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  1. Advanced IPEDS Dataset Cutting Tool (DCT)

  2. DCT SESSION AGENDA: • Brief overview of IPEDS survey system and Peer Tool • The purpose of the DCT • The structure and features of the DCT • How to downloaddata from the DCT

  3. Data Source:IPEDS SURVEY SYSTEM7 Survey Components • Institutional Features & Pre-Enrollment: • 1. Institutional Characteristics (IC) • Enrolled Student Information: • 2. Enrollment (EF) • 3. Completions (C) • 4. Graduation Rates (GRS) • 5. Student Financial Aid (SFA) • Institutional Finance & Staffing: • 6. Finance (F) • 7. Human Resources (HR: EAP, S, SA)

  4. TWO “SIDES” OF THE PEER TOOL Peer Analysis System (PAS) Dataset Cutting Tool (DCT)

  5. Dataset Cutting 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 • 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

  6. DCT Options • CreateacustomizedIPEDS datasetof selected variables from one or more survey components • Download entire IPEDS survey data files Both options provide dictionary & syntax for importing data into SAS, SPSS, or STATA

  7. Before using DCT, you also need to know about: • IPEDS Data Collection Calendar • Collection Year vs Data Year • Structure of IPEDS Data Files


  9. View Data By? • Collection year:academic year in which the data are collected by IPEDS; i.e., IPEDS collection cycle: fall, winter, spring 2005-2006 • Data year:year of the data regardless of when they are collected by IPEDS

  10. Collection Year vs Data Year • Fall Enrollment • Enrollment:same collection & data yr. • 12-month Headcount & Instructional Activity:prior academic year data • Inst. Characteristics & Human Resources • Same collection and data year • Completions; Student Financial Aid; Institutional Finance; Graduation Rates • Data year prior to collection year

  11. Structure of IPEDS Datafiles • IPEDS survey data are stored as either: • Single-record files with one line of data per institution (e.g., IC; F; GRS before 2002; SFA; SA before 2001) • Multi-record files (hierarchical files) with several lines of data per institution (e.g., EF; C; HR; GRS after 2001; SA after 1999)

  12. Single-Record File DCT merges data selected from single-record surveys into a single output file

  13. Multi-Record File DCT merges data from multi-record surveys into separate output files for each survey

  14. Multi-Record Files are Hierarchical Qualifying Variables:Student Level Full-time Undergraduate Full-time Graduate VariableRace/ Gender Asian Male Asian Female Asian Male Asian Female Qualifying Variables must be selected first

  15. User-Support for DCT: • Introduction • Tutorial • Navigation Buttons on each page • Variable Label Description Links • Session Summary • Data Dictionary • Syntax for importing data into statistical software

  16. Research Question to DemonstrateCreating a Custom Dataset In 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?


  18. Entering the DCT

  19. Login at Institution Level

  20. Agree to NCES data usage terms

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

  22. PAS / DCT Selection 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.

  23. 3 Steps for Creating a Custom Dataset: • Select the schoolsfor which you want data • Choose the yearof data you need • Select variablesfrom one or more survey components

  24. Select criteria for institutions and click Continue

  25. Criteria for Schools (this 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

  26. Other ways to select schools: 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 HINT: Make sure your focus institution’s ID is included

  27. Institution Selection Results

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

  29. List of surveys available for data year ’04 (2004-05). Select Surveys IC, EF, & SFA and Continue

  30. Select sections from: IC - Directory information EF - Total Entering FreshmenSFA- All student counts

  31. Progress Summary Scroll down to select variables

  32. Sort by Survey Order: order in which variables appear in the survey If using,Sort before Find variable

  33. Pop-up window for Find Variable search by keyword

  34. Select Variables

  35. Session Summary & Output

  36. Session Summary & Output

  37. Selecting Output (Same Output Options for Each Dataset) View Online (limit 50 columns; can sort by column) CSV (limit 100 columns; will download with value and variable labels

  38. Downloading Custom Dataset Files • Create Subdirectory/Folder to receive DCT output, e.g., “C:\DCT” • (2) Select output from drop-down list, one at a time, and save in subdirectory • (3) UseDCT BackButton to return to output page to get each file • (4) Download data file, readprogram(syntax), & dictionary

  39. CSV download for use with spreadsheet program Click on link to download file

  40. Sample SPSS Read Program VARIABLE LABELS unitid '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' VALUE 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'.

  41. Variable Name & Values from Dictionary for Enrollment Data

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