Frequently Asked Questions

Roles

1. What are the CDS roles for staff at participating institutions?
   • Primary Representative on an eligible EDUCAUSE member campus— Authorized by default to input survey data (Author), to view peer data for modules the institution has completed (Reviewer), and to assign CDS authorities (Manager). The EDUCAUSE primary representative or designated CDS manager must accept the Appropriate Use Policy (AUP) on behalf of the institution or system office before data entry can begin.
   • Primary Representative in member system offices of multi-campus systems and community college districts—Authorized by default to input survey data (Author), to view peer data for modules the institution has completed (Reviewer), and to assign CDS authorities (Manager). The EDUCAUSE primary representative or designated CDS manager must accept the Appropriate Use Policy (AUP) on behalf of the institution or system office before data entry can begin.
   • Manager—Authorized to assign CDS roles. The Primary Representative can delegate Manager responsibility to another staff member, who in turn can authorize Authors and Reviewers. The EDUCAUSE primary representative or designated CDS manager must accept the Appropriate Use Policy (AUP) on behalf of the institution or system office before data entry can begin.
   • Author—Authorized to input survey data for the specified module(s). The Primary Representative retains Author responsibility for any module not delegated to another Author.
   • Reviewer—Authorized to view peer data for modules the institution has completed. The Primary Representative and Manager are automatically Reviewers.

Accessing Data

1. What are my CDS data access options?
   

   If you've completed the CDS 2012 survey, your data can be viewed in two ways, either through our data download or through CDS Reporting. Either option enables you to create custom peer groups and access data for specific sections of the survey.

   CDS Reporting presents the Core Metrics and module data in a new dynamic dashboard format. Learn more below.

   CDS 2012 and 2011 data can be downloaded into a spreadsheet using the Download Data option. You can also include data from IPEDS (institution-level financial and FTE data by institution) and CUPA-HR (salary estimates by IT position and Carnegie Classification) in your download. Select the blue "Go to Data Download" button on the Access Data tab to get started.

2. What is CDS Reporting?
   

   EDUCAUSE has restored the reporting functionality that was once part of the Core Data Service—and now provides even more. CDS Reporting is a web-based interactive data visualization tool with graphs, tables, and dashboards that simplify and enhance your access to CDS data.

   CDS Reporting comes to you via a portal powered by SAS Business Intelligence (BI) tools and requires neither experience with nor local access to SAS software.

3. How do I use CDS Reporting?
   

   Members from CDS participating institutions with CDS Reviewer status may access CDS Reporting via the Access Data tab on the CDS website. For further instruction on how to use CDS Reporting, please review our Quick Start Guide.

4. When will all CDS 2012 data be available in CDS Reporting?
   

   We expect all CDS 2012 data will be available in May 2013, with the exception of Modules 9-12 (available in spreadsheet download only). The release of each module will be announced on the CDS website and in CDS Update.

5. What are the CDS Core Metrics?
   

   CDS Core Metrics (formerly "comparative ratio analyses") are the most frequently used metrics for IT strategic management and planning. The core metrics, derived from multiple IPEDS and/or CDS Module 1 questions, are valuable indicators of IT operational efficiency.

   CDS Participants, to view your core metrics:

   • Login to access CDS Reporting.
   • Select the “Go to CDS Reporting” button on the "Access Data" tab of the CDS website.
   • Select “Core Metrics” in the left navigation.
   • Select your peer group from the “Choose Peer Group” drop-down menu.

    

6. Can I access data from previous years' Core Data Service surveys?
   

   Yes. Data from FY 2005-2011 is available on the Download Data page under Custom Reports. Institutions that completed all required 2012 modules will be able to access 2011 data for corresponding completed 2012 modules. For example, completing CDS 2012 modules 1, 3, and 5 unlocks data for CDS 2011 modules 1, 3, and 5. 2012 data will be available in mid-March.

   To access legacy CDS data from fiscal years ending in 2005 through 2009, select the "Download" link on the "Legacy Data (2005-2009)" item.

7. How do I give a colleague on my campus access to the legacy data?
   

   The Core Data Administrators (EDUCAUSE Primary Representative and Core Data Manager) for your institution may assign Reviewer access.

8. What is a peer group?
   

   A peer group is a subset of institutions used in a custom report to download data only for the selected institutions. The system includes numerous prebuilt peer groups, including Carnegie Classifications, components of multi-campus systems, and members of certain consortia. You may also create your own custom peer groups based on institutional characteristics or by selecting specific institutions; these peer groups can also be shared with other Reviewers from your institution.

9. What is Integrated Postsecondary Education Data System (IPEDS)?
   

   IPEDS is the Integrated Postsecondary Education Data System. It is a system of interrelated surveys conducted annually by the U.S. Department’s National Center for Education Statistics (NCES). IPEDS gathers information from every college, university, and technical and vocational institution that participates in the federal student financial aid programs. The Higher Education Act of 1965, as amended, requires that institutions that participate in federal student aid programs report data on enrollments, program completions, graduation rates, faculty and staff, finances, institutional prices, and student financial aid. These data are made available to students and parents through the College Navigator college search Web site and to researchers and others through the IPEDS Data Center.

10. What IPEDS data is included in Core Data?
    

    EDUCAUSE is providing a subset of IPEDS data for the convenience of Core Data participants, including geographic region, sector, level, degree offerings, institutional category, revenues, expenses, net assets, endowment assets, student FTE/headcount, faculty FTE/headcount, and more. Because there is a delay in the public release of IPEDS data, we are not always able to provide data for the same time period as specified in the Core Data survey.

11. What is College & University Professional Association for Human Resources (CUPA-HR)?
    

    CUPA-HR is the association for higher education human resources professionals. EDUCAUSE has forged a partnership with CUPA-HR enabling EDUCAUSE Core Data participants to access aggregated IT compensation data from the CUPA-HR 2012 Administrative and Mid-level salary surveys.

Contributing Data

1. When will 2013 data collection begin?
   Data collection for CDS 2013 begins with the July 1, 2013, survey launch. Primary representatives and CDS managers at eligible institutions will be notified by e-mail. Learn what's new and important to know about CDS 2013. Subscribe to CDS Update to receive resources that will help you plan for CDS 2013.
2. I need to learn more about CDS. What are my options?
   The Tools and Tutorials page includes resources for both Data Contribution and Data Download and Analysis phases.
3. I used to be able to enter data into the Core Data Survey, but I don't seem to be able to enter data into the new Survey. Why?
   Previously one or more staff members, including the Primary Representative, could be authorized to input data into the CDS survey at the same time. In the new system, only one person can be authorized to complete each module at a time. Please contact your EDUCAUSE Primary Representative to request data entry access. You must login to view your EDUCAUSE Primary Representative on the Core Data website.
4. Who can authorize a colleague on my campus to enter survey data?
   The Core Data Administrators (EDUCAUSE Primary Representative and Core Data Manager) for your institution may assign data entry access. Your Administrators are listed on the Core Data website.
5. I am a Core Data Administrator for my institution. How do I authorize a colleague on my campus to enter survey data?
   Locate the module you wish to assign, and click the "Reassign Authorship" link. If you do not find the person you are looking for in the assignment list, the person must create an EDUCAUSE profile before authorship can be assigned to them.
6. Is there a set of definitions I should refer to while completing a module?
   Yes, you can view the Glossary.
7. I've started completing a module but I need to come back and finish it later. How do I save my progress?
   Your responses are automatically saved when you click the "Next" button, so you can stop and start whenever you like.
8. If I start a module and then realize it is not relevant to my institution, what should I do?
   It's fine to leave the module incomplete. Your responses will only be counted if the module is submitted.
9. I completed the Core Data Survey last year. How do I prepopulate this year's survey with the information I entered last year?
   Data from last year automatically populates for all questions that still directly correlate. At the beginning of each module you will see the statement: " If you completed this module last year, much of your data has been preloaded for this year. Please confirm all preloaded data accuracy before clicking Next."
10. Can I print a copy of the survey that includes my data?
    Yes! All participants will be able to print a completed copy of their survey by selecting the “View module (with responses)” link within your desired module on the Contribute Data tab. This link will allow you to view the entire module with your current answers. You can then use your browser's print functionality to print the module from this page.

    If your institution was a CDS participant last year, prior to submitting data this year, you'll be able to print a copy of the 2012 survey with your 2011 responses prefilled. Before submitting any 2012 data, simply select the “View module (with responses)” link within your desired module on the Contribute Data tab. This link will allow you to view the entire module with the prior year’s answers populated (where applicable). You can then use your browser's print functionality to print the module from this page.

11. How can I encourage other campuses to participate?
    “Invite a colleague” functionality is embedded in the CDS website and is accessible to Primary Representatives only. To view the list of institutions and invite your peers, select the “View Participants" button on the “Contribute Data" tab. Select the “Invite” link to the right of the individuals you want to contact. The prepopulated message includes the number of the module you are asking them to complete. You may customize the message as much or as little as you want.

Module 1: IT Organization, Staffing, & Financing

1. What FY data should be entered into Module 1?
   For the 2012 survey, module authors should enter 2010-2011 Fiscal Year Data to report for the prior fiscal year and 2011-2012 to report for the current fiscal year.
2. Is the FY reporting different from previous surveys?

   Yes. There are five questions that now ask for current FY data instead of last FY data:

   • 22. Number of FTE staff in Central IT—asks about current FY
   • 31. Number of FTE personnel outside central IT—asks about current FY
   • 20. Funding sources used to support major central IT functions—asks about prior FY
   • 34. Type of student IT fee—asks about current FY
   • 35. Amount of student IT fee—asks about current FY

   There are also seven questions that now request last FY actual figures and current FY budgeted figures:

   • 16. Central IT funding received by category—only asks about prior fiscal year
   • 25. Central IT compensation by personnel category—asks about prior fiscal year and current fiscal year
   • 30. Central IT non-compensation expenses, by expense category—asks about prior fiscal year only
   • 32. IT compensation outside central IT—asks about prior fiscal year only
   • 33. Non-compensation expense outside central IT—asks about prior fiscal year only
   • 36. Annual revenues generated by student IT fee—asks about prior fiscal year and current fiscal year

Module 11: Central Offices of Multicampus Systems/Districts

1. Should campuses in multi-campus systems and community college districts complete module 11?
   No, module 11 is intended to be completed by System and District Offices only.
2. Can multi-campus system and community college district offices complete other modules in addition to 11?
   Yes, U.S. system/district offices must also complete module 1, and may complete any of modules 2 through 10. System offices outside the U.S. must also complete module 12.
3. How does EDUCAUSE define a multi-campus system?
   EDUCAUSE observes the U.S. system office and constituent institution relationships specified in the Higher Education Directory. Participants from multi-campus institutions outside the U.S. are encouraged to contact EDUCAUSE to discuss how best to represent their system.

Module 12: International

1. Should U.S. institutions with foreign campuses complete module 12?
   No, module 12 is intended to be completed by institutions with their main campus(es) in other countries.
2. Can institutions outside the U.S. complete other modules in addition to 12?
   Yes, "international" participants must also complete module 1, and may complete any of modules 2 through 10. Participants outside the U.S. that function as central offices for multi-campus systems must also complete module 11.