and call volume) on a daily basis by making such a report available through the Help Desk Application software system (Subtask 6.4).

Annual report on Help Desk Activities Within 6 weeks after final collection coordinator close for data collection year

Subtask 6.3 Data Dissemination/Tools Support

Throughout the entire year, the contractor shall have help desk staff during normal business hours (weekdays 8:30 a.m. to 5:00 p.m. Eastern time) available to answer questions from data users, assist with use of IPEDS and other NCES online tools, and provide general data user support. The contractor shall establish a toll-free help desk number and an email address (separate from the data collection number and email address) to receive calls and email requests. The contractor shall also report various production indices (such as number of completes and call volume) on a daily basis by making such a report available through the Help Desk Application software system (See Subtask 6.4).

Annual report on Tools Help Desk Activities Within 6 weeks after final collection coordinator close for data collection year

Subtask 6.4 Development and Maintenance of Help Desk Application Software

The Higher Education Amendments of 1992 made the reporting of IPEDS data mandatory for all institutions that have a Program Participation Agreement (PPA) with the ED. Institutions that have a PPA are eligible to have their students participate in Title IV federal financial aid programs such as Pell grants and Stafford loans. In order to maintain their eligibility, institutions must complete ALL of the IPEDS surveys. Otherwise they are subject to fines and they may even lose their eligibility to participate in the program. In order for ED to monitor compliance, NCES must provide a list of nonrespondents to each of the IPEDS surveys AND a complete package of copies of all correspondence with the institutions (including dates sent) to the office of Federal Student Aid and the Administrative Actions and Appeals Division (AAAD).

As part of this subtask, the contractor shall develop the Help Desk Application software system for the collection of data related to contacts with the institutions. The system shall track correspondence and calls with the CEOs, coordinators and keyholders, and other data providers and users. The contractor shall provide software and documentation for Help Desk screens and all other system functions. The system shall allow call note identification of nonrespondents to each of the surveys and produce documentation for all contacts with these institutions such that a full package of contacts can be created for nonresponding Title IV schools. The system shall also differentiate calls from data providers and data users, and track calls and requests accordingly. The Help Desk Application shall also include a tracking system that maintains records of all data requests received through the tools help desk.

Functioning Help Desk Application & Documentation July 1

Task 7. Reporting and Publications

The contractor shall prepare data files (including imputation for nonresponse), three sets of web tables, and a methodology report based on the data for the data collection year. The contractor shall provide support capabilities for updating the IPEDS online tools, which are features of the IPEDS system that require input from the data collection system. The contractor shall also create tables from IPEDS data to be included in the NCES College and Career Tables Library (http://nces.ed.gov/datalab/tableslibrary/home.aspx). All deliverables and milestones under this task shall conform to NCES Standards.

Subtask 7.1 Data Release Memo outline

The contractor shall deliver a data release memo outline for each data release (currently Fall, Winter, Spring). The data release memo outline must include:

Description of major changes in file structure or file documentation from prior year for the appropriate IPEDS release;

Information on the universe of institutions;

Summary of Response by IPEDS component.

Data release memo outline 1 week before each data collection period closes

Subtask 7.2 Data Files

The contractor shall extract files from the migrated database to create pre-imputed, fully edited and imputed, and final data files. Once data are extracted the contractor shall create a pre-imputed data file. The contractor shall verify that the data add check, that all derived variables are accurately developed, that all status codes are correct, and that data are in the correct format.

After the data file is fully edited, the contractor shall develop imputation programs and run them against the data file to impute for missing critical items and/or survey nonresponse. Also, as part of this process, the contractor shall verify that the data are reasonable and prepare tables/analysis of the imputation process that indicates the impact of imputations on the database. The contractor shall follow all guidelines and standards for IES/NCES publications in effect at that time including nonresponse bias analysis if needed.

Before finalizing fully edited and imputed data file (in fall, then update in spring for institutions that have changed addresses) coordinate with NCES EDGE program to get Geocode assignments to add to files and update the Header file with the required Geocodes.

Pre-Imputed Data Files 4 weeks after final migrated data Fully Edited and Imputed Data Files 2 weeks after the clean data file is delivered for each data collection period Imputation impact and bias analysis report 2 weeks after approval of fully edited and imputed files http://nces.ed.gov/datalab/tableslibrary/home.aspx

In addition to the current year data, a final data file shall be developed based on data from the prior year revision system. This data file will contain any revisions that respondents have made to their prior year data via the prior year revision system.

Final Data Files 4 weeks after notification of availability of PY revision migrated data

Subtask 7.2.1 Secondary Quality Control

As part of the preparation of data files, the contractor will do some secondary quality control, which includes these activities:

• Quality review of data prior to migration

• Confirmation that all migrations have occurred

• Universe quality review (perfect child campuses no longer needed, confirmation of addition/removal of new UNITIDs, locating inactive institutions with data, etc.)

• Testing of migration routines

• Collating/assembling external data for header file (Carnegie classifications, geocodes, etc)

• Coordinating review of and approving imputed data files

• Preparing data for Data Center release

• Preparing data for College Navigator

• Examining Institutional Characteristics for changes after initial migration and determining proper action to ensure schools receive correct forms

• Derived variable specifications and confirming derived variables are correctly calculated

• Confirming and approving analyses (e.g., Web Tables)

• Addressing external requests

• Checking for links between accreditation file and IPEDS

• Assisting users on an ad hoc basis

Deliverable(s): Due/Scheduled Date:

QC Summary Report 2 weeks after the delivery of fully edited and imputed data files

Subtask 7.3 Web tables and Data Release memo

The contractor shall prepare three (3) sets of Excel-based provisional web tables based on the fully edited and imputed data files for each data collection cycle. As needed, the contractor may also be asked to prepare Excel-based preliminary web tables based on the final migrated/pre-imputed data.

Each web table shall also be accompanied by a data release memo. These reports are subject to various levels of review as described later in this document. The contractor shall follow all guidelines and standards for IES/NCES publications in effect at the time including nonresponse bias analysis, if needed.

Excel-based web tables (provisional) 2 weeks after imputed data are submitted Excel-based web tables (preliminary, as needed)

2 weeks after final migrated data are available

Data release memo (provisional) 2 weeks after imputed data are submitted Data release memo (preliminary, as needed) 2 weeks after final migrated data are available

Subtask 7.4 IPEDS Compendium Tables and State Tables

The contractor shall prepare additional sets of IPEDS tables including the IPEDS Compendium Tables and IPEDS State Tables (see IPEDS Tables Library for current versions). These tables will be created based on the Final data. The Final data is data that may have been revised in prior year revision system submitted by respondents in the current year.