Can I enter data for any instrument at any time?
You can only enter data during the open period. There is ample time provided to complete the instruments—typically a minimum of 4–6 weeks (except for the CAA Accreditation Application and Annual Report; see HES Starter Kit: Entering the Data). Each instrument has a specific period for which it is open for data entry. At the end of this period, the instrument will be closed. You can follow the status of open and future surveys on My HES Info.
Do I need to enter all of my data at once?
No, data may be provided over the course of several separate sessions within the open period of the instrument. You may start entering your program's data, save what you have entered, and come back to complete the instrument for submission at a later time within the open period for the instrument. The HES allows multiple editors to update data for the same instrument. However, while users with the program-assigned role of editor can enter data, only the authorized program signatory (i.e., program director) can approve and submit the data. This is the last step that must be completed for any survey instrument.
Does the HES have spell check?
No, there is no spell check feature, and there are character limits for text box responses. We encourage you to carefully check your spelling and character count. Alternately, we suggest using word processing software to compose the narrative responses and then simply copy and paste the text into the appropriate survey field. This is important because responses to the Graduate Guide Survey populate EdFind, a publicly viewed search interface.
How can I tell how many sections there are to complete in a given instrument?
A status page provides hyperlinks to each section of questions within each instrument, along with an accompanying icon indicating progress toward completion (e.g., "not started" indicated by a red button; "in progress" indicated by a yellow button; and "completed" indicated by green).
What is the difference between "save" and "submit"?
The "save" function is designed to allow editors and/or the signatory to complete the open survey questions, save their work, and either return to modify/complete it later or have it reviewed by the signatory. Editors can continue to update existing data throughout the open period until the survey has been submitted. (Saved data that are part of the EdFind search results appear immediately on EdFind, even if the completed instrument has not yet been submitted.)
The "submit" function is used as the final step in completing an instrument and can only be activated by the authorized signatory once all sections of the instrument have been marked "complete" on the status page. The instrument must be submitted by the signatory within the designated open period in order for the instrument to be considered complete in the HES. This sign-off or submission authority signifies that all information provided within the instrument has been verified as being correct and a true representation of the program's status and activities.
What happens if I need to modify a response or change contact information, and the instrument has closed?
If you discover you need to adjust critical information in the instrument or program profile after the instrument has been submitted or is closed, contact the HES Manager at hes@asha.org.
What happens if I fail to complete an instrument?
If a program does not complete a particular instrument, the program does not benefit from the prepopulation of common data elements across instruments, and data about the program will not be included in aggregate reports about CSD education. If a program does not complete the Graduate Guide Survey Instrument, the program's information will not appear or be current in EdFind. Students will not be able to view the program's detailed information.
While CAPCSD surveys are optional, they were designed by the community of CSD programs to provide valuable information regarding regional and national trends. The CAPCSD surveys focus on demographic and salary data and provide data useful in program planning, including comparison of data to previous survey results across the last 20+ years. The validity of the data in each survey is affected by the percent of programs completing the surveys. Therefore, it is important for programs to participate in these two surveys. The results of the CAPCSD surveys are published and posted on the CAPCSD Web site.
All CAA instruments must be submitted to maintain accreditation.
How can I see what I have submitted?
Data submitted from the Graduate Guide Survey will be immediately visible on your program's detailed listing on EdFind, the public search interface.
A confirmation report will be generated as a PDF file and accessible through My HES Info for three instruments: the CAPCSD Salary Survey, the CAA Annual Report, and the CAA Accreditation Application. The confirmation report is a record of what the program submits.
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