FS95 Survey Materials - Manual Entry of Data

Federal Support Survey

FSS Data Entry Program Instructions

Example of How to Enter Data Manually, Institution-by-Institution

Data can be entered for any number of institutions through the FSS PC survey disk program. To enter data, you must first select the institution for which obligations are to be reported. Select the Find option (<Alt>+F or click on the button with the mouse). A "Find Institution" screen will appear:

[Screen 3] Screen 3

The "Find Institution" screen has an area (Find What) in which you can enter the institution's name or a portion, thereof. You can search for institutions either by the name or the FICE code (a 6-digit code) of the institution (refer to the Code Book).

To search for an institution by its name, enter the name or a portion of the institution's name within the area provided on the screen. For example, if you want to enter data for Union College in Lincoln, Nebraska, you could enter "union col" as shown on the next page or you could enter "union" — the search for institution names is not case-sensitive; you can enter the information in uppercase, lowercase, or any combination of the two.

[Screen 4] Screen 4

NOTE: the more precise you are in entering the name, the quicker FSS will be able to retrieve the institution in which you are interested.

To search for an institution by FICE code, enter the first 6 digits only (you do not have to include leading zeros). For example, to locate Union College in Lincoln, Nebraska, enter either 002563 or 2563. The check digit for Union College in Lincoln, Nebraska, is 5; do not enter the check digit. Refer to the Code Book for institution FICE codes.

After you enter the information into the Find What field, either press <ENTER> to select Locate to begin the search for this institution, or press <Tab> twice to select Cancel, followed by the <ENTER> key, to cancel the lookup. If you choose Locate, a search for the selected institution will begin. The FSS program will first search through the database to see if data have already been entered for it. If there are data, the data will be retrieved from the database and you will be able to review/correct the data. If there are no data for the institution, the FSS program will then see if the institution exists in the Code Book. The first institution which has the text/FICE you entered in the Find What field will be retrieved.

NOTE: this may not be the institution you want! There are several Union Colleges — check the name, city, and State to verify that the institution located by the FSS program is the one in which you are interested. If it is not, repetitive searches for the institution should eventually locate the institution you want. If you do not get the institution you want, check what you entered or try retrieving the institution by its FICE code (first 6 digits as shown in the Code Book).

Notice on the next page that the institution retrieved is Atlantic Union College in South Lancaster, Massachusetts — we want Union College in Lincoln, Nebraska. Also notice that the message "Adding new data record!" appears; this indicates that there were no data for this institution in the database. The asterisk shown next to the institution name within the Institution/Messages section of the screen indicates that the search for the institution was based on the institution name, rather than the FICE code.

[Screen 5] Screen 5

To retrieve Union College in Lincoln, Nebraska, we simply select the Find option repetitively until the correct institution is retrieved. Select Find (<Alt>+F or click on Find) to bring up the Find Institution screen. This screen will look identical to the way it was when you did the last lookup; select Locate (press or click on Locate) to continue the search for Union College. You can also search for the institution by FICE code; note the asterisk next to the FICE code below, which indicates this search was performed using a FICE code:

[Screen 6] Screen 6

Now that the correct institution has been located, the obligations to this institution can be entered for this institution. NOTE: All obligations must be entered in thousands of dollars.

The data for R&D and fellowships, traineeships, and training grants (FTTG) to universities and colleges cannot be entered directly on this screen; these data must be entered by the individual fields of science and engineering. To select R&D or FTTG, press <Alt>+D or <Alt>+G, or click on <D> or <G>, respectively. For our example, we will report $58 thousand in R&D ($25 thousand in mathematics and $33 thousand in other sciences, n.e.c.) and $220 thousand in general support.

To enter the R&D obligations, press <Alt>+D or click on with the mouse. The Field of Science and Engineering screen appears:

[Screen 7] Screen 7

Note the message "Enter Data for: R&D" appears to the right of the screen. This informs you that you are entering R&D data. Also notice that the total for all fields will automatically be calculated as the data are entered and will appear in the top right corner of the screen. To enter data, tab through each of the fields until you reach the field for which you want to enter data. Then simply enter data.

NOTE: if the zero (0) is not removed as you enter your data, press the <Ins< key on your keyboard; this will change your keyboard to "overwrite" the data.

Once all R&D data have been entered, you can return to the Main Screen by pressing <Alt>+M. The main screen will now show that $58 thousand dollars were entered for R&D. To enter the other categories of support, tab through these fields and enter the data accordingly. The Grand Total is automatically calculated and displayed on the screen as data are entered.

To enter the $220 thousand in general support, simply tab down to the "General support for S&E" line and enter "220." The Grand Total is automatically updated to show a new total of $278 thousand dollars.

[Screen 8] Screen 8

Anytime one of the options is selected from the main screen, and changes have been made to an institution's data, you will be prompted whether or not to save the changes made or ignore the changes. If you select "No," all changes made to the selected institution will be lost. Selecting "Yes" saves the changes in the database and you can proceed with the option selected.

[Screen 9] Screen 9