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

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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)

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I N T E G R A T E D P O S T S E C O N D A R Y E D U C A T I O N D A T A S Y S T E M ( I P E D S ) D A T A C E N T E R

User Manual

National Center for Education Statistics 1990 K Street, NW

Washington, DC 20006 Phone 202.502.7300

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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

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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.

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.

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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 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).

I C O N K E Y

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Critical information Hints/tips

Key terms

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I N T R O D U C T I O N

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.

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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.

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I N T R O D U C T I O N

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.

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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.

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.

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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.

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C R E A T E / D O W N L O A D A N I N S T I T U T I O N G R O U P

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

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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.

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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

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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

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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).

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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

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

Test your know

Using the EZ G Grant institution Institution Grou

ledge:

roup option, create an Institution Group comprised of all Land

s in the state of Montana for data year 2006. The resulting p 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.

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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.

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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

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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

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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 orted! Click on the corresponding column heading to sort bles in a particular file accordingly.

can be s the varia

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

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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)

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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 not cont etc.). The a decima

entries must be in the form of whole numbers and should ain any special characters (e.g. commas, decimals, dollar signs, only exception to this is ratio defined variables where use of l point is required for entry of search values.

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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 know

Using the By V private not-for-p Your list of v

abbreviation.) A

The resulting In you are finished

ledge:

ariables option, create an Institution Group comprised of all

rofit four-year institutions in the District of Columbia. (Hint: ariables should include Sector of institution and State ll of the selected variables should be for the 2006-07 data year. stitution Group should contain a total of 12 institutions. When

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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.

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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.

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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

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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 system w upload i

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

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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.

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.

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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.

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C R E A T E / D O W N L O A D A L I S T O F V A R I A B L E S

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.

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Frequently Used and Derived Variables

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.

Institutional Characteristics

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.).

Admissions and Test Scores

Includes variables related to admissions considerations and 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).

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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.

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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:

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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:

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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.

!

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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

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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.

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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:

lick on the corresponding links to specify values for each of the additional data C

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:

ou can use the

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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 kno

Using the Brows keyword faculty academic rank Variables list us

appropriate. Whe

wledge:

e/Search Variables option, search for variables related to the

. From the search results screen, select Tenure status and

of full-time faculty, and add this variable to your My

ing whatever data years and qualifying variable values you deem n you are finished, save your Variable List to complete this exercise.

Create Derived Variables

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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

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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

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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

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Ratio Variables

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Test your kno

Using the Create aid received as a derived variable w the numerator, a denominator. Wh

wledge:

Derived Variables option, compute average institutional grant

percent of the total price of attendance. This will be a ratio ith Average amount of institutional grant aid received as nd Total price for in-state students living on campus as the

en 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.

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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 orted! Click on the corresponding column heading to sort bles in a particular file accordingly.

can be s the varia

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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

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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 m not be a will subs

odify the filename extension in any way or the system will ble to recognize the file when you try to upload it, and it equently be unusable.

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L O O K U P A N I N S T I T U T I O N

Chapter

4

Look up an Institution

This chapter contains detailed instructions for retrieving data for a

single institution in the IPEDS Data Center.

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.

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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

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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 ta for another institution in t

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L O O K U P A N I N S T I T U T I O N

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 kno

Using the Look Loyola College in institution; then to complete this

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up an institution option, retrieve data for UnitID 163046,

Maryland. View the Admissions data available for this download and review the full Institution Profile in PDF format

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Chapter

5

Download Survey Data Files

This chapter contains detailed instructions for downloading

complete IPEDS survey files from the IPEDS Data Center.

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:

T

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D O W N L O A D S U R V E Y D A T A F I L E S

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):

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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.

D T th d d in ata Dictionary

he data dictionary serves as a reference for using and interpreting e data within a particular survey file. This includes the names, efinitions, and formatting conventions for each table, field, and ata element within the file, important business rules, and

formation 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 are identified using codes instead of labels. Labels for riables are available in both the data read program files and tionary for each file; however, for files that automatically

ate this information you will need to use the Download Data Files option. For more information, refer to Chapter 11 of this user manual.

variables these va data dic incorpor Custom

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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.

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Using the Down then download th Enrollments sur 2005; then go to the occupation, rac 2005. Download wledge:

load survey data files menu option, select data year 2005, and

e following survey files to your computer’s hard drive: from the vey, download Total entering class and retention rates: Fall

Fall Staff survey and download New hires by primary

e/ethnicity, and gender (Degree-granting institutions): Fall

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C O M P A R E I N D I V I D U A L I N S T I T U T I O N S

Chapter

6

Compare Individual Institutions

This chapter contains detailed instructions for quickly retrieving

and comparing data for multiple institutions in the IPEDS Data

Center.

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.

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

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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:

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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.

!

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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.

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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.

M A v M ag y Variables

s you navigate the Data Center, selecting IPEDS variables for arious functions and purposes, these variables are stored in your y Variables list for easy access should you wish to use them ain 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:

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.

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.

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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.

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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.

tep 3 – Customize Your Report Settings

u want to include settings using the , enter it in the Table Name field, as shown below:

S

Once you have identified both the institutions and variables that yo in your data file/report, the final step is to customize your report formatting choices in the Select Output screen.

--To specify a unique title for your report

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

to use. Institutions can be identified by name alone, or by name and UnitID. Click on the b

--Next, select the identification variables that you want

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--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

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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.

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Using the Comp includes the 4-ye seeking students at region of the Un to create your In the results on-scr

wledge:

are individual institutions option, generate a report that

ar, 5-year, and 6-year graduation rates for Bachelor’s private, not-for-profit, 4-year institutions in the Southwest ited States. (Hint: you will need to use the By Variables option stitution Group.) Give your report a unique title, and then view

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Chapter

7

Create Group Statistics

This chapter contains detailed instructions for generating a report

containing descriptive statistics for a group of institutions in the

IPEDS Data Center.

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.

T

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.

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C R E A T E G R O U P S T A T I S T I C S

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:

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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.

!

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C R E A T E G R O U P S T A T I S T I C S

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.

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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.

M A va M ag y Variables

s you navigate the Data Center, selecting IPEDS variables for rious functions and purposes, these variables are stored in your y Variables list for easy access should you wish to use them ain 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:

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.

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.

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