Locking Data

Step 1: Enter Data

Note: Data are saved on a screen-by-screen basis.

• Click Save then click Next before continuing to the next page. Using the Save button will save your data and keep you on the current page. Using Next will advance you to the next logical page of the survey.
• Using the Back button on your browser to return to a previous page may result in lost data unless you save it first.

Online or manual data entry

1. Begin the data entry process by selecting Surveys from the menu.
2. In the fall, verify the Institution Identification screen. This screen is preloaded with data previously submitted by your institution. Complete the form by updating or providing the requested information; be sure to save your data by clicking Save.
3. Click on the Enter Data link to access the survey you wish to complete. For some surveys you must complete Screening Questions (SQs) before you can enter data. Screening Questions are designed to customize the survey form for each institution by determining which version and/or which parts must be completed.
4. Continue the on-line data entry process until you have entered all required data for the survey. Although there is no specific order required for completing the various survey components, when completing a particular component, begin with Part A and proceed in a logical order. The order becomes important when values from one survey part are carried forward to another part.

File Upload/Import

The file upload and data import function can be used to complete various survey components or sections of the surveys as listed in the table below. The required data file formats can be displayed by clicking the Help menu and selecting the Survey Materials option. Answer the clarifying questions and then select the desired survey link to display the file specifications.

Once you have prepared your data file, follow these simple steps:

1. Select the File Import/Upload option from the Tools menu
2. Type the path and file name that you wish to upload, or click Browse to locate the file on your computer.
3. Indicate the file type (Fixed Length or Key Value Pair). Use the dropdown menu to indicate which survey data you are uploading and click Submit. If the file is transmitted successfully, the system will display the name, size and content type of the uploaded file.
4. At this point a copy of your file has been copied to the IPEDS server/computer. Click the Process upload link to import data into the collection system. When the import process is completed, the system will display the number of institutions in the upload file, and list the institutions that were successfully processed and saved, as well as those that had fatal errors and were not saved.

FILE IMPORT Each component below is treated separately.
Component	Fixed Length/Positional File Import	Key Value Pair File Import
Completions	Accumulates data for each race/ethnicity and gender combination, by UnitID, CIP code, and award level. Subsequent imports of new files will initialize all records to null, by UnitID, deleting all data that were entered previously.
IC Student Charges (Part D)	Each new file imported initializes records to null, by UnitID, deleting any data that were entered previously.	Supports partial file update, updating only the fields that are contained in the data file. The record will not be initialized to blanks, by UnitID, upon import.
Enrollment (Fall & 12-Month)	Each new file imported initializes records to null, by UnitID, deleting all data in ALL parts that were entered previously.	Accumulates data for each race/ethnicity and gender combination, by UnitID and level of enrollment, or by category, depending on Part. Subsequent imports of new files will initialize records to null, by UnitID, deleting all data that were entered previously.
Graduation Rates	Each new file imported initializes records to null, by UnitID deleting all data that were entered previously. Sections I through VI cannot be imported separately.	Accumulates data for each race/ethnicity and gender combination, by UnitID and status of student. Subsequent imports of new files will initialize records to null, by UnitID, deleting all data that were entered previously.
Finance	Each import initializes records to null, by UnitID, deleting any data that were entered previously. Parts cannot be imported separately.
Student Financial Aid	Each import initializes records to null, by UnitID, deleting any data that were entered previously. Parts cannot be imported separately.
Human Resources	Each import initializes records to null, by UnitID, deleting any data that were entered previously. Parts cannot be imported separately. Data for all three sections (Employees by Assigned Positions, Fall Staff, and Salaries) must be contained in the same file.

Step 2: Perform Edits

Once all of your data for a particular survey are entered, the survey screen will show an active Perform Edits link in the Steps to Locking column.

1. Click the Perform Edits link to run the edits. The system will display the Edit Report, listing any errors and indicating whether they are 'fatal' (must be corrected) or if they need explanation or confirmation.
2. Enter any necessary explanations and confirmations from the Edit Report or from the error icon on the data screen. Click on Go to error screen to go directly to the screen containing an unresolved error.
3. Click on Back to survey data to go to the first screen of the survey; this link appears when the edit involves more than one screen.
4. Make corrections, enter explanations, or click confirm as needed.
5. Once all errors are resolved, the Resolved column will display "yes" for each message and the Lock button will be activated under Steps to Locking.

Note: Changing your data may affect multiple parts of the survey and hence require you to review other pages within the same survey.


Step 3: Lock Data

When all edits have been resolved, the institution's keyholder is required to Lock each survey individually. To lock the data:

1. Click the Lock link in the Steps to Locking column.
2. The system will prompt you for confirmation of your action. Once you confirm, the survey is locked.

You will receive an email confirming that the data are locked, and you will no longer be able to update your data yourself. You will still be able to view and print (or download) any survey data that are locked.

If you need to unlock your data: Should you discover an error in your data, contact the IPEDS Help Desk at 1-877-225-2568. The Help Desk will unlock your data, allowing you to correct the error (unless a coordinator has subsequently locked your data). Once you have corrected the error you will need to re-edit and re-lock the data.


Step 4: Log Out

When you have finished a session and do not wish to continue, be sure to use the Logout button on the navigation menu before closing your browser. When you log back in you can continue where you left off. Please Save your data before you log out by clicking the Verify & Save button.

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