BEDS Report

The Basic Educational Data Survey (BEDS) collects staffing, student, and policy data from public districts, nonpublic schools, and Area Education Agencies (AEAs).

Data from the BEDS collections are used to meet state and federal reporting requirements, respond to legislative requests for information, and support educational research. Data collection occurs in the fall and spring.

Menu Path

Choose Human Resources from the main navigation menu, then choose State. Click BEDS Report.

Submission Period

Biannual – fall and spring

Selection Rule

All employees who have Y entered in the BEDS Report field on the Iowa State Retirement page are selected and reported.

Process

To create a report:

1. Load the data for the report.

2. Create the report file and verify that data was loaded correctly.

   • Review the log file for possible errors.

   • Use the maintenance options to add or delete records or to correct data. Note that any changes that you make here must be duplicated in the source data.

3. If errors require changes to setup or source data, you must purge the loaded data, then repeat steps 1 and 2.

4. Once the data is correct, create the BEDS report.

5. Download the BEDS report and follow the State's submission procedures.

Prerequisites

• To include an employee in the BEDS report, enter Y in the BEDS Report field on the Iowa State Retirement page.

• Set up Assignments.

• Set up Degrees.

Load Data

You can load data based on the Submission Date.

1. Click Load.

2. Select the Submission Date.

3. Click Load, then Yes. The IA BEDS Load Summary Report is created.

4. Save the file, then click OK.

5. Navigate to the folder containing the summary report file.

6. Inspect the file. Update data, if needed.

7. Repeat steps 1 to 6 until all required data is loaded.

Maintain Data

Verify the loaded data before submitting the report. However, any corrections to the application information must also be updated in the source data.

1. On the IA BEDS Report page, you can filter records to display by the following criteria:

   • Submission Date

   • Employee Number

   • Last Name

   • First Name

2. To add a filter, select an option from the list, enter a keyword or select an option in the following field, and click Add. The filter is added.

3. To add a record, click Add Record. Specify valid information in the Required fields and click Save. Click Yes.

4. To edit a record, click the ellipsis in the Actions column, and select Edit. Click Save.

5. To delete a record, click the ellipsis in the Actions column, and select Delete. Click Yes.

Create File

1. Click Reports.

2. Create a hard copy of the report to verify data before you create the electronic file:

   1. Under File Type, select BEDS Hard-Copy Report.

   2. Under File Format, select PDF or Excel.

   3. Select the Submission Date.

      

      The Submission Date is used to exclude any assignments with a completion date earlier than the submission date. You must enter the Completion Date on the employee's Assignment page.

      
      

   4. Click Create, then click Yes.
      The IA BEDS Report is created.

3. Save the file and navigate to the folder containing the report file.

4. Inspect the file. Update data, if needed.

5. Repeat steps 1 to 4 until all required data is included.

6. Create the electronic file:

   • Under File Type, select BEDS Electronic Reporting File.

   • Select the Submission Date.

   • Click Create, then click Yes.
     The electronic file is created.

7. Save the file and click OK.

Purge Data

You can purge the data for the report in the following scenarios:

• You want to discard the data for the report completely.

• You want to change the setup or employee data and reload the data.

1. Click Purge.

2. Select the Submission Date.

3. Click Submit.

4. Click Yes, then OK.