DRAFT_IPEDS_PWS__for_RFI.doc

Integrated Postsecondary Education Data System

Web-based Data Collection

2013-14, 2014-15, 2015-16, 2016-17

DRAFT Performance Work statement I.

Introduction

I.A.

Purpose of Study

The United States Department of Education (ED) requires a large, complex data collection as part of the Integrated Postsecondary Education Data System (IPEDS) program at the National Center for Education Statistics (NCES), a part of the Institute of Education Sciences (IES). This data collection is designed to continue a series of cross-sectional data collections mandated by the Higher Education Act of 1965 (as amended). The method for the data collection shall be a web-based survey. Each collection shall culminate in a tabular report, documented data files, and release of data through online dissemination and analysis tools.

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.A.2.

Program Overview IPEDS is the Department’s core postsecondary education data collection program. It is comprised of institutional-level data used to describe trends in postsecondary education at the institutional, 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.;

· Enrollments of undergraduate and graduate students by race/ethnicity and gender;

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

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

· Institutional retention and graduation rates for undergraduate student cohorts;

· Institutional revenue and expenditure patterns by source of income and type of expense;

· Salaries of full-time instructional faculty by academic rank; and

· Other issues of interest.

The current contract number is EDIES09C0006 and the contractor is RTI International.

The IPEDS universe contains over 7,600 institutions. Institutions with a program participation agreement with the Office of Federal Student Aid to participate in the Title IV federal financial assistance programs are required to respond (approximately 7,400 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 avocational 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 2013-14 data collection and continue through the 2016-17 collection, 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 period 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. The government shall decide whether to extend this contract for the additional 60 months.

I.B.

Quality Control

ED is firmly committed to determining how well each project meets the project goals, the quality of data collected, and implications for future projects. Project quality control should be integrated into every phase of the project. For instance, potential problems should be identified early so that possible solutions may be tested. Survey methodology is to be presented in detail for use by all data users. Thus, in this, as in other Center projects, statistical quality control shall be incorporated into each stage as appropriate (see Section I. C).

I.C.

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

II. Scope of Work

Independently and not as an agent of the United States Government, the contractor shall provide all personnel, materials, services, and facilities necessary for the project and perform the tasks as described below.

II.A. Base Contract Tasks:

· Task 1 — Management

Provide all initial management and review tasks, including overall project quality control, reporting, preparing and updating the RIMG/OMB Forms Clearance package for submission, and preparing and updating all necessary IT and Security documentation as part of the OMB 300 reporting process.

· Task 2 — Technical Review Panel

Establish and administer the Technical Review Panel process to advise the contractor on issues related to postsecondary education and the conduct of IPEDS.

· Task 3 — Web-based Data Collection System

Update and prepare the web-based data collection system software for the data collection within each survey cycle.

· Task 4 — Data Collection and Data Use Training Train IPEDS data providers on the preparation, submission, and use of IPEDS data and train the higher education community on access to and use of IPEDS and other NCES postsecondary datasets.

· Task 5 — Data Collection Administration Conduct the data collection, including institutional report mapping, updating the coordination tree, communications with CEOs, keyholders, and coordinators, providing reports on issues and challenges, conducting a data quality review, and migrating data to the data dissemination system.

· Task 6 — Help Desk for Data Provider and Data User Support Support keyholders, coordinators and data users with a help desk, assist institutions without adequate web resources, prompt nonrespondents, and assist with the use of online tools and data requests.

· Task 7 — Reporting and Publications Prepare imputations, develop data files, reporting methodology, produce First Look reports, compendium and state tables, Web Tables and Descriptive Reports.

· Task 8 —Online Data Dissemination System and Analysis Tools

Update, maintain, and provide enhancements to the IPEDS data dissemination system and online tools.

· Task 9 — Outreach at Conferences Present at conferences to provide critical information to IPEDS data providers and users.

Note: Each of these tasks relates to work required during each survey cycle (2013-14, 2014-15, 2015-16, and 2016-17). 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.

II.B. Optional Task The Government may choose to exercise any of the following two options. The decision of whether to exercise these optional tasks or not will be based on several factors including available funding and staffing resources.

If Option A or Option B is exercised, the contract length will not be extended.

Optional Task A

Optional Task B

Task Descriptions

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 the ten days 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 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.

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.

Subtask 1.3 Major IT Management 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. The attached Excel spreadsheet displays criteria reviewed in past assessments (Program_Assessment_Template_FY12.xls).

Subtask 1.4 RIMS/OMB Forms Clearance

The RIMS/OMB Forms Clearance package for the 2013-14 collection cycle has been approved by OMB and the package for the 2014-15 – 2016-17 data collection cycle has been submitted for clearance. 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 2015 for the 2017-18 data collection. 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. if Option A is exercised).

Task 2.

Technical Review Panel

The contractor shall establish a Technical Review Panel (TRP) of approximately 60 higher education experts and conduct three (3) meetings during the conduct of each data collection year in order to obtain peer review of plans for improvement to IPEDS data collection and products and to foster communications with data providers and users. TRP members should be representative of the Title IV universe (e.g. by region, institutional sector, state agencies, researchers and data users, etc.). Meetings of the IPEDS TRP will be 2-day meetings held in the Washington, DC area. Each of the three meetings of the TRP shall be coordinated with a one-day meeting of the National Postsecondary Education Cooperative (NPEC) on a day either before or following the meeting of the TRP.

The contractor shall consult NPEC to identify possible meeting topics related to IPEDS data collection requirements and products. The core of the TRP shall include the 15 members of NPEC. Then, based on the topic and their areas of expertise, an additional subset of the TRP (approximately 15), will attend these meetings. The contractor shall pay for all associated expenses, including travel and per diem for non-Federal members/attendees.

The contractor shall prepare logistical 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.

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.

Task 3.

Web-based Data Collection System

The contractor shall update the web-based registration and data collection system software, including any additions of new survey data items 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 and xml);

· 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. All software shall ultimately be operational on the NCES servers located at 1990 K Street, NW, Washington, DC.

Subtask 3.1 Development of Data Collection Software

The contractor shall update the web-based software system for the collection of data. Screens, edits and system functions 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 2003, IIS6, SQL Server 2005, ASP.NET 1.1 - 4.5, and MVC 3. 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 contractor shall provide software and documentation for screens, edits, and all other system functions. 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. Two (2) weeks after the date the survey closes, documentation of all final edit specifications and related error messages shall be delivered. The specifications shall detail all range checks, excluded values, reserve codes, preload/recursive comparisons, warning message text, and error message text for each variable identified within a screen. In addition, contractor shall discuss the current collection screens with NCES staff and make suggestions for changes/clarifications if warranted. Any screen changes suggested by the TRPs and presented in the final actions memo 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 testing six (6) weeks prior to registration opening. Any preview screens, which show data to be collected in the future, should be received no later than two (2) weeks before the Fall data collection period begins. Final screens with any changes requested by NCES 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 Assistive Technology Team 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 suggested by the IPEDS Technical Review Panel or required by law.

Subtask 3.2 Software Installation

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.

On NCES production server: 1 week prior to 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 for increasing 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

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, a list of IPEDS trainers, an IPEDS training schedule, downloadable training materials, and information about how to request a training session. The contractor shall also produce an evaluation report of the entire IPEDS training program that includes (1) a summary of all face-to-face training events held, including data on evaluations by participants; (2) statistics on the use of online training options; (3) metrics on the effectiveness of training and grant activities; and (4) a plan for improvements for the next year.

Subtask 4.2 National Data Policy Institute

The contractor shall be responsible for all tasks associated with the conduct of the annual National Data Institute held in the Washington, DC area.

The Institute occurs over 5 to 7 days and is designed for institutional researchers, faculty, graduate students, and other postsecondary researchers interested in studying higher education through use of federal datasets. Up to sixty (60) individuals shall be accommodated annually, including covering transportation to Washington, D.C., training center accommodations, a fixed per diem reimbursement for meals and incidental expenses for the duration of the Institute.

The purpose of the Institute is to provide researchers, institutional decision-makers and others with opportunities to gain access to and experience with the IPEDS data and some of the most comprehensive education data resources in the nation. The Institute aims to achieve four major objectives: (1) stimulate interest in using IPEDS and other federal data to address current and future research questions in institutional research, education, and the social sciences; (2) instruct participants in the methods of collecting and using IPEDS and other federal data to conduct analyses; (3) enhance understanding about methodological and technological issues relevant to IPEDS and national sample survey data collections; and (4) improve future NCES data collection and analysis, specifically IPEDS.

The contractor shall disseminate information about the Institute; organize and operate an application announcement and review process; make applicant decisions and communicate them to the candidates; make all travel arrangements needed to get participants to and from the Institute; develop and carry out reimbursement procedures; negotiate and contract for meeting and accommodation space; provide for telecommunications and computer equipment and support; provide on-site logistical support; provide on-site support to participants; and recruit leading national policy researchers as speakers for policy seminars. Contractor shall develop the training agenda for the Institute and work with, and provide logistical support to, NSF personnel and the ED COR to develop and deliver the instructional package. The COR shall provide final approval for all speakers, materials, including related announcements/web postings/brochures, and the agenda.

Within six (6) weeks following the Institute, the contractor shall deliver the final data policy institute package, which shall include an evaluation report and copies of the call for proposals, institute agenda, and any training materials made available to the attendees at the sessions.

Annual Data Policy Institute Package

September 1

Subtask 4.3 Development of Curricula and Training Trainers

The contractor shall update current curricula and training materials addressing changes in IPEDS and the needs of the national institutional research community. The contractor shall also conduct a workshop for IPEDS trainers. Curricula, training materials, and training protocols for the provision of data and the use of the web-based IPEDS data tools shall be covered. Training at this workshop shall also deal with the impact of data systems and technology changes on postsecondary organizational relations, and internal institutional training needs. The contractor shall make all training materials available for download and use by the trainers electronically.

The contractor shall recruit up to fifty (50) institutional researchers, registrars, and other data experts from the higher education community to serve as IPEDS trainers. The contractor shall select a subset of trainers (up to 20) to serve as core to the training program and assist in the development of content and materials and deliver face-to-face workshops. The remaining trainers shall use their knowledge to assist in outreach to IPEDS data providers and users and increasing awareness of IPEDS and NCES as rich sources of data.

The contractor shall conduct annual train-the-trainers sessions prior to the opening of each data collection cycle (typically in the summer), with the assistance of ED staff, in the Washington, D.C. area. The contractor shall provide site selection, logistical support and training materials, and the COR shall approve these. In each 2-3-day session, up to fifty (50) trainers shall be trained in skills and knowledge development related to IPEDS and the delivery of training. From this group, the contractor shall select, with COR approval, trainers to develop training materials and conduct workshops (with honoraria and expenses paid) at the state and regional levels and serve as instructors for online courses. (see subtasks 4.4-4.6 below). The contractor shall perform an evaluation of the train-the-trainer meeting 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 a Train-the-Trainer 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.

Subtask 4.4 IPEDS Workshops for Training of Institutional Personnel

The contractor shall provide training on the provision and use of IPEDS data and other national databases to institutional research personnel in face-to-face training programs. The face-to-face sessions may be offered as part of professional development programs of institutional research or other professional associations. The contractor shall provide site logistics. The contractor shall prepare all curriculum and materials.

The training shall be done in a series of twenty (20) – thirty (30) one-day workshops that cover the technical aspects of IPEDS data collection and tools. Targeted clients for these training sessions are the institutional personnel who supply data to IPEDS or use the data for institutional purposes. A minimum of twenty (20) people and up to fifty (50) shall be trained in each face-to-face workshop.

The contractor shall pay for all associated expenses, including travel and per diem for all participants.

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 4.5 Online Training Materials

The contractor shall develop and make available for download online training and instructional modules for (a) new keyholders, (b) each of the IPEDS survey components that provide details about how to report data using the data collection system, (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, online streaming video and audio, and online courses. Training materials for data collection shall be available for download when the corresponding data collection opens and shall be approved of by the IPEDS Team Leader and relevant 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.

Deliverable(s):

See Subtask 4.1

Task 5.

Data Collection

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) draft of CEO letters; and (3) 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 draft the 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.

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 weekly electronic newsletter (for example, “This Week In IPEDS,” see http://nces.ed.gov/IPEDS/news_room/) and the IPEDS listserv (http://ipedslistserv.rti.org/), through which data providers and users can communicate with each other regarding reporting to IPEDS and using IPEDS data and that the help desk staff and IPEDS survey directors can use to monitor questions and potential problems during the data collection.

As part of this outreach plan, the contractor shall develop and enhance a social media presence for IPEDS through outlets such as Facebook and Twitter to allow for the possibility of quicker and more immediate communication.

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.

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 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.

Task 6 Help Desk

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.

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 70,000 total inbound and outbound phone calls and approximately 9,000 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).

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).

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.

Task 7.

Reporting

The contractor shall prepare data files (including imputation for nonresponse) and three descriptive First Look reports including the methodology used based on the collected 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 First Look Analysis Materials

The contractor shall deliver a set of draft materials for each First Look publication (Fall, Winter, Spring). The draft materials must include:

· First Look Outline

· Imputation Specifications

· Derived Variable Specifications

· Table Shells

The format for a First Look report will be:

· An introduction (limited to 2 pages maximum containing information about the history and purpose of the data collection and the data collection’s target population, time and geographic coverage);

· One page of purely descriptive bullets – perhaps called “selected findings”;

· 3-8 text pages of tables;

· An appendix of 1 to 2 pages containing a standard description of the sample design, data collection and methodology, along with information regarding such things as population size and survey frame, sample size, and response rates and their derivations.

For the imputation specifications, the contractor shall identify key variables within the completed data, compare methods for imputation of missing data (both instrument and item nonresponse), and propose specifications for imputations for the key variables.

For the Derived Variable Specifications for the tables within the First Look, the contractor shall create up to 40 derived variables, based upon computations using the collected data and other IPEDS data. Included with the specifications for these derived variables, the contractor shall include the distributions of these variables based on the first 2,000 completed cases.

The contractor shall create up to 10 different table shells. Table shells that describe each proposed table shall detail the columns, rows, spanners, and the subsample (if any) used as well as the planned table title. Included within the body of these table shells, the contractor shall include the table values based on the first 2,000 completed cases.

Subtask 7.2 Data Files

The contractor shall create the data files. Pre-imputed data files created from the data collection system shall be verified by the contractor to ensure that they add check, that all derived variables are accurately developed, that all status codes are correct, and that data are in the correct format. These clean files will be used for the Preliminary version of the First Look.

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. These fully edited and imputed files will be used to produce the Provisional version of the First Look. 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.

Winter - 8 weeks after data collection period closes

Spring - 8 weeks after data collection period closes

Subtask 7.3 First Look Reports, Methodology Report, and Tables

The contractor shall prepare three (3) First Look (Preliminary) reports based on the preliminary data files, and three (3) First Look (Provisional)…