GSS Coordinator Survey for the Survey of Graduate Students and Postdoctorates in Science and Engineering

Survey of Graduate Students and Postdoctorates in Science and Engineering

Attachment 1 GSS Coordinator Survey Questions 6 14

GSS Coordinator Survey for the Survey of Graduate Students and Postdoctorates in Science and Engineering

OMB: 3145-0062

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ATTACHMENT 1


GSS Coordinator Survey

(Specifications as programmed for Cognitive Interviews/Debriefing)



Survey Specifications and Questions

PRELOADS:

  • NAME: name of coordinator

  • TYPE: coordinator type (1=School, 2=Student, or 3=Postdoc)

  • SCHOOL: name of school

  • EMAIL: email address on file for this coordinator

  • PHONE: phone number on file for this coordinator

  • FLAG15: coordinator used upload in GSS 2015 (1=YES)

  • HAS_PD_NFR: coordinator responsible for reporting postdocs or NFRs in 2015 (1=YES)

  • HAS_GRAD: coordinator responsible for reporting graduate students in 2015 (1=YES)

  • HAS_PHD: coordinator reported doctorates in 2015 (1=YES)


FILTER KEY:

All coordinators receive questions unless otherwise noted.

  • HAS_PD_NFR=1 and HAS_GRAD=1: Coordinator reports students and postdocs

  • HAS_PD_NFR=1 and HAS_GRAD=0: Coordinator reports only postdocs/NFRs

  • HAS_PD_NFR=0 and HAS_GRAD=1:  Coordinator reports students only

  • HAS_PHD=0; Masters only institution


PROGRAMMING NOTES:

Text placed into brackets are intended for survey programmers and will not be seen by respondents.


Text that is underlined in the item prompts are meant to “pop” to the reader. The final web format may include underlining, bold, or italics as appropriate to the context of the question. We will pay particular attention to ensuring these items are understood by respondents as intended through our cognitive testing process.


Item numbering is for internal reference only.




INTRO TEXT:

Welcome to the GSS Coordinator Survey

The National Science Foundation is considering changes to the Survey of Graduate Students and Postdoctorates in Science and Engineering (GSS). The changes envisioned are to improve the utility of the GSS data and increase the efficiency of institutional data reporting while balancing respondent burden. We need your input and this short survey is an opportunity for you to be involved in this process. You do not need to look up any records to complete this survey, which should take approximately 15 minutes.

We are contacting you for this study because you are listed as the <FILL_TYPE> Coordinator at <FILL_SCHOOL>. If there is someone else in your school or institution who was involved in completing the GSS, please forward this invitation to that person.

Here are a few things to note before you begin:

  • Use the "Next" and "Previous" buttons at the bottom of the screen to navigate through the survey.

  • Do not use the forward or back buttons in your browser.

  • You can exit and save your work at any time by clicking the 'Logout' link in the upper left corner of the form.

  • To log back in to the survey, locate your User Name and password that was sent to the email address you have registered as a coordinator with the GSS.

  • When you log in again, you will resume where you left off.


[Bottom of the screen will display the OMB notices]

This information is solicited under the authority of the National Science Foundation Act of 1950, as amended. All information provided will be used for research purposes only. Response is entirely voluntary, and failure to provide some or all of the information will in no way adversely affect your institution. The average time required for questionnaire completion is 20 minutes. Response burden comments should be directed to Suzanne Plimpton, Reports Clearance Officer, NSF, via e-mail at [email protected].

OMB No. 3145-0062

Expires 11/30/2017

Separate screen

[Section A] General Experiences with 2015 GSS

  1. What department or office do you work in at your institution?

Graduate School or Graduate Studies

  • Human Resources

  • Institutional Research

Postdoctoral Affairs

Registrar

Research Administration

Other— Specify: _____________________________________________________________


Separate screen

2. What offices or departments provided you assistance in obtaining the 2015 GSS data for submission to NSF?

Please select all responses that apply.

Financial Aid

Graduate School or Graduate Studies

Human Resources

Information Technology

Institutional Research

Payroll

Postdoctoral Affairs

Registrar

Research Administration

Units (Academic Departments, Centers, etc.)

Other— Specify: __________________________________________________________

No other offices provided assistance


Separate screen

The next set of questions ask about how the 2015 GSS data were obtained at your institution.



Separate screen

  1. What challenges, if any, did you have in obtaining the 2015 GSS data on graduate student counts by enrollment status and demographics?

[IF HAS_GRAD=1]

Please select all responses that apply.

Coordinating responses with the Unit Respondents (URs)

Obtaining accurate data from Unit Respondents (URs)

Obtaining accurate data from staff who were not Unit Respondents (URs) or under my supervision

No centralized information systems from which to obtain data

Accurate data reporting required accessing multiple databases

Mapping my institution’s department/unit structure to GSS codes was complicated

Other challenges— Specify: _______________________________________________

No challenges


Separate screen

4. Which of the following is your greatest challenge in obtaining graduate student counts by enrollment status and demographics?

[IF SELECTING MORE THAN ONE ITEM ON Q3 EXCEPT ‘NO CHALLENGE’, THEN PIPE ALL CHOICES SELECTED IN Q3]

[IF ‘NO CHALLENGES’ IS THE ONLY RESPONSE SELECTED IN Q3, SKIP TO NEXT QUESTION]

[IF ONLY ONE SELECTION MADE IN Q3 THEN ASSIGN THAT ITEM TO Q4 AND SKIP TO NEXT QUESTION]

Separate screen

5. What challenges, if any, did you have in obtaining the 2015 GSS data on graduate student counts by largest funding source and mechanism?

[IF HAS_GRAD=1]

Please select all responses that apply.

Coordinating responses with the Unit Respondents (URs)

Obtaining accurate data from Unit Respondents (URs)

Obtaining accurate data from staff who were not Unit Respondents (URs) or under my supervision

No centralized information systems from which to obtain data

Accurate data reporting required accessing multiple databases

Mapping my institution’s department/unit structure to GSS codes was complicated

Other challenges— Specify: _______________________________________________

No challenges

Separate screen

6. Which of the following is your greatest challenge in obtaining and reporting graduate student counts by largest funding source and mechanism?

[IF SELECTING MORE THAN ONE ITEM ON Q5 EXCEPT ‘NO CHALLENGE’, THEN PIPE ALL CHOICES SELECTED IN Q5]

[IF ‘NO CHALLENGES’ IS THE ONLY RESPONSE SELECTED IN Q5, SKIP TO NEXT QUESTION]

[IF ONLY ONE SELECTION MADE IN Q5 THEN ASSIGN THAT ITEM TO Q6 AND SKIP TO NEXT QUESTION]

Separate screen

7. What challenges, if any, did you have in obtaining the 2015 GSS data on postdoc counts by demographics?

[IF HAS_PD_NFR =1]

Please select all responses that apply.

Coordinating responses with the Unit Respondents (URs)

Obtaining accurate data from Unit Respondents (URs)

Obtaining accurate data from staff who were not Unit Respondents (URs) or under my supervision

No centralized information systems from which to obtain data

Accurate data reporting required accessing multiple databases

Mapping my institution’s department/unit structure to GSS codes was complicated

Other challenges— Specify: _______________________________________________

No challenges

Separate screen

8. Which of the following is your greatest challenge in obtaining and reporting postdoc counts by demographics?

[IF SELECTING MORE THAN ONE ITEM ON Q7 EXCEPT ‘NO CHALLENGE’, THEN PIPE ALL CHOICES SELECTED IN Q7]

[IF ‘NO CHALLENGES’ IS THE ONLY RESPONSE SELECTED IN Q7, SKIP TO NEXT QUESTION]

[IF ONLY ONE SELECTION MADE IN Q7 THEN ASSIGN THAT ITEM TO Q8 AND SKIP TO NEXT QUESTION]

Separate screen

9. What challenges, if any, did you have in obtaining the 2015 GSS data on postdoc counts by largest funding source and mechanism?

[IF HAS_PD_NFR =1]

Please select all responses that apply.

Coordinating responses with the Unit Respondents (URs)

Obtaining accurate data from Unit Respondents (URs)

Obtaining accurate data from staff who were not Unit Respondents (URs) or under my supervision

No centralized information systems from which to obtain data

Accurate data reporting required accessing multiple databases

Mapping my institution’s department/unit structure to GSS codes was complicated

Other challenges— Specify: _______________________________________________

No challenges

Separate screen

10. Which of the following is your greatest challenge in obtaining and reporting postdoc counts by largest funding source and mechanism?

[IF SELECTING MORE THAN ONE ITEM ON Q9 EXCEPT ‘NO CHALLENGE’, THEN PIPE ALL CHOICES SELECTED IN Q9]

[IF ‘NO CHALLENGES’ IS THE ONLY RESPONSE SELECTED IN Q9, SKIP TO NEXT QUESTION]

[IF ONLY ONE SELECTION MADE IN Q9 THEN ASSIGN THAT ITEM TO Q10 AND SKIP TO NEXT QUESTION]

Separate screen

11. What challenges, if any, did you have in obtaining the 2015 GSS data on other doctorate-level nonfaculty researcher (NFR) counts?

[IF HAS_PD_NFR =1]

Please select all responses that apply.

Coordinating responses with the Unit Respondents (URs)

Obtaining accurate data from Unit Respondents (URs)

Obtaining accurate data from staff who were not Unit Respondents (URs) or under my supervision

No centralized information systems from which to obtain data

Accurate data reporting required accessing multiple databases

Mapping my institution’s department/unit structure to GSS codes was complicated

Other challenges— Specify: _______________________________________________

No challenges

Separate screen

12. Which of the following is your greatest challenge in obtaining and reporting other doctorate-level nonfaculty researcher (NFR) counts?

[IF SELECTING MORE THAN ONE ITEM ON Q11 EXCEPT ‘NO CHALLENGE’, THEN PIPE ALL CHOICES SELECTED IN Q11]

[IF ‘NO CHALLENGES’ IS THE ONLY RESPONSE SELECTED IN Q11, SKIP TO NEXT QUESTION]

[IF ONLY ONE SELECTION MADE IN Q11 THEN ASSIGN THAT ITEM TO Q12 AND SKIP TO NEXT QUESTION]


Separate screen

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13. Please use the space below to elaborate on any of the challenges cited or any additional challenges not previously mentioned.








Separate screen

[Section B] Obtaining and reporting data for GSS 2015

The next set of questions asks about obtaining and reporting data for GSS 2015.

Separate screen

14. The GSS collects demographic, enrollment, and financial data on graduate students. Some of this information may be available to you in centralized information systems at your institution and some may be available only at the department or unit level.

How did you obtain the 2015 GSS data on graduate student counts by enrollment status and demographics?

[IF HAS_GRAD=1]

Please select all responses that apply.

I (or someone under my supervision) provided some or all the data by using one or more central databases

I provided some or all of the data by contacting the individual units, departments, or offices

Unit Respondents (URs) provided some or all the data

Other offices provided at least some of the data— Specify office: _________________________

Separate screen

15. How many different information systems were queried to obtain the 2015 GSS data on graduate student counts by enrollment status and demographics?

[IF HAS_GRAD=1]

[Mouse-over highlighted Text: “Database spanning multiple units, colleges, or administrative offices. Do not include files held only at a department level”]

[Whole numbers only: there should be an error message generated if a fraction or decimal is input]

Shape2

Enter “0” if no systems queried



Separate screen

16. How did you obtain the 2015 GSS data on graduate student counts by largest funding source and mechanism?

[IF HAS_GRAD=1]

Please select all responses that apply.

I (or someone under my supervision) provided some or all the data by using one or more central databases

I provided some or all of the data by contacting the individual units, departments, or offices

Unit Respondents (URs) provided some or all the data

Other offices provided at least some of the data— Specify office: _________________________

Separate screen

17. How many different information systems were queried to obtain the 2015 GSS data on graduate student counts by largest funding source and mechanism?

[IF HAS_GRAD=1]

[Mouse-over highlighted Text: “Database spanning multiple units, colleges, or administrative offices. Do not include files held only at a department level”]

[Whole numbers only: there should be an error message generated if a fraction or decimal is input]


Shape3


Enter “0” if no systems queried

Separate screen

18. The GSS collects data on postdocs by demographics and largest funding source/mechanism, and NFRs. Again, this information may be available to you in centralized information systems at your institution and some of it may be available only at the department or unit level.

How did you obtain the 2015 GSS data on postdoc counts by demographics?

[IF HAS_PD_NFR=1]

Please select all responses that apply.

I (or someone under my supervision) provided some or all the data by using one or more central databases

I provided some or all of the data by contacting the individual units, departments, or offices

Unit Respondents (URs) provided some or all the data

Other offices provided at least some of the data— Specify office: _________________________




Separate screen

19. How many different information systems were queried to obtain the 2015 GSS data on postdoc counts by demographics?

[IF HAS_PD_NFR=1]

[Mouse-over highlighted Text: “Database spanning multiple units, colleges, or administrative offices. Do not include files held only at a department level”]

[Whole numbers only: there should be an error message generated if a fraction or decimal is input]

Shape4


Enter “0” if no systems queried

Separate screen

20. How did you obtain the 2015 GSS data on postdoc counts by largest funding source and mechanism?

[IF HAS_PD_NFR=1]

Please select all responses that apply.

I (or someone under my supervision) provided some or all the data by using one or more central databases

I provided some or all of the data by contacting the individual units, departments, or offices

Unit Respondents (URs) provided some or all the data

Other offices provided at least some of the data— Specify office: _________________________



Separate screen

21. How many different information systems were queried to obtain the 2015 GSS data on postdoc counts by largest funding source and mechanism?

[Mouse-over highlighted Text: “Database spanning multiple units, colleges, or administrative offices. Do not include files held only at a department level”]

[IF HAS_PD_NFR=1]

[Whole numbers only: there should be an error message generated if a fraction or decimal is input]

Shape5


Enter “0” if no systems queried

Separate screen

22. How did you obtain the other doctorate-level nonfaculty researcher (NFR) counts for the 2015 GSS?

[IF HAS_PD_NFR=1]

Please select all responses that apply.

I (or someone under my supervision) provided some or all the data by using one or more central databases

I provided some or all of the data by contacting the individual units, departments, or offices

Unit Respondents (URs) provided some or all the data

Other offices provided at least some of the data— Specify office: _________________________



Separate screen

23. How many different information systems were queried to obtain the other doctorate-level nonfaculty researcher (NFR) counts for the 2015 GSS?

[IF HAS_PD_NFR=1]

[Mouse-over highlighted Text: “Database spanning multiple units, colleges, or administrative offices. Do not include files held only at a department level”]

[Whole numbers only: there should be an error message generated if a fraction or decimal is input]

Shape6


Enter “0” if no systems queried

Separate screen

[Section C] Financial support data

The next set of questions relates to how you determine sources and mechanisms of financial support requested by the GSS.

Separate screen

24. How easy or difficult is it for you to determine the following information about graduate students?

[IF HAS_GRAD=1]


Very easy

Somewhat easy

Somewhat difficult

Very difficult

  1. The largest mechanism of financial support graduate students receive

  1. The type of mechanism of financial support graduate students receive

  1. The largest source of financial support graduate students receive

  1. Whether a graduate student receives federal funding

  1. Which specific federal agency (e.g. NIH, DOD) the funding comes from

¡

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  1. Whether a graduate student receives institutional, state, or local government funding

¡

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  1. Whether a graduate student receives funding from other U.S. sources

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  1. Whether a graduate student receives funding from non-U.S. sources

Separate screen

25. You indicated some difficulties determining:

[IF HAS_GRAD=1]

[if respondent chose “somewhat or very difficult” in any of the q24]

[FILL from previous question that had items indicating “Somewhat or very difficult”]

Please elaborate on the difficulties encountered.

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Separate screen

26. How easy or difficult is it for you to determine the following information about postdocs?

[IF HAS_PD_NFR=1]


Very easy

Somewhat easy

Somewhat difficult

Very

difficult

  1. The largest mechanism of financial support postdocs receive

  1. The type of mechanism of financial support postdocs receive

  1. The largest source of financial support postdocs receive

  1. Whether a postdoc receives federal funding

  1. Which specific federal agency (e.g. NIH, DOD) the funding comes from

¡

¡

¡

¡

  1. Whether a postdoc receives institutional, state, or local government funding

¡

¡

¡

¡

  1. Whether a postdoc receives funding from other U.S. sources

¡

¡

¡

¡

  1. Whether a postdoc receives funding from non-U.S. sources


Separate screen

27. You indicated some difficulties determining:

[IF HAS_PD_NFR=1]

[if respondent chose “somewhat or very difficult” in any of the q26]

[fill from previous question that had items indicating “Somewhat or very difficult”]

Please elaborate on the difficulties encountered.

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Separate screen

[Section D] Use of the GSS Data Upload Feature

This next section relates to the GSS upload data feature. The upload data feature is an alternative to entering your data directly on the Web survey screens. You may upload data for the GSS using comma-separated values data files (.csv). This approach can be especially beneficial for schools with a large number of reporting units.

Separate screen

28. Were you aware that GSS offers an upload data feature?

[If coordinator did not use data upload feature in 2015]

[Mouse-over highlighted text: “As an alternative to entering your data directly on the Web survey screens, you may upload data for the GSS using comma-separated values data files (.csv). This approach may be beneficial for schools with a large number of reporting units.”]

 Yes

 No

Separate screen

29. Were you also aware that GSS allows partial uploading of the data in the upload data feature?

[If coordinator did not use data upload feature in 2015 AND Q28=1]

[Mouse-over highlighted text: “As an alternative to entering your data directly on the Web survey screens, you may upload data for the GSS using comma-separated values data files (.csv). This approach may be beneficial for schools with a large number of reporting units.”]

 Yes

 No

Separate screen

30. Why did you not use the upload data feature to submit the 2015 GSS data?

[If coordinator did not use data upload feature in 2015 & Q28 OR Q29 = 1]

[Mouse-over highlighted text: “As an alternative to entering your data directly on the Web survey screens, you may upload data for the GSS using comma-separated values data files (.csv). This approach may be beneficial for schools with a large number of reporting units.”]

Please select all responses that apply.

  • We did not have enough time to properly format the data for upload

  • We could not easily aggregate the data for upload

 The upload data feature was too difficult to use

 We did not know how to format the data for upload

 We did not know we could upload partial data

 It was easier for us to enter data manually

 It was not worth the time/effort

 We did not have time to learn how to use the upload data feature

 Other reasons—Specify: _______________________________________________________


Separate screen

31. How easy or difficult was it to use the GSS upload data feature?

[Question for those who are confirmed 2015 GSS DATA FILE uploaders]

[Mouse-over highlighted text: “As an alternative to entering your data directly on the Web survey screens, you may upload data for the GSS using comma-separated values data files (.csv). This approach may be beneficial for schools with a large number of reporting units.”]

[If “Did not use” checked, then skip to E_Potential_Changes - 36a_SS]

 Very easy

 Somewhat easy

 Somewhat difficult

 Very difficult

 Did not use upload data feature

Separate screen

32. What aspects of the GSS upload data feature process worked well?

[Confirmed 2015 GSS Data file uploaders]

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Separate screen

33. What aspects of the GSS upload data feature process need improvement?

[Confirmed 2015 gss data file uploaders]

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Separate screen

34. In future rounds of the GSS, how likely are you to [FILL] the upload data feature?

[If Flag15=0, then [FILL]= “use”; If Flag15=1, then [FILL]= “continue using”]

[Mouse-over highlighted text: “As an alternative to entering your data directly on the Web survey screens, you may upload data for the GSS using comma-separated values data files (.csv). This approach may be beneficial for schools with a large number of reporting units.”]

 Very likely

 Somewhat likely

 Somewhat unlikely

 Very unlikely



Separate screen

35. What could GSS do to encourage you to use the upload data feature?

[IF Q31 Not “very likely”]

[Mouse-over highlighted text: “As an alternative to entering your data directly on the Web survey screens, you may upload data for the GSS using comma-separated values data files (.csv). This approach may be beneficial for schools with a large number of reporting units.”]

Shape11

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Separate screen

[Section E] Potential changes to the GSS under consideration

The next set of questions seeks feedback on some changes currently under consideration in the GSS.



Separate screen

36. Classification of Instructional Programs (CIP) codes are used in the Integrated Postsecondary Education Data System (IPEDS) data collection. In the future, GSS is considering collecting data using CIP codes instead of GSS codes. A crosswalk of GSS-CIP codes would be provided to respondents.

How familiar are you with CIP codes?

Very familiar

Somewhat familiar

Not at all familiar


Separate screen

37. Are CIP codes available for all the organizational units where your graduate students are enrolled?

[IF TYPE=ScHOOL OR STUDENT AND Q36 = VERY OR SOMEWHAT FAMILIAR; School and Student Coordinators familiar with CIP Codes]

Yes, for all units

Yes, for some units

No

Don’t know


Separate screen

38. Are CIP codes available for all the organizational units where your postdocs or other doctorate-level nonfaculty researchers (NFRs) work?

[IF TYPE=SCHOOL or POSTDOC AND Q36 = VERY OR SOMEWHAT FAMILIAR; School and POSTDOC Coordinators familiar with CIP Codes]

Yes, for all units

Yes, for some units

No

Don’t know

Separate screen

39. Compared to your current reporting processes, how much effort would it require for you to use CIP codes in reporting graduate student data for the GSS?

[IF Q36 = VERY OR SOMEWHAT FAMILIAR; Respondents familiar with CIP Codes]

A lot more effort

A little more effort

 The same amount of effort

 A little less effort

A lot less effort

Don’t know

Separate screen

39a. Compared to your current reporting processes, how much effort would it require for you to use CIP codes in reporting postdoc or other doctorate-level nonfaculty researcher (NFR) data for the GSS?

[IF Q36 = VERY OR SOMEWHAT FAMILIAR; Respondents familiar with CIP Codes and

[IF HAS_PD_NFR=1]

A lot more effort

A little more effort

 The same amount of effort

 A little less effort

A lot less effort

Don’t know

Separate screen

40. The GSS currently collects combined data for master’s and doctoral students.

[IF TYPE=SCHOOL OR STUDENT; School and Student Coordinators and SCHOOL offers GSS-ELigible doctorates from 2015 GSS (hdg_school=Doctorate)]

Would your institutional records allow you to report data on master’s students separately from doctoral students?

 Yes, for most programs

 Yes, for some programs

 No, it is difficult to distinguish master’s and doctoral students

 We have no master’s students

 We have no doctoral students


Separate screen

41a. Compared to your current reporting processes, how much effort would it require for you to report separate data for master’s and doctoral students regarding the largest source of financial support?

[IF TYPE=SCHOOL OR STUDENT; School and Student Coordinators AND SCHOOL offers GSS-ELigible doctorates from 2015 GSS (hdg_school=Doctorate) and Q40 = YES OR NO]

A lot more effort

A little more effort

 The same amount of effort

 A little less effort

A lot less effort

Don’t know

Separate screen

41b. Compared to your current reporting processes, how much effort would it require for you to report separate data for master’s and doctoral students regarding the largest mechanism of financial support?

[IF TYPE=SCHOOL OR STUDENT; School and Student Coordinators AND SCHOOL offers GSS-ELigible doctorates from 2015 GSS (hdg_school=Doctorate) and Q40 = YES OR NO]

 A lot more effort

 A little more effort

 The same amount of effort

 A little less effort

 A lot less effort

Don’t know

Separate screen

42. Please describe the specific challenges you would have in providing separate financial support data (either source or mechanism of support) for master’s and doctoral students.

[IF HAS_GRAD=1] and IF [hdg_school=1]

[IF TYPE=SCHOOL oR STUDENT; School and Student Coordinators AND SCHOOL offers GSS-ELigible doctorates from 2015 GSS (hdg_school=Doctorate) and IF Q40 = YES OR NO, or Any selection in Q41 is “A little or a lot more effort”]

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Separate screen

[Section F] Institution’s Use of GSS Data

The following section asks about the experience you and your colleagues have in using GSS data products.


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43. Are you aware that GSS data files and reports are available on the NSF website?

Yes

No

Separate screen

44. Does your institution use the GSS reports, data tables, or data files?

[IF Q43=yes; Coordinators familiar with GSS data products]

Yes

No

Don’t know


Separate screen

45. Please describe how your institution uses the GSS data.

[IF q44=1; Coordinators whose school uses the GSS DATA]

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Separate screen

[Section G] Closing

46. Is there anything else you would like for us to consider to improve the GSS?

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[End Screen]


Thank you for your feedback and time. If you have any additional comments or concerns, please call us at 866-558-0781 or send e-mail to [email protected].

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