Welcome to Webinar

1
Welcome to Webinar

• Multi-record and Hierarchical Set-up Files for
  ICPSR studies in SPSS

2
Can I get a copy of this Webinar or the slides?

• Yes! A recording of the Webinar and copy of the
  slides will be ready in about two days
• Locating them on our website
• All registered webinar attendees will receive an
  email with the link to the page for downloading
• Our webinar materials are found in the ICPSR
  Webinar Library under the Courses Learning
  Tools tab located on the ICPSR front page

3
An orientation to your control panel

• Your control panel will be located in the upper
  right of your screen you can move it around
  your screen, if desired.
• It tends to minimize itself click on the arrows
  to maximize, if desired.
• Its okay to explore the control panel - you
  wont cause the webinar to self-destruct by
  clicking on things! If you somehow disconnect
  from the webinar, just rejoin via your
  registration email.

4
A few things that you should know

• There are many ways to create a set-up file!
• We will prepare the set up to read in all data in
  the dataset.
• All variables will be labeled and values named
  according to the codebook.

5
Defining these studies

• Multi record and Hierarchical records are not
  commonly released at ICPSR today.
• ICPSR strives to prepare data in formats that are
  easily accessible.
• Generally, studies have set up files for SAS,
  SPSS, and Stata.
• Also studies in analysis-ready format are
  frequently prepared, such as SPSS portable, SAS
  xport, and Stata DTA files.

6
Illustration for Set-up Files

• ICPSR study number 2762, National Household
  Education Survey, 1991 Revised Version, Data set
  1 will be used to illustrate creating a
  multi-record set up file.
• ICPSR study number 9852, Census of Population and
  Housing, 1990 United States Public Use
  Microdata Sample 5-Percent Sample will
  illustrate a hierarchical file.

7
Multi-record Set-up Files

• Data that are presented on more than one line or
  record is called multi-record.
• Each observation is complete when all data in
  each record is a part of it.
• Then we will add the variable labels and value
  labels.

8
Multi Record Set-up File

• With data for one observation on more than one
  line, this set up file has to put all data into
  one line
• The data file contains all of the records.
• The records are distinguished by a variable that
  has the record number. Generally, it is in column
  1.
• We will tell SPSS what variables are a part of
  each records, label them, give them value labels,
  and tell SPSS to collapse them into a single
  observation.

9
Another way of looking at it

• Each of these bits represent data. The
  multi-record set up file will put them in the
  correct order in the datasheet

• Record 1
• Record 2
• Record 3
• Record 4

10
Another way of looking at it

• Each of these bits represent data. The
  multi-record set up file will put them in the
  correct order in the datasheet, as below.

• Record 1
• Record 2
• Record 3
• Record 4

11
Consider the codebook carefully

• Does it have a detailed summary of the study?
• Are the variables and their column location
  listed?
• Is all of the other information about the
  variables present?
• Variable names?
• Variable labels?
• Value labels?
• Missing values?
• Are there other issues that complicate the
  codebook?

12
Codebook
13
The Syntax

• DATA LIST FILE'D\shodge\Desktop\02762-0001-Data.
  txt' RECORDS2
• /1
• Persid 1-9 (A)
• Hispanic 10-11
• Race 12-13
• /2
• Ewgt 11-20 (3)
• Ewrepl1 21-30 (3)

14
The Syntax

• DATA LIST FILE'D\shodge\Desktop\02762-0001-Data.
  txt' RECORDS2
• /1
• Persid 1-9 (A)
• Hispanic 10-11
• Race 12-13
• /2
• Ewgt 11-20 (3)
• Ewrepl1 21-30 (3)

The RECORDS command tells SPSS how many record to
expect.
15
Syntax continued . . .

• VARIABLE LABEL
• Persid "PERS KEY BASEID 2-DIGIT
  PERSNUM"
• Hispanic "S5/S10C/S11 HISPANIC
  ETHNICITY"
• Race "S5/S10B/S11 PERSON'S RACE
• .
• VALUE LABELS
• Hispanic
• -1 'INAPPLICABLE'
• -7 'REFUSED'
• -8 'DK'
• -9 'NOT ASCERTAINED'
• 1 'YES'
• 2 'NO' /

16
Completed
17
Hierarchical Set up Files

• There are a few hierarchical studies on our
  website. Most already have set up files created
  for them.
• If the study is taken from the PRA, please be
  aware that there is no processing done on them by
  ICPSR.
• If ICPSR receives a hierarchical file for
  dissemination, it is typically flattened during
  processing. This allows for data in
  analysis-ready format to be released.

18
Hierarchical Set-up Files 2

• The codebook will tell you if the study is
  arranged in a hierarchical order.
• It will tell you which condition(s) will need to
  be met. In this case, which are household records
  and which are person records.
• Once that is decided, the balance of the
  variables need to be located in DATA LIST FILE
  command of the set-up.

19
Considering Hierarchical Files
20
Hierarchical Set up Files

• Has a variable in each record upon which they can
  be connected.
• The variable has to satisfy a condition.

• Record 1
• Record 2
• Record 3
• Record 1
• Record 2

21
Hierarchical Set up Files

• Has a variable in each record upon which they can
  be connected.
• The variable has to satisfy a condition.

• Record 1
• Record 2
• Record 3
• Record 1
• Record 2

22
Hierarchical Set up Files

• FILE HANDLE DATA / NAME"FILE SPECIFICATION"
• .
• DATA LIST FILEDATA/
• RECTYPE 1 (A)
• .
• DO IF (RECTYPE "H")
• .
• NEW FILE
• .
• FILE TYPE
• MIXED
• FILE "FILE SPECIFICATION"
• RECORD RECTYPE 1 (A)
• .
• .

• RECORD TYPE 'H'
• DATA LIST /
• SERIALNO 2-8
• SAMPLE 9 (A)
• DIVISION 10 (A)
• STATE 11-12 (A)
• RECORD TYPE 'P'
• DATA LIST /
• RELAT1 9-10 (A)
• SEX 11 (A)
• RACE 12-14 (A)
• AGE 15-16
• .
• END FILE TYPE
• .

23
What if . . . .

• You have a set-up file from ICPSR that does not
  run, and you want to rewrite it. . . .
• Call ICPSR User Support first!
• 734-647-2200
• netmail_at_icpsr.umich.edu
• The set-up file may have been corrected and has
  not made it to the website. Or User Support may
  be able to fix it for you.

24
What if . . . .

• You are a student at an ICPSR member institution
  and the study that you wish to use does not have
  a set-up file.
• Call ICPSR User Support first!
• 734-647-2200
• netmail_at_icpsr.umich.edu
• ICPSR User Support has an initiative to create
  set-up files for studies that dont have them on
  demand. They can tell you if they can do it, and
  how long it will take.

25
Final word

• Remember that these formats are very old school
  at ICPSR!
• Rather than writing a multi-record or
  hierarchical set-up file, consider using
  different data, if appropriate or ask ICPSR User
  Support for assistance.

26
Thank you for attending!

• Slides and a video recording of the Webinar will
  be available in about two days watch your email
  for the link.
• Do you need promotional materials to introduce or
  build awareness of ICPSR at your institution? We
  have materials ready to mail to you email us
  at netmail_at_icpsr.umich.edu
• Sign up for future ICPSR webinar alerts via
  icpsr-announce by visiting http//www.icpsr.umich
  .edu/ICPSR/org/lists/index.html