ApolloSRMFree tool · IPEDS 2026-27
Your IPEDS reports, from one student file, without your student data leaving the room.
Upload one spreadsheet of your students. Get your Completions, 12-month Enrollment, Fall Enrollment, Graduation Rates and Student Financial Aid numbers laid out screen by screen, plus draft import files for your keyholder. Free. We ask for your contact details once, the first time you click in the tool.
- Your file is read in your browser and never uploaded
- Built for private career colleges
- Your keyholder reviews and files
The 2026-27 collection windows
Next keyholder deadline: Fall, Oct 28, 2026, 29 days from now.
Fall
OpenCloses Oct 28, 2026 · 29 days left
Institutional Characteristics, Completions, 12-month Enrollment, Cost
Winter
Not open yetOpens Dec 9, 2026 · in 71 days
Graduation Rates, 200% Graduation Rates, Student Financial Aid, Admissions
Spring
Not open yetOpens Dec 9, 2026 · in 71 days
Fall Enrollment, Finance, Human Resources
These dates come from the NCES 2026-27 schedule. We count whole days from today. We do not know what time of day a window closes, so confirm your own deadlines in the Data Collection System (DCS).
How it works
Four steps. We ask for your details once, at the start.
- 1
Upload
Drop in one workbook or up to six CSV files from your student system. Your browser reads them.
The first time you click in the tool, a short form asks for your name, work email, phone and school. After that, your file is read by your browser and stays there. It is never uploaded to ApolloSRM.
- 2
Preview
See which reports your file can support, a data-quality score and the problems we found.
- 3
Open
One click opens the full report. There is no second form.
- 4
Download
Take the dashboard, the screen tables, a PDF, an Excel workbook and draft import files to your keyholder.
What you get
The reports a career college owes NCES, worked out from your own file.
Each report below is labeled by what the tool does with it. Where a report needs figures that are not in a student file, we lay out the screen and you fill it in.
Form 80
Completions
Awards by program, level, race and sex, completers by age, and the import files.
Computed from your fileForms 112 and 39
12-month Enrollment
Unduplicated headcount by attendance, race, sex and student type. Instructional activity when your file carries hours.
Computed from your fileForms 51 and 77
Fall Enrollment
Headcount, age, where first-time students live, entering class and retention. The student-to-faculty ratio is a worksheet.
Computed from your fileGR and GR200
Graduation Rates
Computed when your file reaches back to the 2023 entrants (2022 for the 200% report). If it does not, you type the cohort and we lay it out.
Computed from your fileForms 18 and 16
Student Financial Aid
Group counts and the aid grid, on the same student groups as enrollment so the numbers agree. Military benefit rows need your aid sheet.
Computed from your fileForm 102
Admissions
Open-admission schools answer two screening questions. Selective schools get the applicant funnel from an optional sheet.
Worksheet you fill inForm 101
Outcome Measures
Degree-granting schools only. Computed, with an import file, when your file reaches back to the 2018 entrants and you type your census dates. Otherwise we lay out the screen for you to fill.
Computed from your fileInstitution-level
IC, Cost, Finance, Human Resources
These are not in a student file. We lay out the screens for the right office to fill. There are no import files for them.
Worksheet you fill inOut of scope
Academic Libraries, ACTS, graduate-only schools
Libraries is discontinued. ACTS is for selective four-year schools, and we have not built it. Four-year schools get their own enrollment, graduation rate and completions screens, with graduate students counted apart. We do not build the financial aid form for schools with graduate students only.
Not built
Every report also comes with
- A dashboard of your headline numbers
- Tables laid out like the DCS screens
- A data-quality score with a plain list of what to fix
- A branded PDF
- An Excel workbook
- Draft import files for your keyholder
Peer comparison
Where public federal data is loaded for schools like yours, you see where you sit. A comparison appears only when at least five peer schools have the figure.
The report builder
Build your report
Pick your school, choose two settings, then add your file.
Tell us about your school
Only the school level and the reporter type are needed. Everything else has a sensible default you can change.
Start typing. We search a public list of career colleges.
This sets how we turn hours into full-time equivalent students: 900 clock hours, 45 quarter credits or 30 semester credits.
Two more answers (both optional)
This decides whether the 12-month enrollment report has a high-school (dual enrollment) section.
We use it for one check only. NCES expects your 12-month count to be at least as high as last fall.
Four questions NCES asks that your file cannot answer
Each answer changes what we show, not how many students we count. If you are not sure, leave it as it is. You can come back and change it.
Your student data
This stays in your browser
Student records are protected by FERPA, the federal student privacy law. This tool is built so your student file never has to be shared with us. Your browser reads the file, does the math, draws the charts and builds the downloads on your own computer. There is no upload step.
Because we never receive the file, we have nothing of yours to store or hand over. The copies on your computer, and the reports you download, are still covered by your school’s own rules for student data.
What the contact popup sends us
- Your name, work email and phone number
- Your school’s name, and its federal ID number if you picked it from our list
- The consent sentence you agreed to
- Your school level and reporter type, if you had already chosen them
- If you come back on the same browser, a note that the visit happened: the page and your language, nothing else, so the same person can follow up
What we never receive
- Your file, or any row from it
- Student names, IDs or any other identifier
- Any number worked out from your file: no counts, no scores, no breakdowns by race, sex, program or report. The popup is sent before you add a file, so it cannot include any
To avoid asking twice, we save one small cookie in your browser. It holds a random lead number, never your name, email or phone, and it lasts 180 days.
Two smaller requests do go to our servers. As you type a school name, the text you type is sent to our public school list to find matches. When the report opens, one request asks for peer schools using only school-level details such as your federal ID number, never anything from your file.
What this tool is, and is not
- ApolloSRM is not affiliated with the National Center for Education Statistics. This tool does not file anything. Your keyholder reviews these figures and uploads them in the IPEDS Data Collection System.
- Confirm in the DCS that each form applies to you. NCES decides applicability from your IC and screening answers; we do not.
- Institution-level components (IC, Cost, Finance, HR) cannot be computed from a student file. We laid them out for you to fill; we did not produce import files for them because their layouts were not part of what we verified.
- Import files are written to the 2026-27 layouts published by NCES. Review them before upload; a file we write is a draft for your keyholder, not a submission.
- Peer figures are public federal data (College Scorecard and IPEDS). We only show a comparison when at least five peer schools have the figure.
Questions
What registrars ask first
Is this affiliated with NCES?
No. ApolloSRM is not affiliated with the National Center for Education Statistics. The layouts and rules come from the materials NCES publishes for 2026-27, and where those materials disagree with themselves, the tool follows the form and leaves a note on that screen.
Does it file my IPEDS reports for me?
No. The tool does not file anything and does not connect to the Data Collection System. Your keyholder reviews the figures and the draft import files, then uploads them in the DCS.
What if my file has student names or Social Security numbers?
The tool ignores those columns before it does anything else. The preview names the columns it skipped so you can see it happened. Nothing in your file, including those columns, is sent to us.
What is the “Sex unknown” line, and how does the tool handle it?
For 2026-27, NCES asks for Male and Female on every screen and a separate Sex unknown total on some. You choose how to spread unknowns across Male and Female on the other screens, and that choice is written on every output. We never read names, so we do not offer NCES’s option of assigning by name.
What is the difference between a program reporter and an academic reporter?
Your answer to the calendar question in IC decides it in the DCS, and it changes which dates count. The tool asks which one you are, uses your answer for every date rule and says which choice it used. If the DCS shows you the other form, come back and switch.
What does the contact popup send?
Your name, work email, phone number, school, the consent sentence and, if you had already chosen them, your school level and reporter type. It appears the first time you click in the tool, before any file is added, so it cannot send a student record or any number from your file. We save one small cookie so we do not ask again, and if you return we note the visit (the page and your language, nothing else).
Now imagine these numbers coming straight off the live record.
In ApolloSRM the same student record feeds your census figures directly, so there is no spreadsheet to build the week before a window closes. Your keyholder still reviews and files.