Advanced IPEDSAdvanced IPEDS

Dataset Cutting Tool Dataset Cutting Tool (DCT)(DCT)

http://www.nces.ed.gov/ipedspas

DCTDCT SESSION AGENDA: SESSION AGENDA:

Brief overviewoverview of IPEDS survey system and Peer Tool

The purposepurpose of the DCTDCTThe structurestructure and features

of the DCTDCTHow to downloaddownload data from

the DCTDCT

Institutional Features & Pre-Enrollment:Institutional Features & Pre-Enrollment:1. Institutional Characteristics (IC)

Enrolled Student Information:Enrolled Student Information:2. Enrollment (EF)3. Completions (C)4. Graduation Rates (GRS)5. Student Financial Aid (SFA)

Institutional Finance & Staffing:Institutional Finance & Staffing:6. Finance (F)7. Human Resources (HR: EAP, S,

SA)

Data Source: IPEDS SURVEY SYSTEM 7 Survey Components

TWO “SIDES” OF THE TWO “SIDES” OF THE PEER TOOLPEER TOOL

Peer Analysi

s System (PAS)

Dataset

Cutting Tool

(DCT)

• Peer Analysis System (PAS)

With selected schools & variables:– rank schools by

variable – calculate new

variables– create standard

and custom reports

– View/download data, reports, graphs

• Dataset Cutting Dataset Cutting Tool (DCT)Tool (DCT)

For one data year:– download entire

IPEDS data files– Custom-build

large datasets, selecting mix of schools, surveys, variables

– Download datasets for analysis off-line using Excel, SPSS, SAS, or STATA

ComparinComparingg

PASPAS DCTDCT

Schools 4 – 1,200 No Limit

Surveys 1 or more 1 or more

Variables 1 – 250 No Limit

Years of Data 1 or more per survey 1 per session

Analysis within Application

Calculated variables, rankings, summary statistics, graphs, etc.

None

Analysis after Exiting

Download in csv format for use with spreadsheet

Download csv, SPSS, SAS or STATA data files

DCT OptionsDCT Options1.1. CreateCreate aa customizedcustomized

IPEDS datasetdataset of selected variables from one or more survey components

2.2. Download entireDownload entire IPEDS survey data data filesfiles

Both options provide dictionary & syntax for importing data into SAS, SPSS, or STATA

DCT DCT OptionOptionss

1. Custom Dataset

2. 2. Download Download Data FilesData Files

Schools Limited AllSurvey One or more One at a timeVariables

Several All

Output options

View online, use with Spreadsheet, SPSS, SAS, STATA

Use with SPSS, SAS, STATA

Issue Focus

Types of schools, students, etc.

National in scope

Before using Before using DCTDCT, you , you also need to know also need to know

about:about:• IPEDS Data Collection IPEDS Data Collection

CalendarCalendar•Collection Year vs Data YearCollection Year vs Data Year•Structure of IPEDS Data FilesStructure of IPEDS Data Files

IPEDS DATA COLLECTION IPEDS DATA COLLECTION CYCLECYCLE

(Collection Year)(Collection Year)Fall (Sept – Nov)

Institutional Characteristics, Completions

Winter (Dec – Feb)

Human Resources, Enrollment, Finance

Spring (Mar – May)

Enrollment, Finance Student Financial Aid, Graduation Rates

• Collection yearCollection year:: academic year in which the data are collected by IPEDS; i.e., IPEDS collection cycle: fall, winter, spring 2005-2006

• Data yearData year:: year of the data regardless of when they are collected by IPEDS

View Data By?View Data By?

Collection Year Collection Year vsvs Data Data YearYear

• Fall EnrollmentEnrollment: same collection & data yr.same collection & data yr.12-month Headcount & Instructional Activity: prior academic year dataprior academic year data

• Inst. Characteristics & Human Resources

Same collection and data yearSame collection and data year

• Completions; Student Financial Aid; Institutional Finance; Graduation Rates

Data year prior to collection yearData year prior to collection year

Structure of IPEDS Structure of IPEDS DatafilesDatafiles

• IPEDS survey data are stored as either:– Single-record filesSingle-record files with one line of

data per institution (e.g., IC; F; GRS before 2002; SFA; SA before 2001)

– Multi-record filesMulti-record files (hierarchical files) with several lines of data per institution (e.g., EF; C; HR; GRS after 2001; SA after 1999)

Single-Record FileSingle-Record Fileunitid instnm stabbr obereg sector iclevel control affil hloffer100654 ALABAMA A & M UNIVERSITY AL 5 1 1 1 -3 9100663 UNIVERSITY OF ALABAMA AT BIRMINGHAMAL 5 1 1 1 -3 9100690 SOUTHERN CHRISTIAN UNIVERSITYAL 5 2 1 2 -3 9100706 UNIVERSITY OF ALABAMA IN HUNTSVILLEAL 5 1 1 1 -3 9100724 ALABAMA STATE UNIVERSITY AL 5 1 1 1 -3 8100751 UNIVERSITY OF ALABAMA AL 5 1 1 1 -3 9100812 ATHENS STATE UNIVERSITY AL 5 1 1 1 -3 5100830 AUBURN UNIVERSITY-MONTGOMERYAL 5 1 1 1 -3 9100858 AUBURN UNIVERSITY MAIN CAMPUSAL 5 1 1 1 -3 9100937 BIRMINGHAM SOUTHERN COLLEGEAL 5 2 1 2 -3 7101073 CONCORDIA COLLEGE AL 5 2 1 2 -3 5101189 FAULKNER UNIVERSITY AL 5 2 1 2 -3 7

DCT merges data selected from single-DCT merges data selected from single-record surveys into a single output filerecord surveys into a single output file

Multi-Record FileMulti-Record Fileunitid instnm idx_ef efrace01 efrace02 efrace03 efrace04100654 ALABAMA A & M UNIVERSITY -2 165 131 2282 2766100654 ALABAMA A & M UNIVERSITY -2 104 88 2082 2262100654 ALABAMA A & M UNIVERSITY -2 104 88 2082 2262100654 ALABAMA A & M UNIVERSITY -2 11 12 559 517100654 ALABAMA A & M UNIVERSITY -2 143 107 2037 2339100654 ALABAMA A & M UNIVERSITY -2 98 83 1960 2124100654 ALABAMA A & M UNIVERSITY -2 98 83 1960 2124100654 ALABAMA A & M UNIVERSITY -2 11 12 555 509100654 ALABAMA A & M UNIVERSITY -2 22 24 245 427100654 ALABAMA A & M UNIVERSITY -2 6 5 122 138100654 ALABAMA A & M UNIVERSITY -2 6 5 122 138100654 ALABAMA A & M UNIVERSITY -2 0 0 4 8100663 UNIVERSITY OF ALABAMA AT BIRMINGHAM-2 616 345 1084 2808100663 UNIVERSITY OF ALABAMA AT BIRMINGHAM-2 205 139 917 2262100663 UNIVERSITY OF ALABAMA AT BIRMINGHAM-2 200 128 839 2131100663 UNIVERSITY OF ALABAMA AT BIRMINGHAM-2 18 8 164 367

DCT merges data from multi-record DCT merges data from multi-record surveys into separate output files for each surveys into separate output files for each

surveysurvey

Full-time Undergraduate

Full-time Graduate

Asian Male

Asian Female

Asian Male

Asian Female

Qualifying Variables:Student Level

Qualifying Variables:Student Level

VariableRace/ Gender

VariableRace/ Gender

Multi-Record Files are HierarchicalMulti-Record Files are Hierarchical

Qualifying Variables must be selected Qualifying Variables must be selected firstfirst

User-Support forUser-Support for DCT: DCT:•Introduction Introduction

•Tutorial Tutorial

•Navigation Buttons on each Navigation Buttons on each pagepage

•Variable Label Description Variable Label Description LinksLinks

•Session SummarySession Summary

•Data DictionaryData Dictionary

•Syntax for importing data Syntax for importing data into statistical softwareinto statistical software

Research Question to Research Question to DemonstrateDemonstrate Creating a Creating a Custom DatasetCustom DatasetIn fall 2004, what was the percentage of undergrads represented in the GRS cohort and what types of aid did first-time undergrads receive at CCs in KY, MI, Ohio and PA?

Survey (type)

Survey Section

Qualifying Variable

Regular Variables

PLANNING FOR DATA SELECTIONPLANNING FOR DATA SELECTION

Entering the Entering the DCTDCT

http://nces.ed.gov/ipedspas/

Login at Institution Level

Login at Institution Level

Agree to NCES data usage terms

Agree to NCES data usage terms

Use an institution’s 6-digit IPEDS Unit ID for User ID and Password

Use an institution’s 6-digit IPEDS Unit ID for User ID and Password

Once you have selected an access level and if necessary logged in you must choose between the dataset cutting tool or the Peer Analysis System.

PAS / DCT Selection

33 Steps for Creating Steps for Creating a Custom Dataset:a Custom Dataset:

1. Select the schoolsschools for which you want data

2. Choose the yearyear of data you needdata you need

3. Select variablesvariables from one or more survey components

Select criteria for institutions and click Continue

Select criteria for institutions and click Continue

Criteria for Schools Criteria for Schools (this (this question) question)

•Geographic Region: Any

•State or Outlying Area: Kentucky, Michigan, Ohio and Pennsylvania

•Degree-Granting: Degree-Granting

•Type of Institution: Public 2-year

•Carnegie Classification: Any

•Miscellaneous: None

•Geographic Region: Any

•State or Outlying Area: Kentucky, Michigan, Ohio and Pennsylvania

•Degree-Granting: Degree-Granting

•Type of Institution: Public 2-year

•Carnegie Classification: Any

•Miscellaneous: None

Copy & Paste a comma separated list of Unit IDs (created in text editor e.g., Notepad, Word) 222178,222497,222567,222576,

222822,222832,222938,222983, 223001,223117,223214,223223, 223232,223320,223427,223463, 223524,223773,223816,223898

Upload a comparison list created in the Peer Analysis System, e.g.: inst128422357.uid

Other ways to select Other ways to select schools:schools:

HINT: Make sure your focus institution’s ID is included

Institution Selection Institution Selection ResultsResults

Select data year 2004 (i.e., 2004-05)

Select data year 2004 (i.e., 2004-05)

List of surveys available for data year ’04 (2004-05).

Select Surveys IC, EF, & SFA and Continue

List of surveys available for data year ’04 (2004-05).

Select Surveys IC, EF, & SFA and Continue

Select sections from:

IC - Directory information EF - Total Entering Freshmen SFA - All student counts

Select sections from:

IC - Directory information EF - Total Entering Freshmen SFA - All student counts

Progress Summary

Progress Summary

Scroll down to select variables

Scroll down to select variables

Sort by Survey Order: order in which variables appear in the survey

Sort by Survey Order: order in which variables appear in the survey

If using, SortSort before Find Find variablevariable

Pop-up window for Find Find VariableVariable search by keyword

Pop-up window for Find Find VariableVariable search by keyword

Select Variables

Session Summary & Output

Session Summary & Output

Selecting Selecting OutputOutput

CSV (limit 100 columns; will download with value and variable labels

View Online (limit 50 columns; can sort by column)

(Same Output Options for Each Dataset)

Downloading Custom Dataset Downloading Custom Dataset FilesFiles

(1) Create Subdirectory/FolderSubdirectory/Folder to receive DCT output, e.g., “C:\DCT”

(2) Select outputSelect output from drop-down list, one at a time, and save in subdirectory

(3) Use DCT BackDCT Back ButtonButton to return to output page to get each file

(4) Download datadata file, readread programprogram (syntax), & dictionarydictionary

CSV download for use with spreadsheet program

CSV download for use with spreadsheet program Click on

link to download file

Click on link to download file

VARIABLE LABELSunitid 'Unique identification number for an institution'scfa1n 'Number of students in cohort'scfa1p 'Students in cohort as a percentage of all undergraduates'anyaidn 'Number receiving any financial aid'anyaidp 'Percentage receiving any financial aid'fgrnt_n 'Number receiving federal grant aid'fgrnt_p 'Percentage receiving federal grant aid'fgrnt_a 'Average amount of federal grant aid received'sgrnt_n 'Number receiving state/local grant aid'sgrnt_p 'Percentage receiving state/local grant aid'sgrnt_a 'Average amount of state/local grant aid received'igrnt_n 'Number receiving institutional grant aid'igrnt_p 'Percentage receiving institutional grant aid'igrnt_a 'Average amount of institutional grant aid received'

Sample SPSS Read ProgramVALUE LABELS/locale -3 '{Not available}'1 'Large city'2 'Mid-size city'3 'Urban fringe of large city'4 'Urban fringe of mid-size city'5 'Large town'6 'Small town'7 'Rural'9 'Not assigned'.

Variable Name & Values from Variable Name & Values from Dictionary for Enrollment DataDictionary for Enrollment Data

To select another year of data for a To select another year of data for a custom dataset, click on DCT Home to custom dataset, click on DCT Home to restart the processrestart the process

Second DCT Option: Download Data FilesDownload Data Files

• Data from all institutions, as stored by IPEDS, are available for download

• These datasets for each survey component are downloaded in zipped format

What is the range of Fall 2005 academic year undergraduate tuition among colleges and universities with similar characteristics?

Research Question to Research Question to DemonstrateDemonstrate Downloading Downloading

Data FileData File

SurveySurvey SectionsSections DownloadDownload

IPEDS-IC fall 2005

Institutional

Character-istics and Student Charges

Directory Information

(1) hd2005 (SPSS/SAS data file); (2) Read Program; (3) Dictionary

Student Charges for Academic Year Programs

(1) ic2005_ay (SPSS/SAS data file); (2) Read Program; (3) Dictionary

OUTLINE OF DATA FILE OUTLINE OF DATA FILE SELECTIONSELECTION

3 Steps for Downloading Data 3 Steps for Downloading Data Files:Files:

1. Select Download Download datadata filesfiles after login

2. Choose one yearyear and one surveysurvey

3. Select and download output output

Click here

Click here

Select one year

Select one year Select

one survey

Select one survey

Note

Note

Send DCT to get data files

Send DCT to get data files

Click on links to select, one at a time, data file, read program, dictionary

Click on links to select, one at a time, data file, read program, dictionary

Downloading Files: IC Directory Downloading Files: IC Directory InformationInformation

Also download files from IC student charges

Also download files from IC student charges

Note: Final Data Files available for 2004; Early Release Files available for 2005

Note: Final Data Files available for 2004; Early Release Files available for 2005

Saving Data Saving Data FilesFiles

Save files one at a time in same subdirectory/ folder

Save files one at a time in same subdirectory/ folder

To select another year of data for To select another year of data for downloading, use the back downloading, use the back button . . .button . . .

. . . and return to . . . and return to Download Download data filesdata files

After files are successfully downloaded, exit the DCT (close browser) and use statistical software of choice to analyze the data and answer the research question.

After files are successfully downloaded, exit the DCT (close browser) and use statistical software of choice to analyze the data and answer the research question.

Questions?Questions?Try it out!Try it out!