Chapter 4: Documenting Survey Data Files - ASPE

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D. Survey Sample ApproachGrantees should provide a description of the sampling approachthat includes the following information.• A description of the survey sample frame, including adescription of the population groups that are and are not includedin the frame (e.g., how child-only cases addressed).• The number of cases in the sample frame.• A description of the survey sample design (e.g., what thesample was designed to accomplish in terms of representation andthe approach (es) used).• The number of cases sampled and, if applicable, how thesecases are distributed (e.g., across subgroups or strata).• If applicable, a description of all survey data weightingapproaches used and the corresponding sample weights.Grantees should provide a separate sample approach descriptionfor each survey effort.E. Survey Response Rate and CalculationThe level of survey response and the response rate calculationmethodology should also be noted in the survey data filedocumentation. Specifically, the documentation should include:• A table listing the final survey dispositions for all sampledcases. This should include a notation of any sampled cases that aredetermined to be ineligible (e.g., deceased individual) andexcluded from the denominator when estimating the response rate.• A description of the survey’s response rate, or range ofresponse if multiple rates have been calculated.• A description of how the response rate was calculated and,if applicable, the source for the response rate formula (e.g.,AAPOR or CASRO guidelines).• A description of the techniques used to correct for possiblenonresponse bias (e.g., multiple imputation or weighting).Chapter 4: Documenting Survey Data FilesIV-8
2. Technical and Programming InformationThe second section of the survey data file documentation providesthe technical and programming information researchers need tounderstand the files. This information should include a summary “fileguide” for each file and other information about how the files may beused.A. Survey Data File GuideFor each survey data file produced, the documentation should includea summary file guide that includes the following information:• File name.• File type (e.g., ASCII).• Number of observations or records contained within the file.• Maximum record length.• Record format (e.g., fixed, comma delimited).• Name of the record identification variable, or sort key.• Unit of analysis (e.g., casehead).• List of files to which these data may be linked.• File description.Figure 4.2 showsan example fileguide.The Grantee Toolkitincludes a file guidetemplate.To assist grantees with reporting this information, a template for thefile guide table has been developed. A separate table should becompleted for each survey data file produced. An example of thistable is provided in Figure 4.2, and the template is included in theGrantee Toolkit.Chapter 4: Documenting Survey Data FilesIV-9
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Page 13 and 14: 3. Data DictionaryA data dictionary
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