The Catholic University of America

Responsibilities of the Associate Vice President, Financial Planning, Institutional Research and Assessment

Integrated Post-Secondary Education Data System (IPEDS) (20 USC §1094(a))

IPEDS is a web-based data collection system that serves as the postsecondary data collection point for the National Center for Educational Statistics (NCES).  The University must complete surveys through IPEDS to enable the federal government to analyze and report institutional information to the public.  IPEDS collects data in seven areas: 1) institutional characteristics; 2) institutional prices; 3) enrollment; 4) student financial aid; 5) degrees and certificates conferred; 6) student persistence and success; and 7) institutional human and fiscal resources. The IPEDS submission cycles occur in the fall, winter and spring. 

Responsibilities: As set forth more fully below, the Assistant Vice President is responsible for collecting, maintaining and filing/reporting the required data on behalf of the institution.

Program Participation Agreements

An institution may participate in any Title IV, Higher Education Act (HEA) program, other than the LEAP and NEISP programs, only if the institution enters into a written program participation agreement with the Secretary of the Department of Education, on a form approved by the Secretary. A program participation agreement conditions the initial and continued participation of an eligible institution in any Title IV, HEA program upon compliance with the provisions of this part, the individual program regulations, and any additional conditions specified in the program participation agreement that the Secretary requires that the institution meet.

Institutions with Program Participation Agreements (PPAs) are required to complete Integrated Postsecondary Education Data System (IPEDS) filing. Changes made by the Higher Education Opportunity Act of 2008 (HEOA) require updated institutional characteristics forms for data collection beginning in 2008-09. These forms can be found on the IPEDS site. A list of new information that must be collected is set forth on the NAICU HEO page. Completion of the IPEDS filing also fulfills certain Title VII requirements (see below).

Responsibilities The Assistant Vice President is responsible for the following with respect to the foregoing regulations:

1.         Completing the IPEDS filing.

2.         Ensuring that the Program Participation Agreement is recertified no later than 90 days prior to its expiration date, along with provision of any supporting documentation. Generally the agreements are good for six years.

3.         Anytime the Chief Executive Officer (CEO), Treasurer, or Director of Student Financial Assistance change, update the University’s Eligibility and Certification Approval Report (ECAR) with the Department of Education.

Civil Rights Act of 1964 (Title VI and Title VII), Executive Order 11246 and related laws

Title VI prohibits discrimination against an individual on the basis of race, color or national origin under any program or activity receiving federal financial assistance. Title VII prohibits discrimination against any individual with respect to hiring, termination, compensation, or terms, conditions, or privileges of employment because of the individual’s race, color, religion, sex or national origin.  ("On the basis of sex" includes pregnancy, childbirth, or related medical conditions per the Pregnancy Discrimination Act of 1978).  It is also unlawful to discriminate against an employee/applicant for employment because he/she opposed an unlawful employment practice, or made a charge or assisted in an investigation, proceeding or hearing. Executive Order 11246 prohibits employment discrimination based on race, color, religion, sex, or national origin, and governs any entity with government contracts that total $10,000 or more in a 12-month period.  IRS Revenue Procedure 75-50 and Federal Tax law also require non-discrimination in admissions and operations of the University, and pursuant to Federal Register Volume 72, Number 202 (Friday, October 19, 2007, Pages 59266-59279), beginning with the 2010-2011 school year students and staff may report ethnicity and race separately, and are permitted to select more than one race. This latter regulation affects how the institution collects, maintains, and aggregates racial and ethnic data for purposes of reporting to the Department of Education.

Responsibilities: The Assistant Vice President is responsible for the following pertaining to the foregoing laws:

1.         Maintain records for three years regarding the racial and ethnic composition of the students, faculty and staff, to the extent they can be obtained.

2.         Filing and reporting related to IPEDS and with respect to racial and ethnic composition of the students, faculty and staff.

Student Right to Know Law

This law requires an institution that participates in federal student aid programs to disclose graduation rates for the student body. The Higher Education Opportunity Act of 2008 (HEOA) modified this requirement effective August 14, 2008.  Graduation data now must be disaggregated by gender, by major racial and ethnic subgroup, by recipients of Pell Grants, by recipients of a subsidized federal loan who did not receive a Pell Grant, and by recipients of neither a Pell Grant nor subsidized.

Responsibilities:  The Assistant Vice President is responsible for collecting and reporting the required data under this regulation. Data is reported annually by July 1st. 

Completion of the Graduation Rate Survey (GRS) (part of IPEDS reporting) meets the reporting requirements of the Student Right to Know Law. However, following changes made by HEOA the IPEDS form was not updated to include the disaggregated information. Accordingly, data on Pell grants and other information must be collected and made available upon request separately. Note that there is no reporting requirement per se for the 2008 list of disaggregated information. For more on the IPEDS reporting requirements see the NCES webpage on IPEDS.

Virginia Sex Offender and Crimes Against Minors Registry [SB 559/HB 984; Code of Virginia, Chapter 9, Title 9.1]

4 year institutions of higher education physically located in Virginia must transmit to the Virginia State Police certain data regarding applicants that are offered admittance to the institution.  Data to be provided includes: 1) Complete name; 2) SSN or equivalent; 3) date of birth; 4) and gender.  Regulation also applies to individuals enrolled in on-line and distance education. 

Responsibilities:  The Assistant Vice President is responsible for transmitting the required data to the Virginia State Police.

Accreditation for Middle States. The Assistant Vice President is responsible for completing the Middle States Institutional Profile on an annual basis. This report is due each spring.


Integrated Post-Secondary Education Data System (IPEDS)

Changes to 2008-09 IPEDS Prompted by Higher Education Opportunity Act

Related Policies

Information Security and Assurance Policy

Non-Discrimination/Equal Opportunity/Affirmative Action Policy

Student Records Policy