s-stem scholarship reporting site

S-STEM Scholarship Reporting Site

10/15/2012David GreeneMary Sanders

ICF Internationalhttps://www.s-stem.orgsupport@s-stem.org(800) 779-5507

S-STEM Database Timeline

• 1999-2006 – CSEMS• 2007 – S-STEM Awards• 2008 – Restarted old website• 2009 – Launched new website• 2010 – Added offline version in Excel• 2011 – Required for report approval

S-STEM Website• Ensures data integrity– No duplicate students– Extensive validations (warnings, errors)

• Aligns data collection with goals– Supports program evaluation

• Easier navigation with multiple paths• Offline version in Excel• Extensive online help

Online Help

• Help links are available in the upper-right corner of every screen

Technical Support• We are here to help you– support@s-stem.org– (800) 779-5507

• We answer in person 9AM to 6PM• We reply to every email and every

voice message

Award Details and Program Activities

• Keep your email address up-to-date in FastLane

Award Details and Program Activities

• Designate an alternate contact• All system-generated emails go to

the PI and to the alternate-contact

Award Details and Program Activities

• Update your expected first and final semesters so we know when to send reminders to you

• Keep your email address up-to-date in FastLane

• Designate an alternate contact• Update your expected first and final

semesters so we know when to send reminders to you

• All system-generated emails go to the PI and to the alternate-contact

Award Details and Program Activities

Student Summaries

• Each summary report shows all data entered for one student

• Shows one row for every student reported• Data-Entry Status: completed, in progress• Student Status: active, graduated, left program• Add new S-STEM students at the start of each

semester

Student Demographics

Edit Student Demographics

• E-mail Address• Permanent Residence• School Residence• S-STEM Start Semester• Degree Program• Career Goal

• Name• Birth Date• Gender*• Race*• Ethnicity*• Disability*

Student Demographics

• Critical for program evaluation• Students should complete a consent form• *Includes a “Not Reported” option

Example Student Consent Form

• Yellow banners appear throughout the system to display important information

• The student disability reporting has changed

• You can download an example student consent form template

• Add your new S-STEM students as soon as you know who they are

Student Demographics

• A new semester is added automatically for the start-semester of newly added students

• You can also add a new semester here

Semester/Quarter Details

Semester/Quarter Details

• Sally appears as “not started” in her start semester, and every subsequent semester

• Add a new student from here, and the student’s start semester will be prefilled

Edit Semester/Quarter Details

• Cumulative GPA• S-STEM Scholarship Amount*• Intended Major• Class (freshman, junior, etc.)• STEM-Related Internship• Employment Hours/Week*• Activities• Student Status

Semester/Quarter Details

• Report GPA at semester start (0.0 for 1st term)• Report all values at the start of the semester• Update values at the end of the semester• *Different reporting options before 2009

• Active• Graduated• Transferred• Leave of Absence• Left Program• Left Program - Switched to a non-STEM major• Left Program - No longer full-time• Left Program - No longer financially eligible• Left Program - Poor academic performance• Left Program - Received maximum scholarship funding• Left Program - Transferred to a different S-STEM award• Left Program - Completed the S-STEM program

Student Status

Semester/Quarter Details

• When a student is marked as “Graduated”, a record will appear here to collect follow‒up questions

Follow-Up Questions

Follow-Up Questions

Main Menu, Data-Entry Status Report

Submit Your Data

• After you submit, you will have read‒only access to your data until next semester

Submit Your Data

• Banner on every screen, save buttons disabled• After you submit, we will review your data• We unlock awards before each semester• You may also unlock your data, if needed

Unlock Your Data

• Read the instructions worksheet• Start with an up-to-date Offline Version• Save in "Excel 97-2003" format only• Do not delete or rename any students• Do not change the spreadsheet structure• Use "Paste Special… Text" or "Paste Values”• First 5 columns must match all worksheets• Columns marked with a * are required• Use the drop-down lists to enter values

Offline Version in Excel

Offline Version in Excel

• Student Demographics worksheet• One row per student

Offline Version in Excel

• Semester-Quarter Details worksheet• One row per student for each semester

they participated

Offline Version in Excel

• Follow-Up Questions worksheet• One row for each graduated student

Offline Version in Excel

Offline Version in Excel

Reset Your Password

• Passwords are encrypted and can only be reset

Forgot Your Password?

Questions?