YOUR DATA TOOLBOX Learning Col ege Conference February 27, 2009

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1 YOUR DATA TOOLBOX Learning College Conference February 27, 2009

2 Your Data Toolbox 2 Why do I need data? What data is available? How can I access the data? How can I use the data once I get it?

3 Workshop Participant Profile 3 What data collection/analysis tools do you use currently? Excel; Access; Tableau; SPSS; Snap; Others How would you rate your skill using each of the tools above? Expert; Very Experienced; Experienced; Novice? What is the most important data category needed to perform your job? What student data categories you need frequently are not currently available?

4 Why Do We Need Data? 4 The Age of Accountability is upon us. Expectations of Indiana Commission on Higher Education, Higher Learning Commission, Senior Management, Voluntary System of Accountability (VSA) Assessment Continuous Improvement Culture of Evidence/Data-Driven Decision Making Data is not a goal unto itself, but a tool to help us work more effectively on behalf of students.

5 What Data? 5 Student Attitudes and Attributes Student Outcomes Enrollment Metrics Student Profiles Overview of IR Data and Reports

6 Student Attributes and Attitudes 6 Demographics (i.e. age, gender, ethnicity, county of residence, etc.) Student characteristics (i.e. program choice, part-time v. full-time, prior educational level, educational objectives, college readiness, risk factors) Financial aid eligibility Student satisfaction, attitudes, behavior, engagement Focus groups and survey of non-returning students

7 Student Outcomes 7 Retention (fall to fall for first time students) Graduation counts, rates, trends Transfer counts, rates, trends Graduate profiles Attitudes and outcomes of recent graduates Satisfaction, views of employers of Ivy Tech graduates

8 Enrollment Metrics 8 Prospect Information: Web-based data From State-wide Call Center Headcount and FTE College-wide and by Region Ten Day Count; Weekly Updates; End of Term Paid or Unpaid status Ter m-based Student Profile Reports College-wide and by Region Ten Day Count; End of Term Ivy Tech Enrollment Penetration (Population aged 15-24) - Statewide, Region, County

9 Student Profile Reports 9 Region-specific reports including standardized student profile reports and charts: All Students First-Time Inbound Transfers High School / Dual Credit By School Includes Definitions Linked-Back to Banner Source (Unit Record) Report for Each Data Category

10 Common Enrollment Subgroups 10 First-Time, Degree Seeking Freshmen Enrollment By Program or Degree Type Credit / Non-Credit Distance Education Students Dual Enrollment (High School Students) External Transfers New to Ivy Tech Students Combined: First-Time, External Transfers, High School (Dual Enrollment) Traditional Students - Aged 15-24

11 Where Do I Find Data? 11 IR portion of IvyTech.edu web-site IR Communications IR Newsletter, IR Bundles, Fact Sheets, etc. IR Research Tools SNAP Survey Software EMSI Databases with Web-based search software to get information on occupational categories, US Census data, IPEDS data, etc. Banner Reports from Discoverer Viewer Custom data requests of IR Other Websites

12 12 IR Newsletter: The Data Exchange

13 13 Fact Sheet - Transfer

14 14 Snap-Web-Based Survey Example

15 15 Occupation Report - EMSI

16 16 Institutional Research Website

17 IR Website Data Categories 17 Enrollments: By Individual Term By Academic Year Student Profiles: Term Enrollment Fact Books Other Demographic Information Student Outcomes: Retention; Graduate Trends; Graduation Rates; Transfer

18 IR Website Data Categories (Cont.) 18 Satisfaction Surveys ACT Current Student Satisfaction Surveys Graduate Follow-up Surveys Employer of Graduates Surveys Workforce and Economic Development Client Satisfaction Other Surveys Non-returning Student Survey CCSSE Community College Survey on Student Engagement

19 IR Website URL: 19 IR Website is available at: Let s Take a look

20 Discoverer Viewer Reports - Logging-In 20

21 21 Discover Viewer Report List

22 22 The Student Count Report Category

23 23 Specifying Report Parameters

24 24 Report Processing Page

25 25 Report Generated

26 26 Exporting Your Report

27 27 Report Ready for Download

28 28 The Report Download Dialogue Box

29 29 Selecting A Save Location

30 A Few Other Viewer Reports 30 Class Schedule - Gives course schedule with information such as location, enrollment, instructor, start and end dates, times, etc Dean s List - Generates a list of students from a specified academic period who meet the criteria necessary to be on the Dean s List

31 Other Viewer Reports (Cont.) 31 Demographics Generates a list of students enrolled in a specified academic period with extensive demographic information PTK Report Generates a list of students who meet the requirements for induction into Phi Theta Kappa

32 Using Viewer Report Data 32 A Demonstration - Customizing A Unit Record Report Using Excel and Access

33 A Few Useful Internet Websites 33 Indiana Department of Workforce Development Select Educators: Select: Occupational Projections - Long Term Select: Occupational Projections - Short Term Select: Occupational Supply Demand System (OSDS)

34 Useful Internet Websites (Cont.) 34 Indiana Department of Education (K-12) Select: By Criteria Select From: School Corporation Tables - Multiple Data Categories Available Community College Survey of Student Engagement (CCSSE) - Select Resources

35 Useful Internet Websites (Cont.) 35 National Center for Educational Statistics (NCES) / Integrated Postsecondary Education Data System (IPEDS) - Peer Analysis System Select: Guest Level U.S. Census Bureau Select People & Households - Estimates Select People & Households - Projections

36 Basic Data Skills 36 Microsoft Excel Downloading from Discoverer Viewer (specify terms, campuses) (Note: that data in ODS is from the prior day of data in Banner) Sorting, filtering on key variables Graph, analysis results Microsoft Access - Match data from multiple tables or queries, sort or filter on specified variables Discoverer Plus/ODS/Banner - Custom report design and data extracts

37 37 Joining Report Tables in Access

38 Using Graphs to Understand Data 38 School Name 1 st Time, Full-time Deg. Seeking Freshman 1 st Fall to 2 nd Fall Student Retention School 1 8,100 38% School 2 12,500 40% School 3 6,300 45% School 4 2,600 49% School 5 5,900 42% Average all Schools 7, %

39 39 Paired Retention and Enrollment Data Displayed In A Scatter Chart Scatter Chart Comparing Retention and Enrollment 55.0% Below Average Enrollment Size Above Average Enrollment Size 53.0% 51.0% 49.0% 47.0% School 4, 49.0% Above Average Retention % 45.0% 43.0% 41.0% 39.0% 37.0% 35.0% School 3, 45.0% School 5, 42.0% Average All Schools, 41.4% School 1, 38.0% School 2, 40.0% 0 2,000 4,000 6,000 8,000 10,000 12,000 14,000 Below Average Retention %

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