GSS Data Collection Plan

NSF-NIH Survey of Graduate Students and
Postdoctorates in Science and Engineering (GSS)
2017 GSS Data Collection Plan

Revised: May 22, 2017

1

2017 GSS Communications to Schools
Page
3

Type
USPS
Letter

To
SC/PC of no longer
eligible Schools

From
NSF/NIH

Content
Schools that are no longer
eligible due to new frame

Date
9/8/2017

4

Email

NSF Survey
Manager (SM)

Confirm SC and contact info

10/2/2017

5

Email

School Coordinator
(SC)/ Postdoc
Coordinator (PC)
SC/PC

NSF SM

10/16/2017

6, 7,
8
9

Phone
Call
Letter

SC/PC

GSS Staff
NSF/NIH

10

Email

President/School
Coordinator of new
2016 schools
SC/PC

NR follow-up prompt to confirm
SC
NR follow-up prompt to confirm
SC
New school welcome letter

10/30/2017

11

Letter

SC/PC

NSF/NIH

12

USPS
Letter

NSF/NIH

13

USPS
Letter
Email
Phone
Call

President of
2016responding
schools
President of 2016
NR schools
SC/PC
SC/PC

Survey launch with GSS web
access info
Hard Copy Launch Materials
(new coordinators)
Thank you and please
participate again this year

NSF/NIH

Please participate this round

11/14/2017

GSS DTL
GSS CC Staff

Prompt for no activity
Prompt for no activity and
reminder of upcoming Part 2
due date
Reminder of upcoming Part 2
due date
Reminder prompt of upcoming
Part 2 due date
Extension granted

12/4/2017
12/11/2017
and on-going

14
15

NSF SM

16

Email

SC/PC

GSS DTL

17

Phone
Call
Email

SC/PC

GSS CC Staff

SC/PC

GSS CC Staff

18

10/23/2017
10/27/2017

11/3/2017
11/10/2017

1/31/2018
2/5/2018 2/23/2018
Ongoing

Survey Due Date: 2/28/2018
19

Email

SC/PC

NSF SM

Missed part 2 due date

3/3/2018

20

Phone
Call
Email

SC/PC

GSS CC staff

3/12/2018

SC/PC

NSF SM

Fed
Ex
Fed
Ex
USPS

Non-responding
2017 SC/PC
Presidents of NR
2017 schools
Presidents of 2017
Responding schools

NSF SM

Prompt to complete Part 2
mentioning President letter
Upcoming Extension due date
reminder
Letter mentioning president
letter
Letter asking school to respond
to the GSS
Thank you Letter

21
22
23
24

NSF/NIH
NSF/NIH

Survey Close Out: 5/5/2018

2

3/13/2018
3/23/2018
4/6/2018
4/27/2018

LETTER TO SC OF SCHOOLS NO LONGER ELIGIBLE

Survey of Graduate Students and Postdoctorates
in Science and Engineering
Fall 2017
National Science Foundation and National Institutes of Health

<COORDINATOR NAME>
<SCHOOLNAME>
<ADDRESS LINE 1>
<ADDRESS LINE 2>
<CITY>, <STATE> <ZIPCODE>
Dear <COORDINATOR NAME>:
The National Science Foundation (NSF) and the National Institutes of Health (NIH) would like to thank
you for your participation in the Survey of Graduate Students and Postdoctorates in Science and
Engineering (GSS) in recent years.
We have recently revisited our eligibility requirements for the schools that participate in the GSS.
Because of this some schools will be removed from the GSS while others will be added. Unfortunately,
your school is no longer eligible to be included in the GSS. As such, we will not be requesting your
participation in the 2017 GSS data collection.
If you have questions about your school no longer being eligible to participate in the GSS survey, please
contact Jennifer Pauli, RTI International, toll-free at (866) 558-0781 or by email at gss@rti.org. You can
also contact Michael Yamaner, NSF Project Officer, at (703) 292-7815 or myamaner@nsf.gov.
Thank you again for your participation and we look forward to the possibility of working with your
school in the future.

Sincerely,

John R. Gawalt
Director
National Center for Science and
Engineering Statistics
National Science Foundation

P. Kay Lund, Ph.D.
Director
Division of Biomedical Research Workforce
Office of Extramural Research
National Institutes of Health

School ID: <SCHOOL ID>

RTI International, Contractor for GSS
3040 East Cornwallis Road, P.O. Box 12194, Research Triangle Park, NC 27709-2194 • gss@rti.org • toll-free: (866) 558-0781

3

EMAIL TO CONFIRM SC AND CONTACT INFO
Subject: Coordinator verification for the 2017 NSF-NIH Survey of Graduate Students and Postdoctorates
Dear <2016 COORDINATOR NAME>,
The fall 2017 Survey of Graduate Students and Postdoctorates in Science and Engineering (GSS) will soon
begin! This important survey is co-sponsored by the National Science Foundation (NSF) and the National
Institutes of Health (NIH).
You are currently listed as the GSS coordinator for your institution based on your institution’s participation
status in the 2016 survey. Please take a moment to let us know whether you can still serve as the GSS
coordinator again this year and update your contact information below as necessary.
Name: <Coordinator Name>
Title: <Coordinator Job Title>
School Name: <School Name>
Institution Name: <Institution Name>
Address: <Coordinator Address 1>
Address: <Coordinator Address 2>
Address: <Coordinator Address 3>
City: <Coordinator City>
State: <Coordinator State>
ZIP Code: <Coordinator Zip Code>
Phone: <Coordinator Phone Number>
E-Mail: <Coordinator Email>
If someone other than you will be serving as the GSS coordinator for your institution this year, please provide
us with contact information so that we can update our contact list.
As you may know, the GSS is an annual national survey started in 1966 that is used to estimate the present and
future size of the labor force in science and engineering, and provides reliable national data on graduate students
and postdocs in science, engineering, and health fields.
Please reply to this email (gss@rti.org) or call the GSS Help Desk at (866) 558-0781 to confirm the
information, or if you have additional questions regarding the survey. Our survey contractor, RTI International,
will contact your institution when the survey data collection begins in October.
Thank you for your help.
Sincerely,
Michael I. Yamaner
Project Officer
Survey of Graduate Students and Postdoctorates in Science and Engineering
National Center for Science and Engineering Statistics
National Science Foundation

4

EMAIL NR FOLLOW-UP PROMPT TO CONFIRM SC
Subject: Follow-up on coordinator verification for the NSF-NIH Survey of Graduate Students and
Postdoctorates
Dear <2016 COORDINATOR NAME>,
The 2017 Survey of Graduate Students and Postdoctorates in Science and Engineering (GSS) will begin
soon. Please confirm if you will be serving as the coordinator for <SCHOOL NAME> or if someone else
should be contacted for this year’s survey.
Please reply to this email (gss@rti.org) or contact the GSS Help Desk at (866) 558-0781. If you have additional
questions or concerns about the survey, please contact Jennifer Pauli at jpauli@rti.org.
We appreciate your assistance and look forward to your institution’s participation in the 2016 GSS.
Sincerely,
Michael I. Yamaner
Project Officer
Survey of Graduate Students and Postdoctorates in Science and Engineering
National Center for Science and Engineering Statistics
National Science Foundation

5

SC PROMPTING (LOCATING) SCRIPT TO CONFIRM CONTACT INFORMATION
Hello, my name is (
), and I'm calling from RTI International on behalf of the National
Science Foundation and the National Institutes of Health.
The fall 2017 Survey of Graduate Students and Postdoctorates in Science and Engineering (GSS)
will begin soon and we want to make sure we have the correct contact information. We have you
listed as the GSS coordinator for your institution...
[CONFIRM DATABASE COORDINATOR NAME FROM THE SYSTEM]
Is this correct?
IF YES: I'd like to confirm the contact information. Let me read it back to you.
[CONFIRM SPELLING OF NAME, TITLE, ADDRESS, EMAIL ADDRESS, AND PHONE NUMBERS.]
Are you aware of the changes to the GSS this year?
IF YES: Do you have any questions about the changes? (ANSWER QUESTIONS)
If you have any questions later, please contact us toll free on 866-558-0781. Thank you so
much for your time.
IF NO: Do you have a minute for me to discuss them with you?
IF YES: (GO OVER CHANGES)
IF NO: Okay. Thank you for your time and if you have any questions later,
please contact us toll free on 866-558-0781. Thank you so much for your time.
IF NO:
Can you tell me the name of a person who will serve as the new GSS coordinator for
your institution?
[RECORD NAME.]
What the title, office, address, email, and phone number?
[RECORD CONTACT INFORMATION.]
IF NEW GSS COORDINATOR IS UNKNOWN AND NOT A NEW INSTITUTION:
What is the name of the person who is now handling <<Previous GSS Coordinator's
name>>’s work?
IF POSSIBLE, ASK TO BE TRANSFERRED TO THAT PERSON OR ASK FOR THEIR PHONE NUMBER, SO WE
CAN CALL THEM LATER.
IF NEW INSTITUTION AND NEW GSS COORDINATOR IS STILL UNKNOWN:
•

We continue to work the case until a coordinator is identified.

•

Call around to different offices – starting with institutional research office, but the graduate office is
another good prospect.

Thank you so much for your time.
6

NEW COORDINATOR CONTACT SCRIPT:
Hello, my name is (
), and I'm calling from RTI International on behalf of the National Science
Foundation and the National Institutes of Health. We are getting ready to contact your institution
for the 2017 Survey of Graduate Students and Postdoctorates in Science and Engineering, and
noticed that the person who has handled the survey in the past is no longer at your
institution. Are you now handling <<Previous Coordinator name>>’s responsibilities?
IF YES:
[READ AS NECESSARY:] The Survey of Graduate Students and Postdoctorates in Science
and Engineering, also known as GSS, is an annual national survey sponsored by the
National Science Foundation and the National Institutes of Health. The survey has been
conducted since 1966 to provide reliable national data on the number of graduate
students and postdocs in science, engineering, and health fields.
The survey collects the numbers of part-time and full-time graduate students by
race/ethnicity, gender, and citizenship. It also collects the number of full-time graduate
students by the mechanism and source of their financial support. Additionally, the
survey collects data on postdocs and doctorate-holding non-faculty researchers
employed by the academic institutions.
[CONFIRM/COLLECT NEW COORDINATOR NAME, TITLE, OFFICE, ADDRESS, EMAIL, and PHONE
NUMBERS.]
Let me give you our contact information in case you have any questions later. Our email
address is gss@rti.org and our phone number is (866) 558-0781.
IF R WANTS SPONSOR INFO: The NSF Project Officer for GSS is Michael Yamaner
(myamaner@nsf.gov).
IF NO:
Can you tell me the name of a person who is?
[IF KNOWN, RECORD CONTACT INFORMATION.]
[IF UNKNOWN OR NO NEW COORDINATOR: THANK THEM AND END CALL. FLAG SCHOOL FOR
FOLLOW-UP WITH PRESIDENTS OFFICE.]
Thank you so much for your time.
IF COORDINATOR WANTS MORE INFORMATION ABOUT GSS:
The GSS has been conducted since 1966 to provide reliable national data on the number of
graduate students and postdocs in science, engineering and health fields. The survey collects the
numbers of part-time and full-time graduate students by race/ethnicity, gender, and citizenship.
It also collects the number of full-time graduate students by the mechanism and source of their
financial support. Additionally, the survey collects data on postdocs and doctorate-holding nonfaculty researchers employed by the academic institutions.

7

VOICE MAIL MESSAGE SCRIPT (TO BE USED ONLY AFTER SEVERAL CALL ATTEMPTS ON DIFFERENT
DAYS AND DIFFERENT TIMES):
Hello, this is (
), calling on behalf of the National Science Foundation and the National
Institutes of Health, about the Graduate Student Survey. The fall 2017 survey will begin soon and
we are trying to find out if you are still the best person to contact for the 2017 survey. Please call
us at 866-558-0781. Again, our number is 866-558-0781. Thank you for your help.

8

LETTER TO THE PRESIDENT OF NEW INSTITUTIONS

Survey of Graduate Students and Postdoctorates
in Science and Engineering
Fall 2017
National Science Foundation and National Institutes of Health

<DATE>
<TITLE> <COORDINATOR NAME>
<SCHOOLNAME>
<ADDRESS LINE 1>
<ADDRESS LINE 2>
<CITY>, <STATE> <ZIPCODE>
Dear <COORDINATOR NAME>:
A few weeks ago, we contacted your institution regarding the Survey of Graduate Students and Postdoctorates in
Science, Engineering (GSS) for the National Science Foundation (NSF) and the National Institutes of Health
(NIH). After reviewing the information provided by «COORDINATOR NAME» at your institution, «SCHOOL
NAME» was determined to be eligible for the 2017 GSS. Your university will join the other 700 institutions that
are asked each year to participate in the GSS.
The 2017 survey round will begin soon. We will be contacting your school coordinator,
«COORDINATOR_NAME» again for the survey. If there is someone else who can help us with this year’s
survey, please let us know. We need your institution’s participation in this survey to ensure the accuracy and
validity of important national estimates. The deadline for submission for the 2017 GSS data is February 28, 2018.
The GSS, conducted annually since the 1960s, is a national survey of all postsecondary institutions in the U.S.
and its territories that grant graduate degrees in science (including some social sciences), engineering and health
fields (SEH). The results of this survey are used to assess shifts in graduate enrollment, postdoctoral appointments
and trends in financial support. Last year, over 99% of institutions provided the requested information. This
exceptional level of participation enables us to produce reliable statistics for use by federal, state, and local
governments. Academic researchers and planners use GSS data to compare their institution’s characteristics to
those of their peer institutions.
If you have questions about the survey, please contact Ms. Jennifer Pauli, RTI International, toll-free at (866) 5580781 or by email at gss@rti.org. You can also contact Michael Yamaner, NSF Project Officer at
myamaner@nsf.gov or (703) 292-7815.
Thank you in advance for your institution’s participation in GSS and contribution to these important national
statistics.
Sincerely,

John R. Gawalt
Director
National Center for Science and
Engineering Statistics
National Science Foundation

P. Kay Lund, Ph.D.
Director
Division of Biomedical Research Workforce
Office of Extramural Research
National Institutes of Health

cc: <COORDINATOR NAME>
SchoolID: «SCHOOL ID»

RTI International, Contractor for GSS
3040 East Cornwallis Road, P.O. Box 12194, Research Triangle Park, NC 27709-2194 • gss@rti.org • toll-free: (866) 558-0781

9

REGULAR LAUNCH E-MAIL
Subject: 2017 NSF-NIH Survey of Graduate Students in Science and Engineering (GSS)

Dear [COORDINATOR NAME],
The 2017 Survey of Graduate Students and Postdoctorates in Science and Engineering (GSS) is now available
on the web for all coordinators to complete.
Please go to the GSS website to review the instructions and other materials for the 2017 GSS data collection
and download the templates for uploads.
Please note the following instructions for completing the 2017 GSS:
1)

Verify the correct assignment of GSS codes for all organizational units based on the GSS Code List
and CIP/GSS code crosswalk provided in the instrument;

2)

Pay particular attention to instructions on ineligible degrees to be excluded in your institution’s
reporting of GSS data, wherever appropriate; and

3)

If your organizational unit has postdocs, report as much information about the postdocs as possible,
such as the primary mechanism and source of financial support, type, or origin of a doctorate.

Your login information is:
GSS Web: https://gss2017.org
User ID:

[USERID]

Password:

[PASSWORD]

Institution: [SCHOOL NAME]
Due Date:

February 28, 2018

If you have any questions, or you are not the right contact person for this survey, please contact Ms. Jennifer
Pauli at RTI International toll-free at (866) 558-0781 or by e-mail at gss@rti.org.
Thank you in advance for serving as the GSS Coordinator for the 2017 Survey. Your support and assistance is
very much appreciated.
Sincerely,
Michael I. Yamaner
Project Officer
Survey of Graduate Students and Postdoctorates in Science and Engineering
National Center for Science and Engineering Statistics
National Science Foundation

10

SURVEY LAUNCH LETTER TO 2017 GSS INSTITUTION COORDINATORS

Survey of Graduate Students and Postdoctorates
in Science and Engineering
Fall 2017
National Science Foundation and National Institutes of Health

<DATE>
<TITLE> <COORDINATOR NAME>
<SCHOOLNAME>
<ADDRESS LINE 1>
<ADDRESS LINE 2>
<CITY>, <STATE> <ZIPCODE>
Dear <COORDINATOR NAME>:
The National Science Foundation (NSF) and the National Institutes of Health (NIH) request your assistance in
completing the 2017 Survey of Graduate Students and Postdoctorates in Science and Engineering (GSS).
You are listed as a GSS coordinator for <INSTITUTION NAME>. Please start the survey by visiting the GSS
Web survey and update the information for <INSTITUTION NAME>.
GSS Web:

https://gss2017.org

User ID:
Password:

<USERID>
<PASSWORD>

As the GSS coordinator for your school, you will use the GSS Web survey to:
• Verify and update the organizational units in the fall 2017 enrollment period that have graduate students,
postdocs, and/or other doctorate-holding nonfaculty researchers in science, engineering, and health fields.
• Designate and monitor the progress of staff who will report the survey data for these organizational units.
• Ensure all GSS data are reported to NSF.
Please note the following due date:
February 28, 2018

Submit completed survey data for all organization units

If you are not the best contact person for the GSS, or if you have questions about the survey, please contact
Jennifer Pauli, RTI International, toll-free at (866) 558-0781 or by email at gss@rti.org. You can also contact
Michael Yamaner, NSF Project Officer, at (703) 292-7815 or myamaner@nsf.gov.
Thank you in advance for your efforts to provide timely and accurate data to NSF and NIH.
Sincerely,

John R. Gawalt
Director
National Center for Science and
Engineering Statistics
National Science Foundation

P. Kay Lund, Ph.D.
Director
Division of Biomedical Research Workforce
Office of Extramural Research
National Institutes of Health

School ID: <SCHOOL ID>

RTI International, Contractor for GSS
3040 East Cornwallis Road, P.O. Box 12194, Research Triangle Park, NC 27709-2194 • gss@rti.org • toll-free: (866) 558-0781

11

LETTER TO THE PRESIDENT OF 2016 RESPONDING SCHOOLS

Survey of Graduate Students and Postdoctorates
in Science and Engineering
Fall 2017
National Science Foundation and National Institutes of Health

<DATE>
<PRESIDENT NAME>, < TITLE>
<INSTITUTION NAME>
<ADDRESS LINE 1>
<ADDRESS LINE 2>
<CITY>, <STATE> <ZIPCODE>
Dear <PRESIDENT NAME>, <TITLE>:
<INSTITUTION NAME> is one of approximately 700 postsecondary institutions in the U.S. that
participate in the Survey of Graduate Students and Postdoctorates in Science and Engineering (GSS)
sponsored by the National Science Foundation (NSF) and the National Institutes of Health (NIH) since
1966. The GSS collects national data on graduate students, postdoctoral appointees (postdocs), and
nonfaculty researchers in science, engineering, and health fields that are used by the federal, state, and
local governments, and the academic community.
We have contacted <COORDINATOR NAME>, the GSS coordinator(s) at your institution to help us
with the GSS. We very much appreciated your institution’s participation last year and we are looking
forward to receiving your institution’s response to the 2017 survey.
RTI International is the NSF contractor for the GSS. If you have any questions, please contact Jennifer
Pauli at RTI at gss@rti.org or (312) 456-5262. You can also contact Michael Yamaner, NSF Project
Officer at myamaner@nsf.gov or (703) 292-7815. Thank you in advance for your contribution to these
important national statistics.
Sincerely,

John R. Gawalt
Director
National Center for Science and
Engineering Statistics
National Science Foundation

P. Kay Lund, Ph.D.
Director
Division of Biomedical Research Workforce
Office of Extramural Research
National Institutes of Health

cc: <COORDINATOR NAME>
School ID: <SCHOOL ID>

RTI International, Contractor for GSS
3040 East Cornwallis Road, P.O. Box 12194, Research Triangle Park, NC 27709-2194 • gss@rti.org • toll-free: (866) 558-0781

12

LETTER TO THE PRESIDENT OF 2016 GSS NONRESPONDING INSTITUTIONS

Survey of Graduate Students and Postdoctorates
in Science and Engineering
Fall 2017
National Science Foundation and National Institutes of Health

<DATE>
<PRESIDENT NAME>, <TITLE>
<SCHOOL NAME>
<SCHOOL ADDRESS LINE 1>
<CITY>, <STATE> <ZIPCODE>
Dear <PRESIDENT NAME>, <TITLE>:
Every year, approximately 700 postsecondary institutions are asked to complete the Survey of Graduate
Students and Postdoctorates in Science and Engineering (GSS) sponsored by the National Science Foundation
(NSF) and the National Institutes of Health (NIH). Over 99 percent of these institutions choose to respond to the
survey. This level of participation enables us to produce reliable statistics for use by federal, state, and local
governments.
I would like to ask for your help with your institution’s participation in this year’s survey. The 2017 GSS began
earlier this month. In the past, we contacted <2015 COORDINATOR NAME> to complete the GSS for
<SCHOOL NAME> but did not receive a response. If there is someone else who can help us with this year’s
survey, please let us know. The deadline for submission for this year’s GSS data is February 28, 2018. Please
note that the published GSS report that displays the institution-level data will not list the institutions that do not
respond to the GSS.
One of the most important uses of the GSS data is the preparation of NSF's congressionally mandated Science
& Engineering Indicators report. Another important use of the GSS data is in Women, Minorities and Persons
with Disabilities in Science and Engineering report. <SCHOOL NAME> ‘s response to the GSS is important in
maintaining the integrity and validity of this critical information resource that measures enrollment and
workforce trends in the fields of science, engineering, and health.
If you have any questions, please contact Jennifer Pauli at RTI at gss@rti.org or (919) 485-5598. You can also
contact Michael Yamaner NSF Project Officer at myamaner@nsf.gov or (703) 292-7815.
We hope we can count on your institution’s participation and support of the GSS this year.
Sincerely,

John R. Gawalt
Director
National Center for Science and
Engineering Statistics
National Science Foundation

P. Kay Lund, Ph.D.
Director
Division of Biomedical Research Workforce
Office of Extramural Research
National Institutes of Health

cc: <COORDINATOR NAME>
School ID: <SCHOOL ID>

RTI International, Contractor for GSS
3040 East Cornwallis Road, P.O. Box 12194, Research Triangle Park, NC 27709-2194 • gss@rti.org • toll-free: (866) 558-0781

13

EMAIL TO NO ACTIVITY COORDINATORS
Subject: NSF-NIH Survey of Graduate Students and Postdocs (GSS)
Dear <COORDINATOR NAME>,
This is a friendly reminder to log into the 2017 NSF-NIH Survey of Graduate Students and Postdoctorates in
Science and Engineering (GSS) and review the materials and download upload templates for the data collection.
Please start the survey by visiting the GSS Web survey:
GSS Web:

http://gss2017.org

User ID:

<USER ID>

Password:

<PASSWORD>

School:

<SCHOOL NAME>

If you have any questions about the survey, please do not hesitate to contact us at gss@rti.org, or toll-free at
(866) 558-0781.
Thank you for your assistance and your institution's continued participation in the GSS.
Sincerely,
Ms. Jennifer Pauli
GSS Data Collection Manager
RTI International

14

TELEPHONE SCRIPT FOR PROMPTING NO ACTIVITY CASES
Hello, my name is (______________________________) and I’m calling from RTI on behalf of the National
Science Foundation and the National Institutes of Health. We are calling you about the 2017
Survey of Graduate Students and Postdocs in Science and Engineering (GSS).
I wanted to check with you to make sure you received the GSS materials we sent. Did you receive
the emails we sent in October and November?
IF YES:
Great! Do you have any questions about this year’s data collection. As a reminder there
were a number of changes to the GSS and we encourage you to log in at your earliest
convenience and review the materials available to you.
If you need to contact us, please email us at gss@rti.org or call our toll-free number at
866-558-0781.
Thank you for your time.
IF NO:

Let me confirm your email and mailing addresses. Are they [confirm using the ICS and
update if necessary]? We will send you this information within 24 hours and we ask
that you log in and review the materials as soon as possible. Thank you in advance for
your time. If you need to contact us, please email us at gss@rti.org or call our toll-free
number at 866-558-0781.

ANSWERING MACHINE SCRIPT
Hello, my name is (______________________________) and I’m calling from RTI on behalf of the National
Science Foundation and the National Institutes of Health. We are calling you about the 2017
Survey of Graduate Students and Postdocs in Science and Engineering (GSS).
Please call us at toll-free 866-558-0781. Thank you.

15

REMINDER EMAIL TO SCS OF UPCOMING DEADLINE: SURVEY NOT COMPLETE
Subject: Reminder of the Survey of Graduate Students in Science and Engineering (GSS) Due Date - February
28, 2018
Dear <COORDINATOR NAME>,
This is a friendly reminder that the February 28, 2018 deadline for completing the 2016 NSF-NIH Survey of
Graduate Students and Postdoctorates in Science and Engineering (GSS) is only a month away.
Below is information for accessing the GSS Web survey for <SCHOOL NAME>:
GSS Web:
User ID:
Password:
School:

https://gss2017.org
<USERID>
<PASSWORD>
<SCHOOL NAME>

If there is anything we can do to help you, please contact us at gss@rti.org, or toll-free at (866) 558-0781. We
can help send reminder notices to other unit respondents at your school or provide more information on the
survey.
We look forward to the opportunity to assist you. Thank you for your continued support of the GSS.
Sincerely,
Ms. Jennifer Pauli
GSS Data Collection Manager
RTI International

16

SCRIPT: REMINDER CALL TO SCS OF UPCOMING DEADLINE: SURVEY NOT COMPLETE
Hello, my name is (______________________________) and I’m calling on behalf of the National Science
Foundation (NSF) and the National Institutes of Health (NIH) regarding the 2017 Survey of
Graduate Students and Postdocs in Science and Engineering (GSS).
We just wanted to remind you that the deadline to complete the 2017 GSS is February 28, 2018.
Is there anything we could do to help you meet this deadline, such as resending the user ID and
password to you or your Unit Respondents? Do you have any questions regarding the GSS?
If you need to contact us, you can email us at gss@rti.org or call our toll-free number at 866-5580781. Thank you for your time.
ANSWERING MACHINE SCRIPT
Hello, my name is (______________________________) and I’m calling on behalf of the National Science
Foundation and the National Institutes of Health regarding the 2017 Survey of Graduate Students
and Postdocs in Science and Engineering.
We wanted to remind you that the survey is due on February 28. If you have any questions, please
email us at gss@rti.org or call us at 866-558-0781.
Thank you.

17

EMAIL GRANTING DUE DATE EXTENSION TO SC
Subject: <SCHOOL NAME>’s 2017 GSS Due Date Extension Request
Dear <COORDINATOR NAME>:
On behalf of NSF, <SCHOOL NAME> is granted an extension to March 21, 2018 to submit the 2016 GSS
data. We hope this extension will help you to do everything possible to submit the GSS data by the 21st.
The GSS data from <SCHOOL NAME> are very important to NSF and NIH, and the amount of time and hard
work it takes on the part of you and your staff to collect and submit this information are very much appreciated.
If you have any questions, problems with the GSS Web survey or need any other assistance, please call me at
(919) 485-5598, or the GSS Help Desk’s toll free number, (866) 558-0781. We will do everything we can to
assist you.
We look forward to receiving your institution’s data. Thank you again for your contribution to this important
research effort.
Sincerely,
Jennifer Pauli
GSS Data Collection Manager
RTI International

18

EMAIL TO SCs - MISSED ORIGINAL DEADLINE
Subject: Important request from NSF and NIH
Dear <COORDINATOR NAME>,
As of today, we still need your institution’s complete response to the 2017 Survey of Graduate Students in
Science and Engineering (GSS). Please finish your survey response as soon as possible. The survey deadline
was February 28, 2018.
For institutions that miss this deadline, we need to send letters to the institution Presidents to let them know that
the survey responses are incomplete so we can enlist their assistance. Your response by the March 14th will
help us minimize that follow-up effort.
As we near the final stage of the 2017 GSS data collection, we want to make sure <SCHOOL NAME>’s counts
of graduate students, postdocs and nonfaculty researcher are included in our annual reports and databases.
Please login to the GSS Website and complete the survey by March 14, 2018.
GSS Web:

https://gss2017.org

User ID:

<USER ID>

Password:

<PASSWORD>

School:

<SCHOOL NAME>

If you have any questions or need assistance, please send an email to the GSS Help Desk at gss@rti.org or call
them toll-free at (866) 558-0781.
We very much appreciate your assistance and look forward to receiving your response soon.
Michael I. Yamaner
Project Officer
Survey of Graduate Students and Postdoctorates in Science and Engineering
National Center for Science and Engineering Statistics
National Science Foundation

19

SCRIPT TO NON-RESPONDING/NO EXTENSION SCHOOLS
[PRIOR TO EACH CALL, BECOME FAMILIAR WITH THE STATUS OF EACH INSTITUTION: NOTE IF THEY
WERE A REFUSAL LAST YEAR; HOW MUCH WORK HAS BEEN COMPLETED IN THE GSS WEB.]
Hello, my name is (
). I’m calling about the 2017 Survey of Graduate Students and
Postdoctorates in Science and Engineering, also called the GSS.
The 2017 GSS deadline was February 28th, and we haven't received a completed survey response
from <SCHOOL NAME>. We'd like to get a completed response as soon as possible.
[IF ANY WORK HAS BEEN COMPLETED IN THE GSS WEB, THANK THEM FOR THE WORK THAT HAS
BEEN DONE SO FAR.]
Will you be able to submit your GSS data before March 21st?
IF YES: Thank you for all your hard work and we look forward to getting your survey response.
[NOTE IN THE COMMENTS WHEN THEY THINK THEY CAN SUBMIT.]
IF NO:

Is there anything we can do to help?
IF SC WANTS MORE TIME, WORK OUT A DATE.
IF APPROPRIATE: Would you like us to contact unit respondents who have not yet
submitted? Would it be helpful for me to send you the URL, institutional and password?
IF STILL NO: We will inform NSF of that. They will be sending letters to the presidents of
universities that have not provided completed survey responses by March 21. Those
letters will be going out in early April.
DON’T PRESS SO HARD THAT YOU GET REFUSALS.
KEEP IT LOW KEY AND CORDIAL.

ALL SCHOOLS: Do you have any questions or need any information?
If you need to contact us, please call our toll-free number, 866-558-0781. The National Science
Foundation and the National Institutes of Health want you to know that your support of the survey
is very much appreciated. Thank you.
_______________________________________________________________________________________
SCRIPT FOR VOICE MAIL (LEAVE A MESSAGE UP TO TWO TIMES BEFORE MARCH 29TH AND NO MORE
THAN ONCE IN A WEEK)
Hello, my name is <<RTI STAFF NAME>> and I’m calling about the 2017 Survey of Graduate
Students and Postdoctorates in Science and Engineering, also known as GSS. The 2017 GSS
deadline was February 28th, and we haven't received a completed survey response from <SCHOOL
NAME>. Please call our toll-free number, 866-558-0781 to let us know when you can submit the
2017 GSS data or if you have any questions. Thank you.

20

REMINDER EMAIL TO SCs OF UPCOMING EXTENSION DUE DATE
Subject: The final due date of March 21, 2018 for submitting 2017 GSS data
Dear <COORDINATOR NAME>,
The extended deadline is March 21, 2018 for submitting the 2016 Survey of Graduate Students in Science and
Engineering (GSS). We would appreciate your commitment to complete and submit your institution’s GSS data
by that date.
For institutions that miss this deadline, we need to send letters to the institution Presidents to let them know that
the survey responses are incomplete so we can enlist their assistance. Your response by the 19th will help us
minimize that follow-up effort.
As we near the final stage of the 2017 GSS data collection, we want to make sure to include <SCHOOL
NAME> counts of graduate student, postdoc and nonfaculty researcher in our annual reports and databases.
Please login to the GSS web survey and complete the survey by March 21, 2018:
GSS Web:

http://gss2017.org

User ID:

<USER ID>

Password:

<PASSWORD>

School:

<SCHOOL NAME>

If you have any questions or need assistance, please call the GSS Help Desk toll free at (866) 558-0781 or send
an email to gss@rti.org.
We appreciate your efforts and look forward to receiving your response soon.
Sincerely,
Michael I. Yamaner
Project Officer
Survey of Graduate Students and Postdoctorates in Science and Engineering
National Center for Science and Engineering Statistics
National Science Foundation

21

FEDEX LETTER TO NON-RESPONDING SCs: LETTER MENTIONING PRESIDENT LETTER
NATIONAL SCIENCE FOUNDATION
4201 WILSON BOULEVARD
ARLINGTON, VIRGINIA 22230

<DATE>
<COORDINATOR NAME>, <TITLE>
<SCHOOL NAME>
<SCHOOL ADDRESS LINE 1>
<CITY>, <STATE> <ZIPCODE>
Dear <COORDINATOR NAME>,
In early April, we will begin the final survey follow-up efforts that include sending a letter to the President of
your institution requesting assistance and cooperation in obtaining the current data from your institution for the
2017 NSF-NIH Survey of Graduate Students and Postdoctorates in Science and Engineering (GSS). Although
the survey deadline has passed, we are reluctant to close this year's survey without your institution’s data. We
are offering you the final opportunity to respond to the 2017 GSS.
As you know, your institution is one of over 700 institutions that contribute to our annual estimates on the
present and future size of the science and engineering labor force. The soundness of decisions that draw on
these statistics depends on the GSS data being complete and accurate.
One of the most important uses of the GSS data is the preparation of NSF's congressionally mandated Science
& Engineering Indicators report. Another important use of the GSS data is in the Women, Minorities and
Persons with Disabilities in Science and Engineering report. GSS data are also used in the Academic Institution
Profiles.
Please help us by submitting <SCHOOL NAME>’s GSS data as soon as possible. Information to access the
web survey is below.
GSS Web:
User ID:
Password:

http://gss2017.org
<USERID>
<PASSWORD>

Jennifer Pauli of RTI will be contacting you in the next week or so to find out whether you will be able to
submit the 2017 GSS before a letter is sent to your president’s office. You can also email her at gss@rti.org, or
call her at (919) 485-5598 or toll-free at (866) 558-0781.
We look forward to your institution’s continued participation in this important national study.
Sincerely,
Michael I. Yamaner
Project Officer
Survey of Graduate Students and Postdoctorates in Science and Engineering
National Center for Science and Engineering Statistics

SchoolID: «SCHOOL ID»

FOLLOW-UP LETTER TO PRESIDENTS OF 2017 GSS NONRESPONDING INSTITUTIONS
22

Survey of Graduate Students and Postdoctorates
in Science and Engineering
Fall 2017
National Science Foundation and National Institutes of Health

<DATE>
<PRESIDENT NAME>
<JOB TITLE>
<INSTITUTION NAME>
<ADDRESS LINE 1>
<ADDRESS LINE 2>
<CITY>, <STATE> <ZIPCODE>
Dear <PRESIDENT NAME>:
We are writing to enlist your help for the 2017 Survey of Graduate Students and Postdoctorates in Science and
Engineering (GSS). As of today, we have not received your institution’s response to the GSS, and we are reluctant
to close this year’s survey without the data from <INSTITUTION NAME>.
<COORDINATOR NAME> serves as your institution’s GSS coordinator. We would appreciate anything you can
do to help <COORDINATOR NAME> provide the requested information.
If we receive your institution's response by April 21, 2018, we can include your institution in our annual report of
trends for approximately 700 colleges and universities. Otherwise, your institution will be left out of the GSS
report that displays institution-level data.
The GSS is the only national survey that collects department-level information about graduate enrollment,
postdoc appointments, and nonfaculty research positions in science, engineering, and health fields. The soundness
of policy and other decisions based on the GSS results depends heavily on the efforts of your staff to provide
complete and accurate data.
If you have any questions, please contact Michael Yamaner, NSF Project Officer, at myamaner@nsf.gov or (703)
292-7815.
We value your support of the GSS and the efforts of your staff in responding to the survey.
Sincerely,

John R. Gawalt
Director
National Center for Science and
Engineering Statistics
National Science Foundation

P. Kay Lund, Ph.D.
Director
Division of Biomedical Research Workforce
Office of Extramural Research
National Institutes of Health

cc: <COORDINATOR NAME>
School ID: <SCHOOL ID>

RTI International, Contractor for GSS
3040 East Cornwallis Road, P.O. Box 12194, Research Triangle Park, NC 27709-2194 • gss@rti.org • toll-free: (866) 558-0781

23

THANK YOU LETTER TO THE PRESIDENT OF 2017 GSS RESPONDING INSTITUTIONS

Survey of Graduate Students and Postdoctorates
in Science and Engineering
Fall 2017
National Science Foundation and National Institutes of Health

<DATE>
<PRESIDENT NAME>
<JOB TITLE>
<INSTITUTION NAME>
<ADDRESS LINE 1>
<ADDRESS LINE 2>
<CITY>, <STATE> <ZIP CODE>
Dear <PRESIDENT NAME>:
On behalf of the National Science Foundation and the National Institutes of Health, we want to
recognize the efforts of <COORDINATOR NAME> as <INSTITUTION NAME>’s school
coordinator(s) for the 2017 Survey of Graduate Students and Postdoctorates in Science and
Engineering (GSS).
Without the accurate and timely work of our GSS coordinators at approximately 800 postsecondary
institutions nationwide, we would not be able to compile our annual statistics on graduate enrollment,
postdocs, and nonfaculty researchers in science, engineering, and health fields. We appreciate the extra
efforts of your staff outside of their assigned workloads.
Thank you so much for your continuing support of the NSF-NIH Survey of Graduate Students and
Postdoctorates in Science and Engineering.
Sincerely,

John R. Gawalt
Director
National Center for Science and
Engineering Statistics
National Science Foundation

P. Kay Lund, Ph.D.
Director
Division of Biomedical Research Workforce
Office of Extramural Research
National Institutes of Health

cc: <COORDINATOR NAME>
School ID: <SCHOOL ID>
RTI International, Contractor for GSS
3040 East Cornwallis Road, P.O. Box 12194, Research Triangle Park, NC 27709-2194 • gss@rti.org • toll-free: (866) 558-0781

24

</pre><Table class="table"><tr><Td>File Type</td><td>application/pdf</td></tr><tr><Td>Author</td><td>Jamie Friedman</td></tr><tr><Td>File Modified</td><td>2017-07-14</td></tr><tr><Td>File Created</td><td>2017-07-14</td></tr></table></div></div></div><hr>
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