NATIONAL CENTER FOR EDUCATION STATISTICS. Integrated Postsecondary Education Data System (IPEDS) IPEDS Data Center User Manual

Transcription

1 ASDFASFDAS NATIONAL CENTER FOR EDUCATION STATISTICS Integrated Postsecondary Education Data System (IPEDS) IPEDS Data Center User Manual

2 ASDFASFDAS INTEGRATED POSTSECONDARY EDUCATION DATA SYSTEM (IPEDS) DATA CENTER User Manual National Center for Education Statistics 1990 K Street, NW Washington, DC Phone nces.ed.gov

3 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 Saved Group By Variables...13 By Uploading a File...18 Modifying Your Institution Group...19 Saving Your Institution Group...20 Create / Download a List of Variables Browse/Search Variables...22 Browsing the IPEDS Variable Tree Searchinbdg g for Variables by Name and/or Keyword Create Derived Variables...31 Summation Variables Difference Variables Ratio Variables Upload Variables...36 Modifying Your List of Variables...37 Saving Your List of Variables...38 Look up an Institution Download Survey Data Files Compare Individual Institutions Create Group Statistics Rank Institutions on One Variable View Trend for One Variable Generate Pre-Defined Reports Download Custom Data Files... 83

4 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 widerange 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 ICON KEY! Critical information Hints/tips Key terms Test your knowledge without a detailed set of instructions, a wealth of information, hints, tips, and insights are provided to help focus your time and efforts more productively. Some users may find that browsing is a better way to learn from this manual than reading straight through it. This will depend 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

5 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

6 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

7 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 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

8 CREATE / DOWNLOAD AN INSTITUTION GROUP Chapter 2 Create / Download an Institution 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

9 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

10 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

11 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

12 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

13 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

14 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

15 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 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 ) 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

16 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

17 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

18 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

19 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 Value(s) pop-up screen: icon to open the corresponding Search 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

20 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 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

21 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

22 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

23 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 address in the space provided and click Send to have the Job Number ed 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

24 CREATE / DOWNLOAD A LIST OF VARIABLES Chapter 3 Create / Download a List of Variables 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

25 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

26 CREATE / DOWNLOAD A LIST OF VARIABLES Frequently Used and Derived Variables Institutional Characteristics Admissions and Test Scores Student Charges Fall Enrollment 12-Month Enrollment Completions This section of the tree is comprised of the most commonly 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. Includes variables related to basic institutional data and 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.). Includes variables related to admissions considerations and requirements, the number of applicants, admissions, and subsequent enrollees during a specified data year, and 25 th and 75 th percentile SAT and ACT test scores of applicants. 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. 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. 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 month instructional activity (contact vs. credit hours) and full-time equivalent (FTE) enrollment (calculated based on instructional activity). 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

27 CREATE / DOWNLOAD A LIST OF VARIABLES Graduation Rates This section of the tree is comprised of graduation data for fulltime, 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 Human Resources 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 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

28 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

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.). 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

30 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

31 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 : 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 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

32 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

33 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: Y ou 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

34 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

35 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

36 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

37 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

38 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

39 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

40 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

41 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 address in the space provided and click Send to have the Job Number ed to you, as shown below: 38

42 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