IPEDS Data Center User Manual by bzh37299

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									A S D F A S F D A S




NATIONAL CENTER FOR EDUCATION STATISTICS
Integrated Postsecondary Education Data System (IPEDS)




           IPEDS Data Center
                User Manual
A S D F A S F D A S




  INTEGRATED POSTSECONDARY EDUCATION DATA SYSTEM (IPEDS) DATA CENTER


                         User Manual




                        National Center for Education Statistics
                                  1990 K Street, NW
                               Washington, DC 20006
                                 Phone 202.502.7300
                                     nces.ed.gov
Table of Contents
    Introduction ..........................................................................................1
             Getting Started........................................................................................... 2
             Helpful Hints and Tips ............................................................................... 4
    Create / Download an Institution Group ............................................5
             By Names or UnitIDs.................................................................................. 6
             By Groups ................................................................................................... 8
                        EZ Group ............................................................................................................. 9
                        Automatic Group............................................................................................... 12
                        Saved Group ..................................................................................................... 13
             By Variables..............................................................................................13
             By Uploading a File ..................................................................................18
             Modifying Your Institution Group ............................................................19
             Saving Your Institution Group .................................................................20
    Create / Download a List of Variables............................................. 21
             Browse/Search Variables........................................................................22
                        Browsing the IPEDS Variable Tree................................................................... 22
                        Searchinbdg g for Variables by Name and/or Keyword ................................. 28
             Create Derived Variables.........................................................................31
                        Summation Variables ....................................................................................... 33
                        Difference Variables......................................................................................... 34
                        Ratio Variables.................................................................................................. 35
             Upload Variables ......................................................................................36
             Modifying Your List of Variables..............................................................37
             Saving Your List of Variables...................................................................38
    Look up an Institution....................................................................... 40
    Download Survey Data Files............................................................. 43
    Compare Individual Institutions ....................................................... 46
    Create Group Statistics..................................................................... 55
    Rank Institutions on One Variable ................................................... 66
    View Trend for One Variable............................................................. 72
    Generate Pre-Defined Reports......................................................... 79
    Download Custom Data Files ........................................................... 83
INTRODUCTION
                                                                                       Chapter



                                                                                        1
       Introduction
       This chapter introduces you to the basic format of this User
       Manual and provides a general overview of the IPEDS Data
       Center features and functionalities.



       T
               he Integrated Postsecondary Education Data System (IPEDS) is the National
               Center for Education Statistics’ (NCES) core postsecondary education data
               collection program. Information is collected annually from all providers of
               postsecondary education in fundamental areas such as enrollments, program
       completion and graduation rates, institutional costs, student financial aid, and human
       resources.

       The primary means by which these data are released to both providers of
       postsecondary education and the public is through the IPEDS Data Center.
       Designed as a centralized, web-based tool for the retrieval and analysis of IPEDS
       data, the system allows users to access and evaluate institutional data using a wide-
       range of analytical features that includes the ability to construct customized data sets,
       download full data files, and to create different reports including statistics and trends.

       This user manual is intended to guide you through the various functions, processes,
       and capabilities of the IPEDS Data Center. While most users should find that they
                                 are able to successfully and effectively navigate the system
             I C O N K E Y       without a detailed set of instructions, a wealth of
         ! Critical information  information, hints, tips, and insights are provided to help
                                 focus your time and efforts more productively. Some users
            Hints/tips
                                 may find that browsing is a better way to learn from this
            Key terms            manual than reading straight through it. This will depend
             Test your knowledge largely on the extent and goals of usage, as well as on your
                                 past experience with other NCES software applications
       such as the Peer Analysis System (PAS), Dataset Cutting Tool (DCT), Executive Peer
       Tool (ExPT), and Data Analysis System (DAS).




                                                 1
INTRODUCTION




The user manual is divided into sections representing each of the major functions
within the Data Center. You can access it at any time by clicking on the        link
from the navigation menu at the top of the screen. Additionally, context sensitive
help buttons are available throughout. Look for the           icon for guidance and
information related to a specific screen or process.


Getting Started
Upon accessing the Data Center main page, the Main Menu is displayed on the left
side of the screen, as shown below. As its name implies, this menu contains links and
navigation controls to all other parts of the system. You can access this page at any
time while working in the Data Center by clicking on the
image or the                 link from the navigation menu at the top of the screen.
Clicking on the first will keep the information you already have in the system,
whereas the Start over link will clear your session.

Click on a task from the main menu to begin your Data Center session. You can hold
the mouse over a menu option without selecting it to view a brief description of the
related functionality, as shown below:




    !            Note: The Data Analysis System and Executive Peer Tool
                 menu options will take you outside of the Data Center to the DAS
                 and ExPT websites, respectively.



                                         2
INTRODUCTION




Additional options are also available under the Shortcuts… menu. Returning users
can click on the related links quickly create and save a new institution group or
variable list for use with any of the wide-range of Data Center tools and
functionalities (this can also be done within each function). Additionally, users can
use the ‘Upload a previously saved session’ to enter a saved session number.

Once you have selected a task, you will be asked to indicate the type of data you want
to access:

       Publicly Released Data – Publicly released data are data that have been
       published and released to the general public via NCES First Look reports.
       These data have been reviewed and include imputations (statistical estimates)
       to account for missing pieces of data. Select this option and click Continue to
       continue using the Data Center at the guest/public level of user access.

       Additional Early Release Data – The Additional Early Release Data option
       includes access to both publicly released data and early release data that have
       been reviewed but may or may not contain imputations. These data are not
       yet available to the general public, only to institutions that have submitted
       data to IPEDS. As a result, you must login to the Data Center with a valid
       user name and password in order to access these data. To login, use your
       institution’s UnitID as both your User Name and Password; then click Login.


                 Imputation
                 A method of estimating data (or filling in the blanks) for institutions
                 that did not respond to a data item or survey.


Explore the system as needed to familiarize yourself with all of the available features
and functionalities. You can use the Main Menu drop down at the top of the screen
to navigate between tasks at any time, as shown below:




                                          3
INTRODUCTION




Helpful Hints and Tips
Here you will find some general hints and tips for using the IPEDS Data Center.
More detailed tips related to specific functions within the application can be found in
the corresponding sections of this user manual.

   You can always call the IPEDS Data Center Help Desk at 866-558-0658.

    You can save session data at any time and access it later during subsequent Data
    Center sessions by clicking on the                  link at the top of the screen.
    Your data will be saved on the NCES server for 30 days. It is recommended
    that you save frequently to avoid potential data loss resulting from system
    failures, power outages, or other unforeseen circumstances.

    When generating a report, you can use the tabbed links at the top of the screen
    to quickly navigate back and forth between steps, as shown below:




    Any institutions and/or variables you select for a particular function or process
    will be stored in your My Institutions and My Variables lists respectively
    throughout your Data Center session. This allows you to easily reuse your
    selections for various operations without having to navigate the same screens
    and processes multiple times. Click on               to see the lists and/or make
    changes.

    Most lists in the Data Center can be sorted based on various criteria such as
    Institution Name, Variable Name, Data Year, or Ranking Value. Look for active
    column headings (displayed with an underscore) to identify lists that can be
    sorted; then click on the corresponding column heading to sort the list
    accordingly. For example, you might click on Institution Name to view a list
    of search results in alphabetical order by institution name. By default, results are
    generally displayed in ascending order (A-Z or lowest to highest numeric value),
    but you can click on a column heading multiple times to toggle the view
    between ascending and descending order.




                                           4
CREATE /   DOWNLOAD        AN   INSTITUTION          GROUP


                                                                                             Chapter




       Create / Download an Institution
                                                                                              2
       Group
       This chapter contains detailed instructions for creating, modifying,
       and saving a list of institutions for a data file or report in the
       IPEDS Data Center.



       A
                 wide range of customizable reports and analytical tools are available for
                 review and analysis of institutional data in the IPEDS Data Center. These
                 are all discussed in greater detail in subsequent chapters of this User
                 Manual.

       It is important to note however, that regardless of which tool you are using, the first
       step in creating any data file or report within the Data Center is to select the
       institutions that you want to compare or evaluate. This can be done in several ways
       (click on the links below to learn more about each):

               By Names or UnitIDs

               By Groups

               By Variables

               By Uploading a File (Power User Account Required)


       The methods you use will most likely vary depending on your data needs and which
       report you are generating, so it is a good idea to familiarize yourself with each of the
       available processes.

       Note: The selection of institutions can also be completed within an individual function, and does
       not need to be completed via Create/Download an Institution Group.

       As you select institutions, they will be stored in your My Institutions list for
       continued use throughout your current Data Center session. You can modify this list
       at any time, or save it for future use in subsequent Data Center sessions. Click on the
       links above to learn more about each process.



                                                     5
CREATE /      DOWNLOAD        AN   INSTITUTION       GROUP




By Names or UnitIDs
This is the default method of selecting institutions for your data file/report. You can
use this option to search for institutions by full or partial Institution Name or
UnitID.


                 UnitID
                 The unique six-digit identifier assigned to all institutions that have
                 submitted data to IPEDS.



You can access this option at any time by clicking on the By Names or UnitIDs
link from the Select Institutions toolbar, as shown below:




Enter your search value in the box provided, as shown in the example above. A list
of potential matches will be displayed as you type. Remember, you do not need to
enter the entire Institution Name; the system will return results for partial names as
well.


      Tip

   When searching for institutions by UnitID, you can enter just one UnitID
   or a list of multiple UnitIDs separated by commas. The latter option will
   greatly reduce your search time for larger Institution Groups.




                                          6
CREATE /     DOWNLOAD        AN   INSTITUTION       GROUP




Click on an institution to add it to your Institution Group, as shown below:




You can also click on           to open the full list of search results in a new
window and select multiple institutions from this list to include in your data
file/report:




     !           Note the active column headers for Institution Name, City, and
                 State. This list can be sorted! Click on the related column heading
                 to sort the list of search results accordingly.



Click on the corresponding checkboxes to select the institutions that you want to
include in your Institution Group. You can also click on Check all to select the
entire list of institutions, or Uncheck All to clear any selections you have made and
start again.


                                          7
CREATE /     DOWNLOAD        AN    INSTITUTION          GROUP




Once you are satisfied with your selections, click Continue. The specified
institutions will be added to your My Institutions list, as shown below:




You can add additional institutions to this list at any time by clicking on the By
Names or UnitIDs link to search again, or by using one of the other available
options from the Select Institutions toolbar.

                Test your knowledge:
                Using the By Names or UnitIDs option, create an Institution Group
                comprised of all Ivy League universities in the United States. Your list should
                include: Brown University, Columbia University, Cornell University, Dartmouth
                College, Harvard University, Princeton University, University of Pennsylvania,
                and Yale University. When you are finished save your Institution Group to
                complete this exercise.




By Groups
Instead of constructing your own Institution Group you can have the system
generate one for you. To access this option, click on the By Groups link from the
Select Institutions toolbar, as shown below:




                                            8
CREATE /      DOWNLOAD        AN   INSTITUTION       GROUP




Several methods are available for creating a system-generated Institution Group.
Click on the links below to learn more about each:

       EZ Group

       Automatic Group

       Saved Group


EZ Group
The EZ Group method allows you to quickly create an Institution Group based on
one or more frequently used criteria such as sector of institution, geographic
location, or specialized educational mission (e.g. Historically Black College or
University, Tribal College, etc.).

To generate an EZ Group for use with your data file/report, complete the following
steps:
Step 1: Select the year
Start by identifying the universe from which you want to select your Institution
Group. By default, the most recent data year available will be selected as the universe
year, but you can choose an alternate year at any time by clicking on the change
year link, as shown below:




                                          9
CREATE /     DOWNLOAD       AN   INSTITUTION       GROUP




Step 2: Select from common categories and characteristics
Once you are satisfied with your universe year, select from the available categories
and characteristics. The items on the left can be selected by clicking the
corresponding checkbox (e.g., Title IV participating, HBCU).




To select an item from the list on the right side of the screen and click on the
adjacent    icon to open a pop-up window containing a list of available values, as
shown below:




                                        10
CREATE /      DOWNLOAD        AN   INSTITUTION       GROUP




Using the checkboxes provided, select the value(s) that you want to apply to your
Institution Group. You can also click on Check All to select the entire list of values,
or Uncheck All to clear any selections you have made and start again.

When you are satisfied with your selections, click Save to save your entries and close
the pop-up screen.

You can select as many conditions as you want. The system will return a list of
institutions that match all of the specified criteria. Note that as you select various
criteria they will be displayed at the bottom of the screen for your reference:




Once you are satisfied with the selected criteria, click Search. If you have already
selected/uploaded institutions for a previous function during the current Data
Center session you will be prompted to choose from the following options for
creating your new Institution Group:

       Combine the two sets and eliminate duplicates
       Click on this option to combine the results of the current query with any
       existing institutions in your My Institutions list and eliminate any duplicates.
       Keep only the institutions existing in the two sets
       Click on this option to retain only those institutions that are present in both
       the results of the current query and your existing My Institutions list.
       Disregard the previous set and keep this one
       Click on this option to remove any existing institutions from your My
       Institutions list and use only the results of the current query.


                                          11
CREATE /      DOWNLOAD         AN    INSTITUTION           GROUP




Any institutions that match the specified criteria will automatically be added to your
My Institutions list for the current data file/report.


                 Test your knowledge:
                 Using the EZ Group option, create an Institution Group comprised of all Land
                 Grant institutions in the state of Montana for data year 2006. The resulting
                 Institution Group should contain a total of 8 institutions. When you are finished,
                 save your Institution Group to complete this exercise.




Automatic Group
If you have selected a Comparison Institution for the current data file/report, you
can use the Automatic Group option to generate an automatic peer group for the
selected institution based on a set of predefined criteria such as control and level of
institution, degree-granting status, Title IV status, Carnegie Classification, and
geographic region. This list is the same as the peer group created in the ExPT for an
institution’s Data Feedback Report.

To utilize this option, click on Automatic Group from the By Groups toolbar, as
shown below:




If you have already selected/uploaded institutions in this function, or while working
in a previous function during the Data Center session, you will be prompted to
‘Combine the two sets and eliminate duplicates’, ‘Keep only the institutions existing
in the two sets’, or ‘Disregard the previous set and keep this one’ (for more detail,
see p. 11).

The system will automatically compile a list of peers for the selected Comparison
Institution and add them to your My Institutions list for the current data
file/report.

                 Test your knowledge:
                 Using Pennsylvania State University – Main Campus (UnitID 214777) as
                 your Comparison Institution, generate an Automatic Group of peers for this
                 institution for use with any data file/report in the Data Center. The resulting
                 Institution Group should contain a total of 30 institutions. When you are
                 finished, save your Institution Group to complete this exercise.



                                              12
CREATE /      DOWNLOAD        AN   INSTITUTION        GROUP




Saved Group
Similar to the Automatic Group option, the Saved Group option allows you to load a
saved institution group for a selected Comparison Institution defined by the institution
itself.

To utilize this option, click on Saved Group from the By Groups toolbar, as shown
below:




     !
                  Saved Groups are not available for all institutions. If a Saved
                  Group is not available for the specified Comparison Institution, an
                  error will occur, and you will be prompted to select another means
                  of creating your Institution Group.


If you have already selected/uploaded institutions in this function, or while working
in a previous function during the Data Center session, you will be prompted to
‘Combine the two sets and eliminate duplicates’, ‘Keep only the institutions existing
in the two sets’, or ‘Disregard the previous set and keep this one’ (for more detail,
see p. 11).

The system will automatically load the saved peer group, where applicable, for the
selected Comparison Institution and add it to your My Institutions list for the
current data file/report.



By Variables
The By Variables method allows you to construct an Institution Group based on
one or more shared characteristics such as size, geographic location, control of
institution, or Carnegie Classification. You can search for institutions using any
IPEDS variable or combination of variables you want. For example, you might use
this option to compile a list of public 4-year institutions in the Mid East region of the
United States, or to select all institutions in the state of California with a total
enrollment of more than 10,000 students.




                                           13
CREATE /      DOWNLOAD         AN   INSTITUTION         GROUP




To access this option, click on the By Variables link from the Select Institutions
toolbar, as shown below:




Start by choosing the variables that you want to use to define your Institution
Group. If you have already selected/uploaded variables for a previous function
during the current Data Center session, your existing My Variables list will
automatically be displayed.


                My Variables
                As you navigate the Data Center, selecting IPEDS variables for
                various functions and purposes, these variables are stored in your
                My Variables list for easy access should you wish to use them again
                during the current session.


You can select up to 20 variables to use as your criteria for creating your Institution
Group. Choose from the existing variables in your My Variables list, or select new
variables for this purpose using any or all of the following options:

       Browse/Search Variables
       This is the default method of selecting variables for your data file/report.
       Browse a list of IPEDS variables, and/or search for variables by name or
       keyword.
       Choose From My Variables
       Return to your My Variables list. Please note that this option is only
       applicable if you have already selected/uploaded variables during the current
       Data Center session.
       Create Derived Variables
       Derive new, custom variables from the existing IPEDS survey variables
       through addition, subtraction, or division.
       Upload Variables
       Upload a saved list of variables created in the Data Center or the IPEDS
       Peer Analysis System. Please note that a Power User account is required to utilize this
       option.


                                             14
CREATE /     DOWNLOAD        AN   INSTITUTION      GROUP




Note: Selecting variables is a process critical to a number of functions in the Data
Center. For detailed instructions, please refer to Chapter 3 – Create / Download a
List of Variables.

Any new variables that you select for this process will be added to your My
Variables list, as shown below:




     !           Note the active column headers for Year and Variable. This list
                 can be sorted! Click on the corresponding column heading to sort
                 the variables in a particular file accordingly.



Click on the corresponding checkboxes to select the variables that you want to use to
define your Institution Group; then click Continue.

Next, use the Institution Selection Form (shown below) to identify the values that
you want to apply to your search:




                                         15
CREATE /      DOWNLOAD         AN   INSTITUTION          GROUP




Note that if you have selected a Comparison Institution for the current data
file/report, the Comparison Institution Value for each variable is displayed on the
right side of the screen for your reference.


                Comparison Institution
                A Comparison Institution (previously known as the Focus
                Institution in IPEDS PAS), while not required, can still be selected
                for most reports in the Data Center. This feature allows you to
                highlight an institution in a data file/report and compare its variable
                values with those of a user-selected or system defined peer group.


Select a variable and click on the adjacent       icon to open the corresponding Search
Value(s) pop-up screen:




Depending on the type of variable you have selected, you will be prompted to enter
your search value(s) in one of two ways:

              By selecting one or more values from a list of available options (as
              shown in the example above), or

             By entering numeric values and using operators to define your search
              criteria as follows:

                                    Operators

                          >         (greater than)
                          <         (less than)
                          =         (equal to)
                          >=        (greater than or equal to)
                          <=        (less than or equal to)




                                             16
CREATE /     DOWNLOAD          AN    INSTITUTION          GROUP




For example, you might enter <15000 to identify institutions with in-state tuition of
less than $15,000; or >=10000 to locate institutions with a total enrollment greater
than or equal to 10,000 students, as shown below:




     !
                 Numeric entries must be in the form of whole numbers and should
                 not contain any special characters (e.g. commas, decimals, dollar signs,
                 etc.). The only exception to this is ratio defined variables where use of
                 a decimal point is required for entry of search values.


When you are finished entering the search values for a particular variable, click Save
to save your entries and close the Search Value(s) pop-up screen. Repeat this
process for each of the variables in the Institutions Selection Form. You can
reopen the Search Value(s) window for any variable at any time to modify your
selections.

Once you have specified search values for each of the variables in the Institutions
Selection Form, click Submit. If you have already selected/uploaded institutions in
this function, or while working in a previous function during the Data Center
session, you will be prompted to ‘Combine the two sets and eliminate duplicates’,
‘Keep only the institutions existing in the two sets’, or ‘Disregard the previous set
and keep this one’ (for more detail, see p. 11).

Any institutions that match the specified criteria will automatically be added to your
My Institutions list for the current data file/report.


                 Test your knowledge:
                 Using the By Variables option, create an Institution Group comprised of all
                 private not-for-profit four-year institutions in the District of Columbia. (Hint:
                 Your list of variables should include Sector of institution and State
                 abbreviation.) All of the selected variables should be for the 2006-07 data year.
                 The resulting Institution Group should contain a total of 12 institutions. When
                 you are finished save your Institution Group to complete this exercise.




                                              17
CREATE /     DOWNLOAD         AN   INSTITUTION       GROUP




By Uploading a File
If you have a previously saved Institution Group created in either the Data Center or
the IPEDS Peer Analysis System that you would like to use in the current data
file/report, you can retrieve it at any time by clicking on the By Uploading a File
link from the Select Institutions toolbar, as shown below:




     !
                 Please note that a Power User account is required to upload Institution
                 Group files to the Data Center. Click on the link to Login, and then
                 enter your User Name and Password when prompted. If you do not
                 have a Power User account you can create one by clicking on the link
                 to Become a Power User.


Once you have logged in, you can retrieve your file by entering the complete path
and filename in the box provided, as shown below; or you can use the Browse
button to locate the file on your computer’s hard drive. Hint: Institution Group files
will have a filename extension of .uid.




When you are finished, click Submit to upload your saved Institution Group. If you
have already selected/uploaded institutions in this function, or while working in a
previous function during the Data Center session, you will be prompted to ‘Combine
the two sets and eliminate duplicates’, ‘Keep only the institutions existing in the two
sets’, or ‘Disregard the previous set and keep this one’ (for more detail, see p. 11).

The uploaded institutions will automatically be added to your My Institutions list
for the current data file/report.




                                          18
CREATE /      DOWNLOAD        AN   INSTITUTION       GROUP




Modifying Your Institution Group
As you select institutions, they will be added to your My Institutions list, as shown
below. Note that the institutions in this list are stored throughout your current Data
Center session for use with any data files or reports you choose to generate. You can
add additional institutions to the list at any time by clicking on one of the available
options from the Select Institutions toolbar.




To make changes to the list, click on Modify; then choose from the following
options:
       Keep Selected
       Using the checkboxes provided, select the institutions that you want to keep
       in your Institution Group; then click on Keep Selected. Any institutions that
       you have not selected will be removed from the list.
       Remove Selected
       Using the checkboxes provided, identify any institutions that you want to
       remove from your Institution Group; then click on Remove Selected to
       delete them from the list.
       Remove All
       Select this option to delete all of the existing institutions from your
       Institution Group and start again.




                                          19
CREATE /     DOWNLOAD       AN    INSTITUTION     GROUP




Saving Your Institution Group
You can save your Institution Group at any time and access it later during
subsequent Data Center sessions. To do so, select one of the following formatting
options; then follow the steps outlined below to save your data accordingly:

   Save data on the NCES server
   The information from your current Data Center session can be saved on the
   NCES server for thirty days. To utilize this option, click on the
   link from the navigation menu at the top of the screen. You will receive a Job
   Number for your saved data. This Job Number is very important! You will
   need it to retrieve your data during future Data Center sessions. Write it down
   for safekeeping, and/or enter your email address in the space provided and click
   Send to have the Job Number emailed to you, as shown below:




   Download in CSV format
   You can also download your Institution Group to your computer’s hard drive in
   zipped, comma separated values (CSV) format. To do so, select the
   Create/Download institution group option from the Main Menu; then, from
   the My Institutions view, click on Export. Your browser will walk you through
   the file save process. The filename extension for your saved Institution Group
   will be .uid.




         !            Do not modify the filename extension in any way or the
                     system will not be able to recognize the file when you try to
                     upload it, and it will subsequently be unusable.




                                        20
CREATE   /   DOWNLOAD      A   LIST   OF   VARIABLES


                                                                                       Chapter




         Create / Download a List of Variables
                                                                                        3
         This chapter contains detailed instructions for creating, modifying,
         and saving a list of variables for a data file or report in the
         IPEDS Data Center.



         I
               PEDS variables are the units of data collected annually from all providers of
               postsecondary education in the United States. As such, they constitute the
               criteria by which institutions can be compared, analyzed, and evaluated in the
               IPEDS Data Center. These data cover a wide-range of topics, including basic
         institutional characteristics, admissions considerations, enrollment and retention
         rates, graduation and program completion rates, student financial aid, institutional
         finances, and human resources.

         A number of options are available within the Data Center for retrieving and
         analyzing these data, all of which are discussed in greater detail in subsequent
         chapters of this User Manual. When using any of these features, however, it is
         essential to know how to select the variables that you want to evaluate.

         This can be done in several ways (click on the links below to learn more about each):

                 Browse/Search Variables

                 Create Derived Variables

                 Upload Variables (Power User Account Required)

         The methods you use will most likely vary depending on your data needs and which
         report you are generating, so it is a good idea to familiarize yourself with each of the
         available processes.

         As you select variables, they will be stored in your My Variables list, for easy access
         should you wish to use them again during your current Data Center session. This list
         can be modified at any time or saved for future use in subsequent Data Center
         sessions. Click on the corresponding links to learn more about each process.




                                                   21
CREATE     /   DOWNLOAD       A   LIST   OF    VARIABLES




Browse/Search Variables
This is the default method of choosing variables for your data file/report. Select this
option to browse a list of IPEDS variables and/or search for variables by name or
keyword.

You can access this option at any time by clicking on the Browse/Search Variables
link from the Select Variables toolbar, as shown below. The IPEDS Variable Tree is
displayed:




Browsing the IPEDS Variable Tree
The IPEDS Variable Tree is comprised of all existing IPEDS variables, for all
available data years, categorized by the IPEDS survey from which the data were
collected. You can browse the tree as needed, clicking on the icon to expand a
section of the tree, and the icon to collapse it.

As you navigate the tree, use the IPEDS Survey categories to guide you. Variables
are broadly grouped into the following categories:




                                          22
CREATE    /   DOWNLOAD      A   LIST    OF     VARIABLES




Frequently Used and This section of the tree is comprised of the most commonly
Derived Variables   referenced and/or derived variables in the IPEDS universe.
                         Start your search here – you may be able to find the desired data
                         among this list of frequently used variables.

Institutional            Includes variables related to basic institutional data and
Characteristics          directory information such as:
                                  --Institution name, address, telephone number, and
                                  web address.
                                  --Control/affiliation and award levels offered.
                                  --Educational offerings, mission statements, and special
                                  learning opportunities (e.g. work study programs,
                                  distance learning, etc.).
Admissions and Test Includes variables related to admissions considerations and
Scores              requirements, the number of applicants, admissions, and
                         subsequent enrollees during a specified data year, and 25th and
                         75th percentile SAT and ACT test scores of applicants.

Student Charges          This section of the tree is comprised of all variables related to
                         institutional pricing including tuition and required fees, room
                         and board charges, cost of books and supplies, and
                         miscellaneous expenses.

Fall Enrollment          Includes variables related to Fall enrollment for all students
                         enrolled in credit-bearing courses/programs for award levels
                         ranging from postsecondary certificates of less than one year to
                         doctoral degrees. This includes:
                                  --The number of full-time and part-time students
                                  enrolled at an institution in the Fall, broken down by
                                  various demographics such as race/ethnicity, gender,
                                  age, level of study, and major field of study.
                                  --Retention rates for the full and part-time Fall cohort.
                                  --Residence and migration of first-time freshman.
12-Month Enrollment      Includes variables related to 12-month enrollment data collected
                         for all students enrolled in credit-bearing courses/programs for
                         award levels ranging from postsecondary certificates of less than
                         one year to doctoral degrees. This includes:
                                   --12-month unduplicated headcounts broken down by
                                   various demographics, such as race/ethnicity, gender,
                                   and level of student.
                                   --12-month instructional activity (contact vs. credit
                                   hours) and full-time equivalent (FTE) enrollment
                                   (calculated based on instructional activity).
Completions              Includes variables related to the number of degrees and other
                         formal awards/certificates conferred at an institution during a
                         specified academic year, broken down by various demographics
                         such as race/ethnicity, gender, level of study, and length of
                         program.




                                          23
CREATE     /   DOWNLOAD      A   LIST    OF      VARIABLES




Graduation Rates          This section of the tree is comprised of graduation data for full-
                          time, first-time degree/certificate seeking undergraduate
                          students. Includes variables related to:
                                   --The number of students who graduate within 150%
                                   of the normal time, broken down by race/ethnicity and
                                   gender.
                                   --The number of students receiving a Bachelor’s or
                                   equivalent degree within a 4-year, 5-year, or 6-year time
                                   period, broken down by race/ethnicity and gender.
                                   --The number of students receiving athletically related
                                   student aid and graduation rate data for these students.
Student Financial Aid This section of the tree is comprised of financial aid data
                          collected for full-time, first-time degree/certificate seeking
                          undergraduate students. Includes variables related to federal
                          grants, state and local government grants, institutional grants,
                          loans, the number of students receiving each type of assistance,
                          and the average amount of assistance received.

Finance                   Includes variables related to institutional financial resources and
                          expenditures, such as:
                                   --Institutional revenues broken down by source.
                                   --Institutional expenditures broken down by function.
                                   --Physical plant assets.
                                   --Level of indebtedness
Human Resources           Includes variables related to institutional staffing and salaries,
                          such as:
                                   --The number of full and part-time institutional staff by
                                   function/occupational category.
                                   --The number of full-time faculty broken down by
                                   contract length and salary class intervals.
                                   --Tenure of full-time faculty by academic rank.
                                   --Total and average salary outlays for full-time
                                   instructional faculty by academic rank.




    Tip

 When browsing the tree, note that variables are not listed in alphabetical
 order, but rather in the order in which they appear in the related IPEDS
 survey.


To view a detailed description of any variable, click on the adjacent icon. A pop-up
screen will appear containing a description of the variable, its IPEDS survey source,
the variable value set (for categorical variables such as geographic region, sector of
institution, etc.), and value statistics, where available.




                                            24
CREATE    /   DOWNLOAD       A   LIST   OF    VARIABLES




When you are ready to make a selection, click on the corresponding checkboxes to
select both the data years(s) [ Step 1 ] and variable(s) [ Step 2 ] that you want to
include in your data file/report:




You can select as many variables as you want from the various sections of the tree.
Note, however, that for each file (or sub-section of the tree) from which you select
variables, you must also indicate the unique data year(s) for which you want to
evaluate the variables from that file, as shown below:




                                         25
CREATE    /   DOWNLOAD      A   LIST   OF    VARIABLES




Some variables may also require that you provide additional information in order to
further define the selected data items (e.g. one or more CIP codes for Completions
data, the Level of Student for Fall Enrollment data, etc.). These variables
incorporate an alternate three-step selection process, as shown below:




Click on the corresponding links in Step 2 to specify values for each of the
additional data elements indicated. When the related pop-up screen appears, select
one or more values of interest from the list of available options, as shown below:




                                        26
CREATE     /   DOWNLOAD      A   LIST   OF    VARIABLES




You can use the icon where applicable to expand a menu item and view all of its
available components. Once you are satisfied with your selections, click Save to save
all entries and close the pop-up screen. You can reopen this window at any time to
modify the selected values.

Note that as you make selections a count will appear next to each data element, as
shown below:




     !           It is important to make sure that you have entered values for each
                 of the data elements indicated. Otherwise an error will occur, and
                 you will be prompted to fill in the missing values before continuing.



When you are finished browsing the IPEDS Variable Tree and selecting variables for
your data file/report, click Continue. The specified variables will be added to your
My Variables list, as shown below:




                                         27
CREATE      /   DOWNLOAD        A   LIST   OF      VARIABLES




                  Test your knowledge:
                  Using the Browse/Search Variables option, browse the IPEDS Variable Tree
                  and add the following variables to your My Variables list for data year 2005-06:
                  Sector of institution, Total price for in-state students living on campus,
                  and Admissions total, as well as the full-time female undergraduate enrollment
                  for Fall 2006. When you are finished, save your Variable List to complete this
                  exercise.




Searching for Variables by Name and/or Keyword
You can also search for variables by name and/or keyword. Enter your search
criteria in the Search for a Variable box, as shown below; then click Search.




      Tip

   When searching for variables by keyword, keep your search criteria as
   simple as possible. Try limiting entries to just one or two key terms, such
   as “enrollment” or “admissions yield” in order to return the most
   comprehensive list of search results possible.




                                              28
CREATE     /   DOWNLOAD       A   LIST   OF     VARIABLES




A list of IPEDS variables that match the specified criteria is displayed:




To view a detailed description of any variable, click on the adjacent icon. A pop-up
screen will appear containing a description of the variable, its IPEDS survey source,
the variable value set (for categorical variables such as geographic region, sector of
institution, etc.), and value statistics, where available.

Click on the corresponding checkboxes to select the variable(s) that you want to
include in your data file/report; then click on the                button for each of
the selected variables to indicate the years for which you wish to evaluate these data,
as shown below:




                                           29
CREATE     /   DOWNLOAD        A   LIST   OF     VARIABLES




Some variables may also require that you provide additional information in order to
further define the selected data items (e.g. one or more CIP codes for Completions
data, the Level of Student for Fall Enrollment data, etc.). To do so, click on the
                    button, where applicable. A pop-up screen will appear, displaying a list
of additional data elements necessary to further define the selected variable:




Click on the corresponding links to specify values for each of the additional data
elements indicated. When the related pop-up screen appears, select one or more
values of interest from the list of available options, as shown below:




You can use the icon where applicable to expand a menu item and view all of its
available components. Once you are satisfied with your selections, click Save to save
all entries and close the pop-up screen. You can reopen this window at any time to
modify the selected values.



                                            30
CREATE     /   DOWNLOAD        A   LIST    OF      VARIABLES




Note that as you make your selections, a count will appear next to each data element,
as shown below:




Once you have specified values for each of the data elements indicated, click Save
to save your entries and return to the main search results screen.

When you are finished reviewing the list of search results and selecting variables for
your data file/report, click Continue. The specified variables will be added to your
My Variables list for the current data file/report.


                 Test your knowledge:
                 Using the Browse/Search Variables option, search for variables related to the
                 keyword faculty. From the search results screen, select Tenure status and
                 academic rank of full-time faculty, and add this variable to your My
                 Variables list using whatever data years and qualifying variable values you deem
                 appropriate. When you are finished, save your Variable List to complete this
                 exercise.




Create Derived Variables
The Create Derived Variables option allows you to derive new, custom variables
through addition, subtraction, or division of the existing IPEDS survey variables. For
example, when viewing older enrollment data, you might want to combine the
enrollment figures for men and women in order to get a grand total, or you might
divide the average amount of institutional grant aid received by students at an
institution by the total price of attendance in order to compute the percentage of
costs typically met by such funding.




                                              31
CREATE       /   DOWNLOAD    A   LIST   OF    VARIABLES




To access this option, click on the Create Derived Variables link from the Select
Variables toolbar, as shown below:




       Tip

    Before creating a new derived variable, check the Frequently Used /
    Derived Variables section of the IPEDS Variable Tree. This section of
    the tree contains some of the most commonly referenced and/or derived
    variables in the IPEDS universe. As such, the data you are interested in
    computing may already be available there. To access the IPEDS Variable
    Tree click on the Browse/Search Variables option from the Select
    Variables toolbar; then click on the icon to expand and view the list of
    Frequently Used / Derived Variables.



When creating a derived variable, the first step is to specify the type of calculation
you want to perform:




Click on the adjacent radio button to select one of the following options; then click
Continue.

       Summation
       This option allows you to combine the values of two or more IPEDS
       variables. For example, you might add together the number of Bachelor’s
       degrees awarded in Engineering, Biology, Math, and Physical Science in order
       to compute the total number of Bachelor’s degrees awarded in the fields of
       Math and Science.


                                         32
CREATE     /   DOWNLOAD       A   LIST   OF    VARIABLES




       Difference
       This option allows you to subtract the value of one IPEDS variable from
       another. For example, you might subtract the number of students admitted
       to an institution in a specified academic year from the number that applied in
       order to determine the number of applicants that were denied admission.
       Ratio
       This option allows you to divide the value of one IPEDS variable by another.
       For example, you might divide institutional expenditures related to salaries
       and wages by total expenses in order to derive the percentage of operating
       costs allocated to salaries at a selected institution.

Once you have identified the calculation type, the next step is to choose the variables
that you want to use to define your derived variable. If you have already
selected/uploaded variables for a previous function during the current Data Center
session, your existing My Variables list will automatically be displayed. You can
choose the components of your derived variable from this list, or select new
variables for this process using one of the other available options from the Select
Variables toolbar.

Any new variables that you select for this process will be added to your My
Variables list, as shown below:




Summation Variables
To calculate a summation variable, click on the corresponding checkboxes to select
the variables that you want to combine; then click Continue. A pop-up screen will
appear prompting you to enter a name for the variable (required) and optionally a
description, as shown below:




                                          33
CREATE     /   DOWNLOAD      A   LIST   OF    VARIABLES




When you are satisfied with your entries, click Finish. The derived variable will be
added to your My Variables list, as shown below:




Difference Variables
To calculate a difference variable, click on the corresponding radio buttons to select
the A and B components of your derived variable. In this case, the A component is
the original value you wish to subtract from, and the B component is the value you
wish to take away, as shown below. Once you have identified both components of
your derived variable, click Continue; a pop-up screen will appear prompting you to
enter a name for the variable (required) and optionally a description:




                                         34
CREATE     /   DOWNLOAD       A   LIST   OF    VARIABLES




When you are satisfied with your entries, click Finish. The derived variable will be
added to your My Variables list, as shown below:




Ratio Variables
To calculate a ratio variable, click on the corresponding radio buttons to select the A
and B components of your derived variable. In this case, the A component serves as
the numerator and the B component as the denominator of your derived variable, as
shown below. Once you have identified both components of your derived variable,
click Continue; a pop-up screen will appear prompting you to enter a name for the
variable (required) and optionally a description:




                                          35
CREATE     /   DOWNLOAD        A   LIST   OF      VARIABLES




When you are satisfied with your entries, click Finish. The derived variable will be
added to your My Variables list, as shown below:




                 Test your knowledge:
                 Using the Create Derived Variables option, compute average institutional grant
                 aid received as a percent of the total price of attendance. This will be a ratio
                 derived variable with Average amount of institutional grant aid received as
                 the numerator, and Total price for in-state students living on campus as the
                 denominator. When you are finished, save your Variable List to complete this
                 exercise.




Upload Variables
If you have a previously saved list of variables created in either the Data Center or
the IPEDS Peer Analysis System that you would like to use for the current data
file/report, you can retrieve it at any time by clicking on the Upload Variables link
from the Select Variables toolbar, as shown below:




     !
                 Please note that a Power User account is required to upload Variable
                 List files to the Data Center. Click on the link to Login, and then enter
                 your User Name and Password when prompted. If you do not have a
                 Power User account you can create one by clicking on the link to
                 Become a Power User.


                                             36
CREATE     /   DOWNLOAD      A   LIST   OF    VARIABLES




Once you have logged in, you can retrieve your file by entering the complete path
and filename in the box provided, as shown below; or use the Browse button to
locate the file on your computer’s hard drive. Hint: Variable List files will have a
filename extension of .mvl.




When you are finished, click Submit. The uploaded variables will automatically be
added to your My Variables list for the current data file/report.



Modifying Your List of Variables
As you navigate the Data Center, selecting IPEDS variables for various functions
and purposes, these variables are stored in your My Variables list, as shown below.
The variables in this list will be stored throughout your current Data Center session
for use as needed in any data files or reports you choose to generate.




     !           Note the active column headers for Year and Variable. This list
                 can be sorted! Click on the corresponding column heading to sort
                 the variables in a particular file accordingly.




                                         37
CREATE     /   DOWNLOAD      A   LIST   OF    VARIABLES




You can add to this list or make changes at any time. The following actions are
available for modifying your list of variables:

             -- Select this option to add or delete data years for all variables from a
       particular file. When the related pop-up screen is displayed, click on the
       corresponding checkboxes to select/unselect data years for the specified file.
       When you are finished, click Save to apply these changes and return to your
       My Variables list.

           -- Select this option to edit the selected data years for a single variable.
       When the related pop-up screen is displayed, click on the corresponding
       checkboxes to select/unselect data years for the specified variable. When you
       are finished, click Save to apply these changes and return to your My
       Variables list.

          -- Select this option to delete the corresponding variable from your My
       Variables list.




Saving Your List of Variables
You can save your list of variables (including any derived variables that you have
created) at any time and access it later during subsequent Data Center sessions. To
do so, select one of the following formatting options; then follow the steps outlined
below to save your data accordingly:

   Save data on the NCES server
   The information from your current Data Center session can be saved on the
   NCES server for thirty days. To utilize this option, click on the
   link from the navigation menu at the top of the screen. You will receive a Job
   Number for your saved data. This Job Number is very important! You will
   need it to retrieve your data during future Data Center sessions. Write it down
   for safekeeping, and/or enter your email address in the space provided and click
   Send to have the Job Number emailed to you, as shown below:




                                         38
CREATE   /   DOWNLOAD      A   LIST   OF    VARIABLES




  Download in CSV format
  You can also download your list of variables to your computer’s hard drive in
  zipped, comma separated values (CSV) format. To do so, select the
  Create/Download a list of variables option from the Main Menu; then, from
  the My Variables view, click Continue. Your browser will walk you through the
  file save process. The filename extension for your saved Institution Group will
  be .mvl.




   !           Do not modify the filename extension in any way or the system will
               not be able to recognize the file when you try to upload it, and it
               will subsequently be unusable.




                                       39
LOOK   UP    AN   INSTITUTION


                                                                                            Chapter




            Look up an Institution
                                                                                             4
            This chapter contains detailed instructions for retrieving data for a
            single institution in the IPEDS Data Center.



            T
                    he Look up an Institution option allows you to quickly retrieve data for a
                    single institution in the IPEDS Data Center. You can use this feature to
                    generate an Institution Profile containing selected IPEDS data for a chosen
                    institution for the most recent data year, or to view and print information
            related to specific subject areas such as admissions, awards/degrees conferred,
            human resources, and student enrollments.

            To access this option, click on Look up an Institution from the Data Center Main
            Menu. Then complete the following steps:

            Note: If you have not already done so during the current Data Center session, you
            must first indicate the type of data that you want to access.

                    Publicly Released Data – Publicly released data are data that have been
                    published and released to the general public via NCES First Look reports.
                    These data have been reviewed and include imputations (statistical estimates)
                    to account for missing pieces of data. Select this option to continue using
                    the Data Center at the guest/public level of user access.

                    Additional Early Release Data – The Additional Early Release Data option
                    includes access to both publicly released data and early release data that have
                    been reviewed but may or may not contain imputations. These data are not
                    yet available to the general public, only to institutions that have submitted
                    data to IPEDS. As a result, you must login to the Data Center with a valid
                    user name and password in order to access these data.

            You can click on either option to view a list of the most recent data files available.

            To login, enter your institution’s UnitID as both your User Name and Password;
            then click         . Otherwise, select Publicly Released Data and click
            to continue using the Data Center at the guest/public level of user access.




                                                      40
LOOK    UP   AN   INSTITUTION




Step 1 – Select Institution
Start by identifying the institution for which you want to retrieve data. If you have
already selected/uploaded institutions for a previous function during the current
Data Center session, your existing My Institutions list will automatically be
displayed. Click on an institution to view its available data; or use one of the options
from the Select Institutions toolbar to lookup a new institution By Names or
UnitIDs or By Groups.

Note: Selecting institutions is a process critical to a number of functions in the Data
Center. For detailed instructions please refer to Chapter 2 – Create / Download
an Institution Group.



Step 2 – Select and View Data
Once you have selected an institution, you can click on the                     link to
view a full report containing selected IPEDS data for the specified institution during
the most recent data year in printable, PDF format; or click on one of the available
subject areas to view the data within that category on-screen in HTML format, as
shown below:




You can click on                                    at any time to return to your Institution
List and retrieve data for another institution in the IPEDS universe.




                                             41
LOOK   UP   AN   INSTITUTION




When you are finished, use the Main Menu to navigate to a different task in the
Data Center, or, if you are finished using the Data Center, click on Start Over from
the navigation menu at the top of the screen to logout and end your current session.


                 Test your knowledge:
                 Using the Look up an institution option, retrieve data for UnitID 163046,
                 Loyola College in Maryland. View the Admissions data available for this
                 institution; then download and review the full Institution Profile in PDF format
                 to complete this exercise.




                                             42
DOWNLOAD SURVEY       DATA    FILES


                                                                                      Chapter




      Download Survey Data Files
                                                                                       5
      This chapter contains detailed instructions for downloading
      complete IPEDS survey files from the IPEDS Data Center.



      T
             he full selection of IPEDS survey files are available for downloading in
             zipped, comma separated values (CSV) format via the Download Survey
             Data Files option. This includes data dictionaries and read programs for
             importing these data into the Stata, SPSS, and SAS statistical software
      packages. To access this option, click on Download Survey Data Files from the
      IPEDS Data Center Main Menu. Then complete the following steps:

      Note: If you have not already done so during the current Data Center session, you
      must first indicate the type of data that you want to access.

              Publicly Released Data – Publicly released data are data that have been
              published and released to the general public via NCES First Look reports.
              These data have been reviewed and include imputations (statistical estimates)
              to account for missing pieces of data. Select this option to continue using
              the Data Center at the guest/public level of user access.

              Additional Early Release Data – The Additional Early Release Data option
              includes access to both publicly released data and early release data that have
              been reviewed but may or may not contain imputations. These data are not
              yet available to the general public, only to institutions that have submitted
              data to IPEDS. As a result, you must login to the Data Center with a valid
              user name and password in order to access these data.

      You can click on either option to view a list of the most recent data files available.

      To login, enter your institution’s UnitID as both your User Name and Password;
      then click         . Otherwise, select Publicly Released Data and click
      to continue using the Data Center at the guest/public level of user access.




                                                43
DOWNLOAD SURVEY               DATA        FILES




When the Download Survey Data Files main screen opens, select a data year and
IPEDS survey of interest, as shown below; then click Continue.




A list of available files is displayed:




Choose the file that you want to download; then click on the corresponding link to
download the file to your computer’s hard drive in CSV format (viewable in
Microsoft Excel and nearly all other spreadsheet applications):

             To download and view the survey files in basic CSV format, or for files
             compatible with the SPSS or SAS statistical software packages, use the
             main download link in the Data File column.




                                              44
DOWNLOAD SURVEY             DATA     FILES




           For files compatible with the Stata statistical software package, use the
           alternate download link in the Stata Data File column.


For statistical read programs to work properly, both the data file and the
corresponding read program file must be downloaded to the same subdirectory on
your computer’s hard drive. Download the data file first; then click on the
corresponding link in the Programs column to download the desired read program
file to the same subdirectory.

You can also download the data dictionary for the selected file by clicking on the
corresponding link in the far right column of the screen.


                Data Dictionary
                The data dictionary serves as a reference for using and interpreting
                the data within a particular survey file. This includes the names,
                definitions, and formatting conventions for each table, field, and
                data element within the file, important business rules, and
                information on any relationships to other IPEDS data.


Click on the corresponding link to download the data dictionary for the selected file
to your computer’s hard drive in zipped HTML format. This file can either be
opened immediately or saved and viewed later using a standard web browser.


                 Please note that when viewing downloaded survey files, categorical




     !
                 variables are identified using codes instead of labels. Labels for
                 these variables are available in both the data read program files and
                 data dictionary for each file; however, for files that automatically
                 incorporate this information you will need to use the Download
                 Custom Data Files option. For more information, refer to
                 Chapter 11 of this user manual.

When you are finished downloading the selected data file, you can download
additional IPEDS survey files as needed, or use the Main Menu to navigate to a
different task in the Data Center.

                Test your knowledge:
                Using the Download survey data files menu option, select data year 2005, and
                then download the following survey files to your computer’s hard drive: from the
                Enrollments survey, download Total entering class and retention rates: Fall
                2005; then go to the Fall Staff survey and download New hires by primary
                occupation, race/ethnicity, and gender (Degree-granting institutions): Fall
                2005. Download both the data files and the accompanying data dictionaries for
                each; then view the files in CSV format to complete this exercise.


                                             45
COMPARE INDIVIDUAL        INSTITUTIONS


                                                                                       Chapter




       Compare Individual Institutions
                                                                                        6
       This chapter contains detailed instructions for quickly retrieving
       and comparing data for multiple institutions in the IPEDS Data
       Center.



       T
              he Compare Individual Institutions option allows you to access raw data
              for a selected group of institutions for one or more IPEDS variables of your
              choice. This data can be viewed on-screen in tabular format, or downloaded
              to your computer’s hard drive in comma separated values (CSV) format,
       importable into a variety of standard software packages for further analysis.

       To access this option, click on Compare Individual Institutions from the IPEDS
       Data Center Main Menu. Then complete the following steps:

       Note: If you have not already done so during the current Data Center session, you
       must first indicate the type of data that you want to access.

               Publicly Released Data – Publicly released data are data that have been
               published and released to the general public via NCES First Look reports.
               These data have been reviewed and include imputations (statistical estimates)
               to account for missing pieces of data. Select this option to continue using
               the Data Center at the guest/public level of user access.

               Additional Early Release Data – The Additional Early Release Data option
               includes access to both publicly released data and early release data that have
               been reviewed but may or may not contain imputations. These data are not
               yet available to the general public, only to institutions that have submitted
               data to IPEDS. As a result, you must login to the Data Center with a valid
               user name and password in order to access these data.

       You can click on either option to view a list of the most recent data files available.

       To login, enter your institution’s UnitID as both your User Name and Password;
       then click         . Otherwise, select Publicly Released Data and click
       to continue using the Data Center at the guest/public level of user access.




                                                 46
COMPARE INDIVIDUAL            INSTITUTIONS




Step 1 – Select Institutions
The first step when generating any data file or report in the IPEDS Data Center is to
select the institutions that you want to compare or evaluate.

Note: This is a process critical to a number of functions in the Data Center. For
detailed instructions, please refer to Chapter 2 – Create / Download an
Institution Group.


    Tip

 If you have saved data on the NCES server that you would like to use, you
 can retrieve it at any time by clicking on Upload a previously saved
 session from the Data Center Main Menu. When prompted, enter the
 relevant Job Number to load your saved data.


As you select institutions, they will be added to your My Institutions list for the
current data file/report. Note that a count will appear at the top of the screen:




This status bar is displayed at all times for your reference. You can click on
            at any time to view and/or modify your list of institutions.




                                         47
COMPARE INDIVIDUAL               INSTITUTIONS




Selecting a Comparison Institution
A Comparison Institution (previously known as the Focus Institution in the IPEDS
Peer Analysis System), while not required, can still be selected for most reports in the
Data Center. This feature allows you to highlight a particular institution and compare
its variable values with those of a user-selected or system-defined group of peer
institutions. In this case, the selected institution is highlighted in the report results in
order to differentiate it from its peers.

To select a Comparison Institution for the current data file/report, click on the
         or                  buttons in the Comparison Institution status bar, as
shown below:




      !
                   If you do not see the Use My Institution button, don’t panic!
                   This option is only available to users logged into the Data Center at
                   the Institutional (e.g. Publicly Released Data) level of user access.



You can click on Use My Institution where applicable to select your login
institution as your Comparison Institution; or, click on Add to search for the desired
institution by full or partial name or UnitID, as shown on the next page.




                                            48
COMPARE INDIVIDUAL             INSTITUTIONS




Note that if you have already selected institutions for this or another function during
the current Data Center session, your existing My Institutions list is displayed in the
bottom half of the pop-up screen, as demonstrated in the example above. You can
click on the adjacent radio button to select one of these institutions as your
Comparison Institution.

Once you have selected a Comparison Institution, it will be added to the status bar at
the top of the screen for your reference. You can use the Change and Remove
buttons to modify your selection at any time, as needed.




                                          49
COMPARE INDIVIDUAL               INSTITUTIONS




When you have finished selecting institutions for your data file/report, click
Continue or the                           tab to continue to the next step of the report
building process.



Step 2 – Select Variables
Next, select the IPEDS variables that you want to include in your data file/report. If
you have already selected/uploaded variables for a previous function during the
current Data Center session, your existing My Variables list will automatically be
displayed. This includes any derived variables you may have created.

                    My Variables
                    As you navigate the Data Center, selecting IPEDS variables for
                    various functions and purposes, these variables are stored in your
                    My Variables list for easy access should you wish to use them
                    again during the current session.

 You can select up to 250 variables to include in this report. Choose from the
existing variables in your My Variables list or select new variables using any or all of
the following options:

       Browse/Search Variables
       This is the default method of selecting variables for your data file/report.
       Browse a list of IPEDS variables and/or search for variables by name or
       keyword.
       Choose From My Variables
       Return to your My Variables list. Please note that this option is only
       applicable if you have already selected/uploaded variables during the current
       Data Center session.
       Create Derived Variables
       Derive new, custom variables from the existing IPEDS survey variables
       through addition, subtraction, or division.
       Upload Variables
       Upload a saved list of variables created in the Data Center or the IPEDS
       Peer Analysis System. Please note that a Power User account is required to
       utilize this option.

Note: Selecting variables is a process critical to a number of functions in the Data
Center. For detailed instructions, please refer to Chapter 3 – Create / Download a
List of Variables.




                                           50
COMPARE INDIVIDUAL             INSTITUTIONS




Any new variables that you select for this report will be added to your My Variables
list, as shown below. A count will appear at the top of the screen:




 As previously noted, this status bar is visible at all times for your reference. You can
click on              at any time to view and/or modify your list of variables.

Note: Not all IPEDS variables are compatible with all reports. For example,
categorical variables (e.g. sector of institution, geographic region, etc.) cannot be
used in Statistics and Ranking reports. Your variable count will reflect both the total
number of variables selected, and the number that can be used in the current report.

Click on the corresponding checkboxes to select the variables that you want to
include in your data file/report; then click Continue.



    Tip

 Now that you have created both an Institution Group and a Variables List,
 this might be a good time to save your progress if you have not already done
 so. Remember that you can click on Save Session at any time to save the
 information from your current Data Center session on the NCES server for
 thirty days and access it later during subsequent Data Center sessions.

 To save session data:


                                           51
COMPARE INDIVIDUAL             INSTITUTIONS




 Click on the Save Session link from the navigation menu at the top of the
 screen. You will receive a Job Number for your saved session data. This Job
 Number is very important! You will need it to retrieve your data during future
 Data Center sessions. Write it down for safekeeping, and/or enter your email
 address in the space provided and click Send to have the Job Number emailed
 to you, as shown below:




 When you are finished, use the Main Menu to navigate back to the Compare
 individual institutions option and continue generating your report.




Step 3 – Customize Your Report Settings
Once you have identified both the institutions and variables that you want to include
in your data file/report, the final step is to customize your report settings using the
formatting choices in the Select Output screen.

       --To specify a unique title for your report, enter it in the Table Name field,
       as shown below:




       Note: This is not a required field. You can skip this item, or simply leave it
       blank, to continue generating your report without a title.

       --Next, select the identification variables that you want to use. Institutions
       can be identified by name alone, or by name and UnitID. Click on the
       corresponding radio button to choose the desired configuration for the
       current data file/report.




                                          52
COMPARE INDIVIDUAL         INSTITUTIONS




    --You must also indicate how you want to display the variable names in your
    report. To include a full description of each variable, select the Long
    variable name option. Otherwise, choose the Short variable name option
    to use abbreviated labels of eight characters or less.




        Tip

    If you have selected a large number of variables for your data
    file/report (five or more) it is generally best to use long variable names
    to more easily differentiate between columns of data.



    --Next, indicate how you want to receive your data. You can view the results
    on-screen in HTML format, or download the data to your computer’s hard
    drive in comma separated values (CSV) format viewable in Microsoft Excel
    and most other spreadsheet applications. Click on the corresponding radio
    button to choose the desired format for your report.




    --Finally, indicate whether or not you wish to include imputation and status
    flags in your report results.

                    Imputation and Status Flags
                    An Imputation Flag is an indicator on a data file that shows
                    whether or not a value was imputed (e.g. a statistical estimate
                    was substituted in place of missing data). A Status Flag
                    identifies an institution’s progress toward satisfying reporting
                    requirements (e.g. no data, edited, locked, complete, etc.).

    Click on the corresponding radio button to indicate whether or not you want
    to include imputation and status flags in the current report.




                                       53
COMPARE INDIVIDUAL              INSTITUTIONS




Once you are satisfied with your formatting choices, click Continue to generate your
data file/report.



Step 4 – View Your Results
If you have opted to view the results on-screen, your report will automatically be
displayed in tabular format, as shown below. If you choose to download, your
system will guide you through the steps to save the file as a .csv.




You can click on                               at any time to return to the Select
Output screen and modify your report settings.

When you are finished, use the Main Menu to navigate to a different task in the
Data Center, or, if you are finished using the Data Center, click on Start Over from
the navigation menu at the top of the screen to logout and end your current session.


                 Test your knowledge:
                 Using the Compare individual institutions option, generate a report that
                 includes the 4-year, 5-year, and 6-year graduation rates for Bachelor’s degree-
                 seeking students at private, not-for-profit, 4-year institutions in the Southwest
                 region of the United States. (Hint: you will need to use the By Variables option
                 to create your Institution Group.) Give your report a unique title, and then view
                 the results on-screen to complete this exercise.




                                              54
CREATE GROUP     STATISTICS


                                                                                     Chapter




       Create Group Statistics
                                                                                     7
       This chapter contains detailed instructions for generating a report
       containing descriptive statistics for a group of institutions in the
       IPEDS Data Center.



       T
                he Create Group Statistics option allows you to generate a report
                containing summary statistics for a group of institutions for one or more
                IPEDS variables of your choice. You can calculate aggregate data for a
                selected group of institutions (such as the mean graduation rate or the
       median out-of-state tuition) and/or highlight a particular institution (the Comparison
       Institution) and weigh its variable values against aggregate data from a group of peer
       institutions.

       To access this option, select Create Group Statistics from the IPEDS Data Center
       Main Menu. Then complete the following steps:

       Note: If you have not already done so during the current Data Center session, you
       must first indicate the type of data you want to access.

               Publicly Released Data – Publicly released data are data that have been
               published and released to the general public via NCES First Look reports.
               These data have been reviewed and include imputations (statistical estimates)
               to account for missing pieces of data. Select this option to continue using
               the Data Center at the guest/public level of user access.

               Additional Early Release Data – The Additional Early Release Data option
               includes access to both publicly released data and early release data that have
               been reviewed but may or may not contain imputations. These data are not
               yet available to the general public, only to institutions that have submitted
               data to IPEDS. As a result, you must login to the Data Center with a valid
               user name and password in order to access these data.

       You can click on either option to view a list of the most recent data files available.
       To login, enter your institution’s UnitID as both your User Name and Password;
       then click         . Otherwise, select Publicly Released Data and click
       to continue using the Data Center at the guest/public level of user access.




                                                 55
CREATE GROUP         STATISTICS




Step 1 – Select Institutions
The first step when generating any data file or report in the IPEDS Data Center is to
select the institutions that you want to compare or evaluate.

Note: This is a process critical to a number of functions in the Data Center. For
detailed instructions, please refer to Chapter 2 – Create / Download an
Institution Group.


    Tip

 If you have saved data on the NCES server that you would like to use, you
 can retrieve it at any time by clicking on Upload a previously saved
 session from the Data Center Main Menu. When prompted, enter the
 relevant Job Number to load your saved data.


For this report, you must select at least three institutions (not including a
Comparison Institution) that you want to include in your statistical calculations. As
you select institutions, they will be added to your My Institutions list, as shown
below. This is the working list of institutions for which aggregate data will be
calculated in your Statistics Report. Note that a count will appear at the top of the
screen:




This status bar is displayed at all times for your reference. You can click on
            at any time to view and/or modify your list of institutions.

                                         56
CREATE GROUP          STATISTICS




Selecting a Comparison Institution
A Comparison Institution (previously known as the Focus Institution in the IPEDS
Peer Analysis System), while not required, can still be selected for most reports in the
Data Center. This feature allows you to highlight a particular institution and compare
its variable values with those of a user-selected or system-defined group of peer
institutions. In this case, the selected institution is highlighted in the report results in
order to differentiate it from its peers.

To select a Comparison Institution for the current data file/report, click on the
         or                  buttons in the Comparison Institution status bar, as
shown below:




      !
                   If you do not see the Use My Institution button, don’t panic!
                   This option is only available to users logged into the Data Center at
                   the Institutional (e.g. Publicly Released Data) level of user access.



You can click on Use My Institution where applicable to select your login
institution as your Comparison Institution; or, click on Add to search for the desired
institution by full or partial name or UnitID, as shown below:




                                            57
CREATE GROUP         STATISTICS




Note that if you have already selected institutions for this or another function during
the current Data Center session, your existing My Institutions list is displayed in the
bottom half of the pop-up screen, as demonstrated in the example above. You can
click on the adjacent radio button to select one of these institutions as your
Comparison Institution.

Once you have selected a Comparison Institution, it will be added to the status bar at
the top of the screen for your reference. You can use the Change and Remove
buttons to modify your selection at any time, as needed.




                                          58
CREATE GROUP           STATISTICS




When you have finished selecting institutions for your data file/report, click
Continue or the                           tab to continue to the next step of the report
building process.


Step 2 – Select Variables
Next, select the IPEDS variables that you want to evaluate in your Statistics Report.
If you have already selected/uploaded variables for a previous function during the
current Data Center session, your existing My Variables list will automatically be
displayed. This includes any derived variables you may have created.

                    My Variables
                    As you navigate the Data Center, selecting IPEDS variables for
                    various functions and purposes, these variables are stored in your
                    My Variables list for easy access should you wish to use them
                    again during your current session.

You can select up to 25 variables to include in your Statistics Report. Choose from
the existing variables in your My Variables list, or select new variables for this
report using any or all of the following options:

       Browse/Search Variables
       This is the default method of selecting variables for a data file/report.
       Browse a list of IPEDS variables, and/or search for variables by name or
       keyword.
       Choose From My Variables
       Return to your My Variables list. Please note that this option is only
       applicable if you have already selected/uploaded variables during the current
       Data Center session.
       Create Derived Variables
       Derive new, custom variables from the existing IPEDS survey variables
       through addition, subtraction, or division.
       Upload Variables
       Upload a saved list of variables created in the Data Center or the IPEDS
       Peer Analysis System. Please note that a Power User account is required to
       utilize this option.

Note: Selecting variables is a process critical to a number of functions in the Data
Center. For detailed instructions, please refer to Chapter 3 – Create / Download a
List of Variables.




                                           59
CREATE GROUP         STATISTICS




Any new variables that you select for this report will be added to your My Variables
list, as shown below. A count will appear at the top of the screen:




As previously noted, this status bar is visible at all times for your reference. You can
click on             at any time to view and/or modify your list of variables.

Note: Not all IPEDS variables are compatible with all reports. For example,
categorical variables (e.g. sector of institution, geographic region, etc.) cannot be
used in Statistics and Ranking reports. Your variable count will reflect both the total
number of variables selected, and the number that can be used in the current report.

Click on the corresponding checkboxes to select the variables that you want to
include in your Statistics Report; then click Continue.


    Tip

 Now that you have created both an Institution Group and a Variables List,
 this might be a good time to save your progress if you have not already done
 so. Remember that you can click on Save Session at any time to save the
 information from your current Data Center session on the NCES server for
 thirty days and access it later during subsequent Data Center sessions.



                                          60
CREATE GROUP         STATISTICS




 To save session data:

 Click on the Save Session link from the navigation menu at the top of the
 screen. You will receive a Job Number for your saved session data. This Job
 Number is very important! You will need it to retrieve your data during future
 Data Center sessions. Write it down for safekeeping, and/or enter your email
 address in the space provided and click Send to have the Job Number emailed
 to you, as shown below:




 When you are finished, use the Main Menu to navigate back to the Create
 group statistics option and continue generating your report.




Step 3 – Customize Your Report Settings
Once you have identified both the institutions and variables that you want to include
in your report, the final step is to customize your report settings using the formatting
choices in the Statistics Table Options screen.

       --To specify a unique title for your report, enter it in the Statistics Table
       Title field, as shown below:




       Note: This is not a required field. You can skip this item, or simply leave it
       blank, to continue generating your report using the default title Statistics
       Report.

       --Next, choose the statistics that you want to include in your report. Click on
       the corresponding checkboxes to select any or all of the following:




                                          61
CREATE GROUP        STATISTICS




       Note: Mean is automatically included in all reports and cannot be deselected.

       --Finally, indicate how you want to receive your data. You can view the
       results on-screen in HTML format, or download the data to your computer’s
       hard drive in comma separated values (CSV) format (viewable in Microsoft
       Excel and most other spreadsheet applications). Click on the corresponding
       radio button to select the desired format for your Statistics Report:




Once you are satisfied with your formatting choices, click Submit to generate your
Statistics Report.



Step 4 – View, Print, and Graph Your Results
If you have chosen to view your data on screen, several additional options are
available:

       Modify your report settings


       Click on the                  link at any time to return to the Statistics
       Table Options screen and modify your report settings.

       Print your results

       To print a copy of your report, click on the                     link (or the

                       link where applicable to print a graph).




                                         62
CREATE GROUP     STATISTICS




    Graph your results
    You can view a graph of your report results at any time by clicking on the
                     link in the upper right-hand corner of the screen, as shown
    below. This option allows you to generate a graph of the group mean of
    some or all of the variables in your report.




    When the list of variables from your report is displayed, click on the
    corresponding checkboxes to select those that you want to include in your
    graph, as shown below. You can also modify the variable labels as desired to
    further customize your output:




         Tip

      When creating Graphs, make sure to only graph similar items on a
      single graph. For example, if you were to graph enrollment numbers
      on the same graph as Core Revenues, the graph would have no value
      due to the highly differential scales of the two variables.



    When you are finished, click Generate Graph to graph the group mean of
    the selected variables. Note that if a Comparison Institution is selected, the
    Comparison Value for each variable will be displayed alongside the group
    mean, as shown below:


                                      63
CREATE GROUP    STATISTICS




    Also note that when a Comparison Institution is selected, the Show Graph
    icon is displayed in multiple places on the report results screen:




    Click on the buttons within the table to graph the Comparison Value for a
    selected variable side-by-side with the group mean, as shown below:




                                   64
CREATE GROUP         STATISTICS




When you are finished reviewing your Statistics Report, you can use the Main Menu
to navigate to a different task in the Data Center, or, if you are finished using the
Data Center, click on Start Over from the navigation menu at the top of the screen
to logout and end your current session.


                 Test your knowledge:
                 Using the Create group statistics menu option, generate a report containing the
                 mean, maximum, and minimum price of attendance for out-of-state, full-time,
                 first-time degree/certificate seeking students living on-campus at public 4-year
                 institutions in the state of Virginia. (Hint: you will need to use the By Variables
                 option to create your Institution Group.) Give your report a unique title and
                 view the results on-screen to complete this exercise.




                                              65
RANK INSTITUTIONS       ON   ONE   VARIABLE


                                                                                     Chapter




       Rank Institutions on One Variable
                                                                                      8
       This chapter contains detailed instructions for generating a report
       that ranks a group of institutions based on a single variable in
       the IPEDS Data Center.



       T
               he Rank Institutions on One Variable option allows you to generate a
               report that ranks a group of institutions based on the value of a single
               IPEDS variable of your choice. For example, you might rank a selected
               group of institutions based on the price of attendance to determine which is
       the most affordable, or highlight a particular institution (the Comparison Institution),
       and evaluate how its graduation rate ranks amongst a group of its peers.

       To access this option, select the Rank Institutions on One Variable option from
       the IPEDS Data Center Main Menu. Then complete the following steps:

       Note: If you have not already done so during the current Data Center session, you
       must first indicate the type of data you want to access.

               Publicly Released Data – Publicly released data are data that have been
               published and released to the general public via NCES First Look reports.
               These data have been reviewed and include imputations (statistical estimates)
               to account for missing pieces of data. Select this option to continue using
               the Data Center at the guest/public level of user access.

               Additional Early Release Data – The Additional Early Release Data option
               includes access to both publicly released data and early release data that have
               been reviewed but may or may not contain imputations. These data are not
               yet available to the general public, only to institutions that have submitted
               data to IPEDS. As a result, you must login to the Data Center with a valid
               user name and password in order to access these data.

       You can click on either option to view a list of the most recent data files available.
       To login, enter your institution’s UnitID as both your User Name and Password;
       then click         . Otherwise, select Publicly Released Data and click
       to continue using the Data Center at the guest/public level of user access.




                                                 66
RANK      INSTITUTIONS     ON   ONE   VARIABLE




Step 1 – Select Institutions
The first step when generating any data file or report in the IPEDS Data Center is to
select the institutions that you want to compare or evaluate.
Note: This is a process critical to a number of functions in the Data Center. For
detailed instructions, please refer to Chapter 2 – Create / Download an
Institution Group.


    Tip

 If you have saved data on the NCES server that you would like to use, you
 can retrieve it at any time by clicking on Upload a previously saved
 session from the Data Center Main Menu. When prompted, enter the
 relevant Job Number to load your saved data.


For this report, you must select at least three institutions (not including a
Comparison Institution) that you want to compare in your report. As you select
institutions, they will be added to your My Institutions list for the current data
file/report, as shown below. Note that a count will appear at the top of the screen:




This status bar is displayed at all times for your reference. You can click on
            at any time to view and/or modify your list of institutions.


                                         67
RANK    INSTITUTIONS          ON   ONE    VARIABLE




Selecting a Comparison Institution
A Comparison Institution (previously known as the Focus Institution in the IPEDS
Peer Analysis System), while not required, can still be selected for most reports in the
Data Center. This feature allows you to highlight a particular institution and compare
its variable values with those of a user-selected or system-defined group of peer
institutions. In this case, the selected institution is highlighted in the report results in
order to differentiate it from its peers.

To select a Comparison Institution for the current data file/report, click on the
         or                  buttons in the Comparison Institution status bar, as
shown below:




      !            If you do not see the Use My Institution button, don’t panic!
                   This option is only available to users logged into the Data Center at
                   the Institutional (e.g. Publicly Released Data) level of user access.


You can click on Use My Institution where applicable to select your login
institution as your Comparison Institution; or, click on Add to search for the desired
institution by full or partial name or UnitID, as shown below:




                                            68
RANK    INSTITUTIONS        ON   ONE   VARIABLE




Note that if you have already selected institutions for this or another function during
the current Data Center session, your existing My Institutions list is displayed in the
bottom half of the pop-up screen, as demonstrated in the example above. You can
click on the adjacent radio button to select one of these institutions as your
Comparison Institution.

Once you have selected a Comparison Institution, it will be added to the status bar at
the top of the screen for your reference. You can use the Change and Remove
buttons to modify your selection at any time, as needed.




                                          69
RANK    INSTITUTIONS          ON   ONE   VARIABLE




When you have finished selecting institutions for your data file/report, click
Continue or the                           tab to continue to the next step of the report
building process.



Step 2 – Select Variables
Next, select the IPEDS variable that you want to use to rank the institutions in your
report. If you have already selected/uploaded variables for a previous function
during the current Data Center session, your existing My Variables list will
automatically be displayed. This includes any derived variables you may have created.

                    My Variables
                    As you navigate the Data Center, selecting IPEDS variables for
                    various functions and purposes, these variables are stored in your
                    My Variables list for easy access should you wish to use them
                    again during your current session.


Choose from the existing variables in your My Variables list, or select a new
variable for this report using any or all of the following options:
       Browse/Search Variables
       This is the default method of selecting variables for your data file/report.
       Browse a list of IPEDS Variables and/or search for variables by name or
       keyword.
       Choose From My Variables
       Return to your My Variables list. Please note that this option is only
       applicable if you have already selected/uploaded variables during the current
       Data Center session.
       Create Derived Variables
       Derive new, custom variables from the existing IPEDS survey variables
       through addition, subtraction, or division.
       Upload Variables
       Upload a saved list of variables created in the Data Center or the IPEDS
       Peer Analysis System. Please note that a Power User account is required to
       utilize this option.

Note: Selecting variables is a process critical to a number of functions in the Data
Center. For detailed instructions, please refer to Chapter 3 – Create / Download a
List of Variables.



                                           70
RANK    INSTITUTIONS          ON    ONE     VARIABLE




Once you have selected the desired variable either from your My Variables list or
from the IPEDS Variable Tree, you will automatically continue to Step 3 -- Output.
You can return to your My Variables list and select an alternate variable for your
report at any time by clicking on the            button in the status bar at the top of
the screen.



Step 3 – View and Print Your Results
Your report will automatically be displayed on-screen in HTML format with the results
shown in descending order (e.g. highest to lowest Ranking Value). If you have selected a
Comparison Institution, it will be highlighted in yellow, as shown below:




Note the active column headings for Ranking Value and Institution Name. You
can click on either to sort the results accordingly. You can also click on Print report
at any time to print a copy of your report, or on Download PDF to view the results in
printable, PDF format.

When you are finished, use the Main Menu to navigate to a different task in the
Data Center, or, if you are finished using the Data Center, click on Start Over from
the navigation menu at the top of the screen to logout and end your current session.


                  Test your knowledge:
                  Using the Rank institutions on one variable option, generate a report ranking
                  all 4-year, degree-granting institutions in your state by Total Enrollment, using
                  the most recent Fall Enrollment data available. When you are finished, print a
                  copy of the report to complete this exercise.




                                               71
VIEW   TREND FOR     ONE    VARIABLE


                                                                                         Chapter




         View Trend for One Variable
                                                                                          9
         This chapter contains detailed instructions for generating a report
         that evaluates a single variable over time for one or more
         institutions in the IPEDS Data Center.



         T
                  he View Trend for One Variable option allows you to generate a report
                  evaluating a single IPEDS variable over time for a selected institution or
                  group of institutions. For example, you might want to assess changes in
                  female enrollments at an institution over a five year period, or highlight a
         particular institution (the Comparison Institution), and evaluate how its year-over-
         year changes in cost of attendance compare with those of a selected group of peer
         institutions.

         To access this option, choose the View Trend for One Variable option from the
         IPEDS Data Center Main Menu. Then complete the following steps:

         Note: If you have not already done so during the current Data Center session, you
         must first indicate the type of data that you want to access.

                 Publicly Released Data – Publicly released data are data that have been
                 published and released to the general public via NCES First Look reports.
                 These data have been reviewed and include imputations (statistical estimates)
                 to account for missing pieces of data. Select this option to continue using
                 the Data Center at the guest/public level of user access.

                 Additional Early Release Data – The Additional Early Release Data option
                 includes access to both publicly released data and early release data that have
                 been reviewed but may or may not contain imputations. These data are not
                 yet available to the general public, only to institutions that have submitted
                 data to IPEDS. As a result, you must login to the Data Center with a valid
                 user name and password in order to access these data.

         You can click on either option to view a list of the most recent data files available.

         To login, enter your institution’s UnitID as both your User Name and Password;
         then click         . Otherwise, select Publicly Released Data and click
         to continue using the Data Center at the guest/public level of user access.



                                                   72
VIEW   TREND FOR       ONE    VARIABLE




Step 1 – Select Institutions
The first step when generating any data file or report in the IPEDS Data Center is to
select the institutions that you want to compare or evaluate.
Note: This is a process critical to a number of functions in the Data Center. For
detailed instructions, please refer to Chapter 2 – Create / Download an
Institution Group.


    Tip

 If you have saved data on the NCES server that you would like to use, you
 can retrieve it at any time by clicking on Upload a previously saved
 session from the Data Center Main Menu. When prompted, enter the
 relevant Job Number to load your saved data.


As you select institutions, they will be added to your My Institutions list for the
current data file/report, as shown below. Note that a count will appear at the top of
the screen:




This status bar is displayed at all times for your reference. You can click on
            at any time to view and/or modify your list of institutions.




                                         73
VIEW    TREND FOR        ONE    VARIABLE




Selecting a Comparison Institution
A Comparison Institution (previously known as the Focus Institution in the IPEDS
Peer Analysis System), while not required, can still be selected for most reports in the
Data Center. This feature allows you to highlight a particular institution and compare
its variable values with those of a user-selected or system-defined group of peer
institutions. In this case, the selected institution is highlighted in the report results in
order to differentiate it from its peers.

To select a Comparison Institution for the current data file/report, click on the
         or                  buttons in the Comparison Institution status bar, as
shown below:




      !            If you do not see the Use My Institution button, don’t panic!
                   This option is only available to users logged into the Data Center at
                   the Institutional (e.g. Publicly Released Data) level of user access.



You can click on Use My Institution where applicable to select your login
institution as your Comparison Institution; or, click on Add to search for the desired
institution by full or partial name or UnitID, as shown below:




                                            74
VIEW    TREND FOR       ONE   VARIABLE




Note that if you have already selected institutions for this or another function during
the current Data Center session, your existing My Institutions list is displayed in the
bottom half of the pop-up screen, as demonstrated in the example above. You can
click on the adjacent radio button to select one of these institutions as your
Comparison Institution.

Once you have selected a Comparison Institution, it will be added to the status bar at
the top of the screen for your reference. You can use the Change and Remove
buttons to modify your selection at any time, as needed.




                                          75
VIEW   TREND FOR          ONE   VARIABLE




When you have finished selecting institutions for your data file/report, click
Continue or the                           tab to continue to the next step of the report
building process.



Step 2 – Select Variables
Next, select the IPEDS variable that you want to evaluate in your report. If you have
already selected/uploaded variables for a previous function during the current Data
Center session, your existing My Variables list will automatically be displayed. This
includes any derived variables you may have created.

                    My Variables
                    As you navigate the Data Center, selecting IPEDS variables for
                    various functions and purposes, these variables are stored in your
                    My Variables list for easy access should you wish to use them
                    again during your current session.


Choose from the existing variables in your My Variables list, or select a new
variable for this report using any or all of the following options:

       Browse/Search Variables
       This is the default method of selecting variables for your data file/report.
       Browse a list of IPEDS Variables and/or search for variables by name or
       keyword.
       Choose From My Variables
       Return to your My Variables list. Please note that this option is only
       applicable if you have already selected/uploaded variables during the current
       Data Center session.
       Create Derived Variables
       Derive new, custom variables from the existing IPEDS survey variables
       through addition, subtraction, or division.
       Upload Variables
       Upload a saved list of variables created in the Data Center or the IPEDS
       Peer Analysis System. Please note that a Power User account is required to
       utilize this option.

Note: Selecting variables is a process critical to a number of functions in the Data
Center. For detailed instructions, please refer to Chapter 3 – Create / Download a
List of Variables.



                                           76
VIEW    TREND FOR       ONE    VARIABLE




       Tip

    When generating a trend report you do not need to specify all of the data
    years that you want to include in the report during the variable selection
    process as you would with other reports in the Data Center. For each
    variable, select only the most recent data year. You will be given the
    opportunity to identify additional years of interest in the next step prior to
    generating your report.




Step 3 – Select Years for Trends Analysis
Once you have selected the desired variable, a list of available data years will be
displayed:




Click on the corresponding checkboxes to select the data years that you want to
include in your report. You can also click on select all to include all of the available
data years in your report, or unselect all to clear any selections you have made and
start again. When you are satisfied with your selections, click Continue to generate
your report.



Step 4 – View, Print, and Graph Your Results
Your report will automatically be displayed on-screen in HTML format. If you have
selected a Comparison Institution, it will be highlighted in yellow, as shown below:




                                           77
VIEW    TREND FOR        ONE      VARIABLE




You can click on Print report at any time to print a copy of your report. You can also
click on Download CSV to download the results to your computer’s hard drive in
comma separated values (CSV) format (viewable in Microsoft Excel and most other
spreadsheet applications), or on Download PDF to view the results in printable, PDF
format.

Click on the adjacent       icon to view a graph of the results for a selected institution, as
shown below:




When you are finished, use the Main Menu to navigate to a different task in the
Data Center, or, if you are finished using the Data Center, click on Start Over from
the navigation menu at the top of the screen to logout and end your current session.


                   Test your knowledge:
                   Using the View trend for one variable option, generate a report that shows the
                   percentage of students receiving financial aid at public, 2-year institutions in the state
                   of Connecticut for each of the last five data years. View a graph of the results for at
                   least one institution. Then print a copy of your report to complete this exercise.




                                                 78
GENERATE PRE-DEFINED          REPORTS


                                                                                   Chapter




       Generate Pre-Defined Reports
                                                                                  10
       This chapter contains detailed instructions for generating
       commonly used pre-formatted reports for one or more institutions
       in the IPEDS Data Center.



       T
                he Generate Pre-Defined Reports option allows you to generate a wide-
                range of pre-formatted reports related to a variety of commonly referenced
                IPEDS data such as directory information, price and admissions trends,
                student enrollments and demographics, and completion and graduation
       rates, for one or more institutions in the IPEDS universe.

       To access this option, click on Generate Pre-Defined Reports from the Data
       Center Main Menu. Then complete the following steps:

       Note: If you have not already done so during the current Data Center session, you
       must first indicate the type of data that you want to access.

               Publicly Released Data – Publicly released data are data that have been
               published and released to the general public via NCES First Look reports.
               These data have been reviewed and include imputations (statistical estimates)
               to account for missing pieces of data. Select this option to continue using
               the Data Center at the guest/public level of user access.

               Additional Early Release Data – The Additional Early Release Data option
               includes access to both publicly released data and early release data that have
               been reviewed but may or may not contain imputations. These data are not
               yet available to the general public, only to institutions that have submitted
               data to IPEDS. As a result, you must login to the Data Center with a valid
               user name and password in order to access these data.

       You can click on either option to view a list of the most recent data files available.

       To login, enter your institution’s UnitID as both your User Name and Password;
       then click         . Otherwise, select Publicly Released Data and click
       to continue using the Data Center at the guest/public level of user access.




                                                 79
GENERATE PRE-DEFINED              REPORTS




Step 1 – Select Institutions
The first step when generating any data file/report in the Data Center is to select the
institutions that you want to compare or evaluate. For this function, institutions can
only be selected By Names or UnitIDs or By Groups (unless you have already
selected/uploaded institutions for a previous function during the current Data
Center session, in which case your existing My Institutions list will be available by
default).

Note: Selecting institutions is a process critical to a number of functions in the Data
Center. For detailed instructions, please refer to Chapter 2 – Create / Download
an Institution Group.


    Tip

 If you have saved data on the NCES server that you would like to use, you
 can retrieve it at any time by clicking on Upload a previously saved
 session from the Data Center Main Menu. When prompted, enter the
 relevant Job Number to load your saved data.


As you select institutions, they will be added to your My Institutions list for use
with any pre-defined reports you choose to generate. Note that a count will appear at
the top of the screen:




This status bar is displayed at all times for your reference. You can click on
            at any time to view and/or modify your list of institutions.




                                          80
GENERATE PRE-DEFINED             REPORTS




When you have finished selecting institutions, click Continue or the
                         tab to continue to the next step of the report building
process.



Step 2 – Select Templates
Browse the list of available pre-defined Report Templates, clicking on the icon to
expand a section of the tree, and the icon to collapse it. When you are ready to
make a selection, click on the corresponding link to select the desired template, as
shown below:




Step 3 – Customize Your Report Settings
Depending on which template you have selected, you will be given the opportunity
to customize your report in various ways, specifying data years of interest and
selecting other data elements and formatting options where applicable:




                                        81
GENERATE PRE-DEFINED                REPORTS




You can click on the Report Templates link at any time to return to the Report
Templates menu and choose another option from the list of available pre-defined
reports.

When you are satisfied with your selections, click Display to view your results on-
screen in HTML format, or Download to download the report to your computer’s
hard drive in zipped, comma separated values (CSV) format viewable in Microsoft
Excel and most other spreadsheet applications.



Step 4 – View Your Results
If you have opted to view the results on-screen, your report will automatically be
displayed in HTML format, as shown below:




You can click on the link to Modify Options at any time to return to the previous
screen and modify your report settings; or, click on Report Templates to return to
the Report Templates menu and generate additional reports for the selected
institution(s). When you are finished, use the Main Menu to navigate to a different
task in the Data Center; or, if you are finished using the Data Center, click on Start
Over from the navigation menu at the top of the screen to logout and end your
current session.


                 Test your knowledge:
                 Using the Generate pre-defined reports option, select one or more institutions
                 of interest; then generate an Admissions Trends report for the selected
                 institution(s) for all available data years. Expand the results by gender, and view
                 the data from current to past years. View the results on-screen to complete this
                 exercise.


                                              82
DOWNLOAD CUSTOM       DATA    FILES


                                                                                  Chapter




      Download Custom Data Files
                                                                                 11
      This chapter contains detailed instructions for creating and
      downloading a custom data file in the IPEDS Data Center.



      T
              he Download Custom Data Files option allows you to create and
              download a customized data file according to your specifications for any or
              all institutions in the IPEDS universe. Data can be downloaded in a variety
              of formats, compatible with a wide-range of software packages, based on
      your unique data analysis needs.

      To access this option, click on Download Custom Data Files from the IPEDS
      Data Center Main Menu. Then complete the following steps:

      Note: If you have not already done so during the current Data Center session, you
      must first indicate the type of data that you want to access.

              Publicly Released Data – Publicly released data are data that have been
              published and released to the general public via NCES First Look reports.
              These data have been reviewed and include imputations (statistical estimates)
              to account for missing pieces of data. Select this option to continue using
              the Data Center at the guest/public level of user access.

              Additional Early Release Data – The Additional Early Release Data option
              includes access to both publicly released data and early release data that have
              been reviewed but may or may not contain imputations. These data are not
              yet available to the general public, only to institutions that have submitted
              data to IPEDS. As a result, you must login to the Data Center with a valid
              user name and password in order to access these data.

      You can click on either option to view a list of the most recent data files available.

      To login, enter your institution’s UnitID as both your User Name and Password;
      then click         . Otherwise, select Publicly Released Data and click
      to continue using the Data Center at the guest/public level of user access.




                                                83
DOWNLOAD CUSTOM            DATA    FILES




Step 1 – Select Institutions
The first step when generating any data file or report in the IPEDS Data Center is to
select the institutions that you want to compare or evaluate.
Note: This is a process critical to a number of functions in the Data Center. For
detailed instructions, please refer to Chapter 2 – Create / Download an
Institution Group.


    Tip

 If you have saved data on the NCES server that you would like to use, you
 can retrieve it at any time by clicking on Upload a previously saved
 session from the Data Center Main Menu. When prompted, enter the
 relevant Job Number to load your saved data.


As you select institutions, they will be added to your My Institutions list, as shown
below. This is the working list of institutions that will be included in your custom
data file. Note that a count will appear at the top of the screen:




This status bar is displayed at all times for your reference. You can click on
            at any time to view and/or modify your list of institutions.



                                         84
DOWNLOAD CUSTOM              DATA    FILES




When     you    are   finished   selecting    institutions,   click   Continue     or    the
                        tab to continue to the next step in creating your custom data
file.



Step 2 – Select Variables
Next, select the IPEDS variables that you want to include in your data file. Note: Variables
in the Download Custom Data Files differ from those in other functions, thus variables from
other functions do not load in this function, and vice versa. Start by choosing a year from
the list on the left side of the screen, as shown below:




Browse the list of available variables for the selected data year, clicking on the      icon
to expand a section of the tree and the icon to collapse it.

To view a detailed description of any variable, click on the adjacent icon. A pop-up
screen will appear containing a description of the variable, its IPEDS survey source,
the variable value set (for categorical variables such as geographic region, sector of
institution, etc.), and value statistics, where available.


                                             85
DOWNLOAD CUSTOM             DATA     FILES




When you are ready to make a selection, click on the corresponding checkboxes to
select one or more variables to include in your data file, as shown in the example
below:




You can also click on Select All to select all of the variables from a particular file, or
Unselect All to clear any selections you have made and start again.

Choose as many variables as you want from the various sections of the tree. Note,
however, that some variables may also require that you provide additional
information in order to further define the selected data items (e.g. one or more CIP
codes for Completions data, the Level of Student for Fall Enrollment data, etc.).
These variables incorporate an alternate two-step selection process, as shown below:




                                           86
DOWNLOAD CUSTOM            DATA    FILES




Click on the corresponding links in Step 1 to specify values for each of the
additional data elements indicated. When the related pop-up screen appears, select
one or more values of interest from the list of available options, as shown below:




You can use the icon where applicable to expand a menu item and view all of its
available components. Once you are satisfied with your selections, click Save to save
all entries and close the pop-up screen. You can reopen this window at any time to
modify your selected values.


                                         87
DOWNLOAD CUSTOM             DATA     FILES




Once you are finished selecting variables for the specified data year, you can choose
additional years from the list on the left side of the screen and continue selecting
variables as needed; or, if you are finished selecting variables for your data file, click
Continue.



Step 3 – Review Your Selections
The next step allows you to review the institutions and variables that you have
selected and make changes as necessary prior to creating your data file. A list of the
variables that you have selected is displayed on-screen, as shown below:




You can add additional variables to this list at any time by clicking on
                   from the status bar at the top of the screen. This will allow you to
return to the previous step and continue selecting additional variables for your data
file as desired.




                                           88
DOWNLOAD CUSTOM           DATA    FILES




To remove one or more variables, click on the corresponding checkboxes and then
Remove Selected to delete the specified variables from the list. You can also click
on Remove All to delete all variables for a specified data year.

Once you are satisfied with both your institution group and your selected variables,
click Continue to confirm these settings and create your custom data file
accordingly.



Step 4 – Download Your Data Set
Depending on which variable(s) you have selected, multiple data files may be
produced for downloading. The IPEDS survey source for each is displayed in the
Survey/Section column for your reference.
You can click on the Download All link to download all of the data files at once --
or, click on the   icon to download a single data file, as shown below:




Choose the desired format for the selected file(s); then click on the corresponding
      button to download the file(s) accordingly:

       CSV – Select this option to download the data set in basic comma separated
       values format viewable in Microsoft Excel and most other spreadsheet
       applications.

       SAS – Choose this option to download the data set in CSV format, specially
       configured for use in conjunction with the SAS statistical software package.

       STATA – Select this option to download the data set in CSV format,
       specially configured for use in conjunction with the Stata statistical software
       package.



                                         89
DOWNLOAD CUSTOM             DATA     FILES




       SPSS – Choose this option to download the data set in CSV format, specially
       configured for use in conjunction with the SPSS statistical software package.

You can also include imputation flags with your data, as desired. To do so, click on
the corresponding checkbox, as shown in the example above.


                 Imputation Flags
                 An Imputation Flag is an indicator on a data file that shows whether
                 or not a value was imputed (e.g. a statistical estimate was substituted in
                 place of missing data) for institutions that did not respond to a data
                 item or survey.


When you are finished, repeat this process for any additional files that you want to
download; or use the Main Menu to navigate to a different task in the Data Center.
If you are finished using the Data Center, click on Start Over from the navigation
menu at the top of the screen to logout and end your current session.


                 Test your knowledge:
                 Using the Download custom data files option, select one or more institutions
                 of interest and create and download a custom data set containing any variables
                 of interest to you for the selected Institution Group. Remember, this is a custom
                 data set, so it’s time to get creative! Download your data set in CSV format with
                 imputation flags included to complete this exercise.




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