Introduction

Hand versus
computer
analysis

Coding

Data entry

Aids

Data entry

One way to prepare data entry into a computer is to prepare a code transfer sheet.

Using a code transfer sheet

A code transfer sheet is like a long, wide table, with a set of columns intersected by a set of rows going across the sheet. Table 16.4 illustrates a part of a code sheet.

Historically, code sheets were laid out with 80 columns. This is what the pre-computer data processing machines required. Now, various formats are used for code transfer sheets, depending on the software package being used. In our example, the numbers across the top of the first row identify the columns of the code sheet. Notice the first three columns, 01, 02, and 03. The first columns of a code transfer sheet and a data file are usually reserved to store the identification numbers assigned to cases. In this case, we had a sample of more than 99 respondents; therefore, three columns are needed to identify them. The first row identifies case 001; the second row, case 002, and so on.

Table 16.4. Illustration of a partial code sheet

The remainder of each row contains codes for the attributes of various variables as given by each respondent. For example, gender, coded as 1 for male and 2 for female, is shown in column 04.   Reading across row 1, we see that the first respondent is a male, as are respondents 003 and 004. Respondent 002 is a female. Column 05 contains the codes for class level. From the code of 3 in column 05 we know that respondent 001 is a third year student. The other students, in order of their identification numbers are second, first, and fourth year students. Column 06 contains codes for how responses to the question about problems at the university were coded.

In this way, each variable is given a location in the data file for our study. Codes for attributes of each variable are located in the assigned locations. For simplicity, we have skipped locations from 7 through 72. In actual coding, each column would contain codes for attributes of various variables. Suppose we had filled these columns and then needed to add scores for a composite measure of the student's overall satisfaction with conditions at the university. Let's say we reserved columns 73 and 74 for these scores.

Scores for the first four students, as you can see, ranged from 09 to 17. The remaining columns show codes for other variables. We ended with column 77, which, in this example, happened to be the column for the last variable. Depending on the number of variables and how many columns are needed for their attributes, the total number of columns or elements in a data file will vary. For surveys with many variables, hundreds of "columns" might be needed.

Using edge coding

In edge coding, codes are written in the margin of the questionnaire immediately to the right of the item to which they refer. This approach eliminates the need for a code sheet. For computer analysis, some form of locator, such as column numbers, has to be added so that the codes will be entered at specific locations in the data file. Box 16.2 gives an example of edge coding for use in entering codes into a computer.

Each variable for which data is to be entered is given a data location. In the illustration in Box 16.2, for example, locations 01-03 are reserved for entering the i dentification or case numbers of respondents. The code of 001 is shown for the first case.   Locations and are also shown for the gender (04) and the academic class levels (05) of respondents. The code for attributes for these variables is shown below the location. The codes indicate that the first case (001) is a third-year female. Each additional variable would be given a location in the data file and its code would be written in the margin of the questionnaire under the designated location.