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General

  1. What is the Core Data Service?
    The EDUCAUSE Core Data Service (CDS) is a benchmarking service used by colleges and universities since 2002 to inform their IT strategic planning and management. The service comprises three parts: data collection via an annual survey, data access via a self-service reporting tool, and reports and analyses that summarize and analyze the submitted data.
     
  2. I need to learn more about CDS. What are my options?
    See the About CDS web page for a general overview, including examples of how participating institutions use CDS data. The FAQ on this page provide specific answers about participation. Subscribe to the CDS Update newsletter for monthly news.
     
  3. How can I talk with other institutions about CDS?
  4. Who is eligible for CDS?
    Any higher education institution can participate in CDS. View eligible institutions. If your institution is not listed and you’d like to participate, please contact us.
     
  5. I need to talk to EDUCAUSE about CDS. Whom should I contact?
    Contact EDUCAUSE Member Services at info@educause.edu or 303-449-4430.

Roles

  1. What are the CDS roles for staff at participating institutions? 
    • Primary Representative at an eligible institution or system office—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 or access 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. Authors do not automatically have Reviewer access. A CDS Administrator must designate an Author to also be a Reviewer.

Accessing Data

  1. What are my CDS data access options?
    If your institution completed the CDS 2014 survey, you can access data using CDS Reporting. The link to CDS Reporting is located on the Access Data page.

    CDS Reporting is a self-service tool enabling institutions that completed the CDS survey to create custom peer groups, view data in graphs and tables, download detailed reports, and look up responses to individual questions. CDS Reporting comes to you via a portal powered by SAS Business Intelligence (BI) tools. CDS Reporting requires neither experience with nor local access to SAS software.

    CDS 2011-2013 data can be downloaded into a spreadsheet using the Data Download Tab within CDS Reporting. You can also include data from IPEDS (institution-level characteristics, financial, and FTE data by institution) and CUPA-HR (salary estimates by IT position and Carnegie Classification) in your download.
     
  2. How do I use CDS Reporting?
    For instructions on how to use CDS Reporting, please review the User Guide.
     
  3. 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 questions, are valuable indicators of IT operational efficiency. CDS participants may access these within CDS Reporting on the Core Metrics tab.
     
  4. I'm trying to access data but it says the AUP must be accepted for my institution. What should I do?
    Review the AUP to understand our expectations for use of CDS data and click the accept button to proceed to CDS Reporting.
     
  5. What data are available in CDS Reporting?
    2011, 2012, and 2013 data are available in CDS Reporting via dashboards, detailed reports, and the data download tab. Data from FY 2005-2009 are available in CDS Reporting for download only. Authorized individuals at participating institutions may access data only for modules completed by their institution in 2014. 2014 data will be available in December 2014.
     
  6. Who can access data in CDS Reporting?
    Only institutions that completed the 2014 survey have access to CDS Reporting. At each participating institution, only CDS administrators (EDUCAUSE primary representatives and CDS managers) and individuals who have been designated the role of reviewer may access data. To be assigned as a reviewer, an individual must have an EDUCAUSE website profile.
     
  7. My institution completed CDS in the past. I want to view our old data. How do I do that without access to CDS Reporting?
    If you choose not to complete the current survey to regain access to CDS Reporting, contact us to request your old data in a spreadsheet.
     
  8. I submitted the 2014 survey. When can I access 2014 data?
    Institutions that completed the 2014 survey have access to CDS Reporting and 2013 data now. 2014 data will be available in December 2014.
     
  9. How do I give a colleague on my campus access to the data?
    The Core Data Administrators (EDUCAUSE Primary Representative and Core Data Manager) for your institution may assign Reviewer access on the CDS Roles page. Individuals with Author status must also be assigned Reviewer status to access data in CDS Reporting.
     
  10. 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.
     
  11. Do I need to create new peer groups each year?
    Your peer groups will carry over each year. However, we encourage you to review your peer groups each year to ensure that all institutions you wish to compare to are included. If an institution does not participate one year, they will remain in the peer group but without data for that year.
     
  12. When I download the data to a spreadsheet, I get a Microsoft Excel warning. Is it safe to open the file? Is this a bug you can fix?
    Yes, it is safe to open. When you get the warning message, click Yes, and the file will open and operate as a regular Excel file. This is a SAS software issue, which we cannot fix at this time.
     
  13. 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.
     
  14. 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.
     
  15. 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.

Adding Data

  1. When will 2014 data collection begin and end?
    The 2014 survey opened on July 18. The survey deadline was extended to from October 17 to November 7, and the survey is now closed. However, if your institution was granted an extension, you will retain access to the survey and have until December 15 to complete. No additional extensions will be granted.
     
  2. How should I prepare for completing the survey?
    Primary representatives and CDS managers should begin with the Survey Preparation Checklist.
     
  3. Which modules do I need to complete to gain access to data in CDS Reporting?
    To gain access to CDS Reporting your institution must complete Module 1 (the only required module). You will gain access to data in the optional modules only if you complete those modules.
     
  4. Who can authorize me or 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 access to enter data. Your Administrators are listed on the CDS Roles page (you must be logged in to the EDUCAUSE website to view roles).
     
  5. I am a Core Data Administrator for my institution. How do I authorize a colleague on my campus to enter survey data?
    On the Add Data to CDS page, 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. I'm trying to complete the survey but it says the AUP must be accepted for my institution. What should I do?
    One of the CDS Administrators for your institution must accept the Appropriate Use Policy (AUP) on behalf of the institution before data entry can begin. To do this, they must visit the Add Data to CDS page and follow the instructions to accept the AUP.
     
  7. Is there a set of definitions I should refer to while completing a module?
    You can view definitions by hovering over underlined key terms within the online survey. You can also view all terms at once in the Glossary. You may also find the CDS IT domain definitions useful.
     
  8. What Fiscal Year (FY) data should be entered into the survey?
    For the purposes of the 2014 survey, prior fiscal year is defined as the most recent fiscal year ending before July 1, 2014.
     
  9. I completed the survey last year. Is my 2013 data preloaded in the 2014 survey?
    Yes. If you completed the 2013 CDS survey, your responses will preload in the 2014 survey. However, 2013 responses will preload only in questions that were not changed for 2014. If you open a 2014 module that you completed in 2013 and do not see responses in certain questions, it is because those questions are either new or updated for this year’s survey.
     
  10. Did the survey change for 2014?
    Yes. Module 1 (required) and Module 8 (optional) changed slightly. Modules 2 – 7 (optional) were significantly revised for 2014. Teams of subject matter experts from the CDS Advisory Group worked with EDUCAUSE to make the survey easier to complete and the content more relevant. For example, question complexity has been reduced considerably in Module 4 (Research Computing) and Module 5 (Data Centers). View details on 2014 survey changes in the CDS 2014 Question Overview.
     
  11. Will the survey continue to change each year?
    Since 2011, EDUCAUSE has worked with the CDS Advisory Group to make the CDS survey as useful and relevant as possible. After significant changes over the last three years, we are confident that we can now shift to a three-year rotation for survey content updates. A three-year rotation enables us to keep the survey content in-step with the current IT environment in higher education, while minimizing the impact on survey participants.
     
  12. Are there any special system requirements for completing the survey?
    Yes, you must enable Javascript in your browser.
     
  13. I completed last year's survey. How can I view my 2013 data in the survey instrument?
    An institution's CDS administrators (EDUCAUSE primary representative and CDS manager) and assigned module authors have permission to view data. While logged in, go to the Add Data tab on the CDS website. For each module you submitted last year, you will see a "View 2013 module (with responses)" link within the module's "Actions" box. Select that link for a printable view of your 2013 data.
     
  14. I'm adding data in a module, and I don't see a "Next" button to advance the survey. How do I go to the next page?
    This is a known issue specific to Internet Explorer. If you use IE, you may not see the "Next" button in the survey application. You can use the Table of Contents to navigate instead, or you may wish to use another browser client to work in the survey.
     
  15. I've started completing a module but I need to come back and finish it later. How do I save my progress?
    If the module has not yet been submitted, your responses are automatically saved. You can stop and start whenever you like.
     
  16. How do I change responses in a submitted module?
    There are a number of steps you must take to save changes to a previously submitted module. Your changes will only be saved if you follow these steps sequentially without closing your browser:
    • On the Add Data to CDS page, click the "update your submitted response" link for the module in question.
    • Make your changes.
    • Using the survey table of contents, go back to the beginning of the module.
    • Click Next on each page of the module.
    • When you see the "Module Completion Notice" message, your resubmission is complete.
       
  17. I just submitted a module but the dashboard doesn't show the module as submitted. Why?
    Module status is refreshed on a regular interval. Please contact EDUCAUSE Member Services at info@educause.edu if your module status has not updated within four hours.
     
  18. If I start a module and then realize I don't want to submit it, what should I do?
    It's fine to leave the module incomplete. Your responses will only be counted if the module is submitted.
     
  19. Can I print my submitted modules?
    Yes. Once your module shows up as complete on the Add Data to CDS page, a "View 2014 modules (with responses)" link will appear in the set of actions for that module. This link will allow you to view the submitted responses for that module. You may also print the final page you see after submitting each module. If you completed CDS 2013, you will also see the "View 2013 modules (with responses)" link.
     
  20. How can I encourage other campuses to participate?
    "Invite a colleague" functionality is embedded in the CDS website. Primary Representatives and CDS managers may invite colleagues to participate by going to the Add Data to CDS page and selecting the "View Participants" button. Any non-participating institutions will have an "Invite" link; click the link to customize and send the invitation message.
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