# Set up your data for IPEDS Fall Enrollment processing

## The `produce_ef1_report` function requires 2 separate dataframes, one with row-level students and one with pre-aggregated retention counts.

## The dataframes must follow the format described below

### Student data requirements

> - One row per person
> - One IPEDS Unitid per file
> - Columns with values and types as described below in any order (additional columns are allowed)
> - Double-starred column names (**) are only required in years when IPEDS collects that information. In off-years, you can omit the columns or enter any placeholder value.

Column names can use any capitalization method you like. Do NOT include (**) in the column names.

Column Name | Column Type | Acceptable Value - Definition
--- | --- | ---
Unitid | Numeric | (relevant unitid; xxxxxx)
StudentId | Character or Numeric | (any unique identifier for each student)
StudentLevel | Character | Undergraduate Graduate
IsFullTime | Numeric | 0 - Not full time (Part time) 1 - Full Time
IsFirstTime | Numeric | 0 - Not First Time 1 - First Time
IsTransfer | Numeric | 0 - Not a transfer student 1 - Transfer student
IsRecentGrad** | Numeric | 0 - Did not graduate from high school in the previous 12 months 1 - Graduated from high school in the previous 12 months
IsDegreeCertSeeking | Numeric | 0 - Not degree/certificate seeking 1 - Degree/Certificate seeking
DistanceEd | Numeric | 0 - Enrolled in no distance ed classes 1 - Enrolled in some distance ed classes 2 - Enrolled entirely in distance ed classes
Sex | Numeric | 1 - Male 2 - Female
GenderDetail | Numeric | 1 - Men 2 - Women 3 - Unknown sex [4 - Another gender: deprecated starting Sept 2025; will be recoded to 3 (Unknown) if in your file]
RaceEthnicity | Numeric | 1 - Nonresident alien 2 - Hispanic/Latino 3 - American Indian or Alaska Native 4 - Asian 5 - Black or African American 6 - Native Hawaiian or Other Pacific Islander 7 - White 8 - Two or more races 9 - Race and ethnicity unknown
Age** | Numeric | Any number
AdmitState** | Numeric | 1-98: FIPS code for student state of residence at the time of admission; can see list of options on the IPEDS Fall Enrollment blank submission form. Note: Only required for first-time undergraduates
OnlineState | Numeric | 1-98: FIPS code for student state of residence when enrolled entirely in online classes; can see list of options on the IPEDS Fall Enrollment blank submission form. Note: Only required for fully-online students
UnitidState | Numeric | 1-98: The FIPS code for your institution
Cip130000** | Numeric | 0 - Not Applicable 1 - Student has declared a major under this 6-digit cip code
Cip140000** | Numeric | 0 - Not Applicable 1 - Student has declared a major under this 6-digit cip code
Cip260000** | Numeric | 0 - Not Applicable 1 - Student has declared a major under this 6-digit cip code
Cip270000** | Numeric | 0 - Not Applicable 1 - Student has declared a major under this 6-digit cip code
Cip400000** | Numeric | 0 - Not Applicable 1 - Student has declared a major under this 6-digit cip code
Cip520000** | Numeric | 0 - Not Applicable 1 - Student has declared a major under this 6-digit cip code
Cip220101** | Numeric | 0 - Not Applicable 1 - Student has declared a major under this 6-digit cip code
Cip510401** | Numeric | 0 - Not Applicable 1 - Student has declared a major under this 6-digit cip code
Cip511201** | Numeric | 0 - Not Applicable 1 - Student has declared a major under this 6-digit cip code

### Retention data requirements

> - One row for full-time counts, one row for part-time counts
> - One IPEDS Unitid per file
> - Columns with values and types as described below in any order (additional columns are allowed)

Column Name | Column Type | Acceptable Value - Definition
--- | --- | ---
Unitid | Numeric | (relevant unitid; xxxxxx)
IsFullTime | Numeric | 0 - Not full time (Part time) 1 - Full Time
OrigCohort | Numeric | Number of first-time students in the prior-year cohort
Exclusions | Numeric | Number of first-time students to be excluded (removed) from the prior-year cohort
Inclusions | Numeric | Number of first-time students to be included (added) to the prior-year cohort
StillEnrolled | Numeric | Number of prior-year first-time students who are still enrolled in the current year (their second year) or have completed their bachelor’s program in that time

### Student-faculty ratio

This information will be collected via pop-up box. Type the correct number for your institution’s ratio when prompted.