your data toolbox

YOUR DATA TOOLBOX

Learning College Conference

February 27, 2009

Your Data Toolbox

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?

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Workshop Participant Profile

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?

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Why Do We Need Data?

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.

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What Data?

Student Attitudes and Attributes Student Outcomes Enrollment Metrics Student Profiles

Overview of IR Data and Reports

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Student Attributes and Attitudes 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

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Student Outcomes

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

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Enrollment Metrics

Prospect Information: Web-based data From State-wide Call

Center http://ivytechjump.jacksongroup.com

Headcount and FTE – College-wide and by Region Ten Day Count; Weekly Updates; End of

Term “Paid” or “Unpaid” status

Term-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

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Student Profile Reports

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

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Common Enrollment Subgroups 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

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Where Do I Find Data?

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

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IR Newsletter: The Data Exchange

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Fact Sheet - Transfer13

Snap-Web-Based Survey Example

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Occupation Report - EMSI15

Institutional Research Website

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IR Website Data Categories

Enrollments: By Individual Term By Academic Year

Student Profiles: Term Enrollment Fact Books Other Demographic Information

Student Outcomes: Retention; Graduate Trends; Graduation

Rates; Transfer

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IR Website Data Categories (Cont.) 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

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IR Website URL:

IR Website is available at: http://www.ivytech.edu/institutional-research

Let’s Take a look…

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Discoverer Viewer Reports - Logging-In

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Discover Viewer Report List 21

The Student Count Report Category

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Specifying Report Parameters

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Report Processing Page24

Report Generated25

Exporting Your Report26

Report Ready for Download27

The Report Download Dialogue Box

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Selecting A “Save” Location29

A Few Other Viewer Reports

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

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Other Viewer Reports (Cont.) 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

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Using Viewer Report Data

A Demonstration - Customizing A Unit Record Report Using Excel and Access

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A Few Useful Internet Websites Indiana Department of Workforce

Development http://www.hoosierdata.in.gov/

Select “Educators: Select: “Occupational Projections - Long Term” Select: “Occupational Projections - Short Term” Select: “Occupational Supply Demand System

(OSDS)”

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Useful Internet Websites (Cont.) Indiana Department of Education (K-12)

http://www.doe.in.us.gov/data/ Select: “By Criteria”

http://www.mustang.doe.state.in.us/SAS/SAS1.cfm Select From: “School Corporation Tables” -

Multiple Data Categories Available Community College Survey of Student

Engagement (CCSSE) - http://www.ccsse.org/ Select “Resources”

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Useful Internet Websites (Cont.) National Center for Educational Statistics

(NCES) / Integrated Postsecondary Education Data System (IPEDS) - Peer Analysis System http://nces.ed.gov/ipedspas/

Select: “Guest Level” U.S. Census Bureau

http://www.census.gov/ Select “People & Households - Estimates” Select “People & Households - Projections”

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Basic Data Skills

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

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Joining Report Tables in Access

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Using Graphs to Understand Data

School Name 1st Time, Full-timeDeg . Seeking

Freshman

1st Fall to 2nd 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 7,080 41.4%

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Paired Retention and Enrollment Data Displayed In A Scatter Chart 39

2,000 4,000 6,000 8,000 10,000 12,000 14,00035.0%

37.0%

39.0%

41.0%

43.0%

45.0%

47.0%

49.0%

51.0%

53.0%

55.0%

School 4; 49.0%

School 5; 42.0%

School 3; 45.0%

Average All Schools; 41.4%

School 1; 38.0%

School 2; 40.0%

Scatter Chart Comparing Retention and En-rollmentBelow Average

Enrollment SizeAbove Average Enrollment Size

Above Aver-age Reten-tion %

Below Av-erage Re-tention %