Mining National Student Clearinghouse Data for Cash and

Other Rewards IIPS Conference, July 22, 2008

This session expands on the Winter 2008 CCPRO conference presentation, “A

Tutorial on the National Student Clearinghouse”

Clearinghouse Data is used for:

• College Transfer Performance Measure• Student Tracking – What’s happening with

students (retention)• IPEDS Graduation Rate Survey

BackgroundWhat a Rude Awakening!

• UNC-GA College Transfer data revealed WCC 2005-06 sophomore & junior transfer student performance below NCCCS standard

• http://www.northcarolina.edu/content.php/assessment/reports/student_info/tsp.htm

• Used GPA performance data from private and other institutions to “close-the-gap”

• Reported additional data to NCCCS

Session Outcomes

• Strategies to improve:• College transfer performance rates• Student retention stats • Completing IPEDS reports – with minimal stress

• Meeting performance measures means funds for• New program start-ups• Equipment• Employee bonuses

• All leading to a better performing institution

College Transfer Performance Measure – How We Did It

• Identify cohorts from Data Warehouse• Associate Degree Recipients• 24 Hour

• Format data for NSC submission• NSC returns student transfer data

• Very quick turn-around-time• Clean-up transfer data

• Identify private college / other university transfers

College Transfer Performance Measure – How We Did It

• Contacted institutions for GPA information• Submitted additional data to NCCCS• System Office revises performance percentages

Associate Degree Recipient Query

Associate Degree Recipient Query

• Use “slice and dice” screen to put filters on:• Curriculum Code – select college transfer codes

(A10100, A1010A, A10200, A10400, etc.)• Date Graduated – select dates in time period of

interest (within the 2005-06 academic year)• Select “Apply”

Associate Degree Recipient Report

24-Hour Cohort Query

24-Hour Cohort Report

Submit Data to NSC

• Format & submission instructions:http://www.studentclearinghouse.org/colleges/Tracker/batch_files.htm

• Save Excel file as text file• FTP to NSC• Data returned within a couple of days

Format for NSC Submission

H1 002980 00 Wayne Community College20080417 SE ID1 John I Green 19800602 2006101 002980 00 20001D1 Karen B Jones 19731107 2006101 002980 00 20002D1 Susan T Harris 19830617 2006101 002980 00 20003D1 Chris D Smith 19671212 2006101 002980 00 20004D1 Don T Brown 19830125 2006101 002980 00 20005T1 7

NSC Returns Data

• Three files returned (from the Clearinghouse website):

• Control Report: Overview of your original inquiry and the results

• Aggregate Report: Summary of the first schools attended by your cohort 

• Student Detail Report: Specific enrollment information about your cohort.  

NCS Student Detail Report

First Name

Middle Initial

Last Name

Requester Return Field

Record Found Y/N

Search Date College Name

College State

2-year / 4-year

Public / Private

Enrollment Begin

Enrollment End

L L BROWN 20622_ Y 20060101 WAYNE COMMUNITY COLLEGE NC 2 Public 20060105 20060411L L BROWN 20622_ Y 20060101 EAST CAROLINA UNIVERSITY NC 4 Public 20060823 20061215L L BROWN 20622_ Y 20060101 EAST CAROLINA UNIVERSITY NC 4 Public 20070105 20070503L L BROWN 20622_ Y 20060101 EAST CAROLINA UNIVERSITY NC 4 Public 20080111 20080510L L BROWN 20622_ Y 20060101 PITT COMMUNITY COLLEGE NC 2 Public 20070816 20071101K D SMITH 21511_ Y 20060101 WAYNE COMMUNITY COLLEGE NC 2 Public 20060105 20060510K D SMITH 21511_ Y 20060101 WAYNE COMMUNITY COLLEGE NC 2 Public 20070820 20071218K D SMITH 21511_ Y 20060101 WAYNE COMMUNITY COLLEGE NC 2 Public 20080107 20080507A K GREEN 21588_ Y 20060101 WAYNE COMMUNITY COLLEGE NC 2 Public 20060105 20060510A K GREEN 21588_ Y 20060101 WAYNE COMMUNITY COLLEGE NC 2 Public 20060821 20061219A K GREEN 21588_ Y 20060101 WAYNE COMMUNITY COLLEGE NC 2 Public 20070105 20070510A K GREEN 21588_ Y 20060101 WAYNE COMMUNITY COLLEGE NC 2 Public 20070820 20071218A K GREEN 21588_ Y 20060101 WAYNE COMMUNITY COLLEGE NC 2 Public 20080107 20080507A K GREEN 21588_ Y 20060101 MOUNT OLIVE COLLEGE NC 4 Private 20080107 20080502A K GREEN 21588_ Y 20060101 MOUNT OLIVE COLLEGE NC 4 Private 20080211 20080316J G JONES 20895_ N 20060101D J DOE 20611_ Y 20060101 MOUNT OLIVE COLLEGE NC 4 Private 20060828 20080204

Clean-up Transfer Data

• First transfer from WCC• Transfer to 4-year institution in fall semester• SAS

Clean-up Transfer Data

first mi last collcode collname collstate collyear colltype beginK A C 002972-00 NORTH CAROLINA STATE UNIVERSITY NC 4 Public 20060823C E P 002905-00 NORTH CAROLINA A&T STATE UNIV NC 4 Public 20060821D T L 002923-00 EAST CAROLINA UNIVERSITY NC 4 Public 20060823D J C 003565-00 TEXAS A&M UNIVERSITY - COMMERCE TX 4 Public 20060828C T M 002972-00 NORTH CAROLINA STATE UNIVERSITY NC 4 Public 20060823B N B 002908-00 BARTON COLLGE - WEEKEND COLLEGE NC 4 Private 20060908T J G 009333-00 UNIVERSITY OF ILLINOIS @ SPRINGFIELD IL 4 Public 20060821S W 002923-00 EAST CAROLINA UNIVERSITY NC 4 Public 20060823D P M 002923-00 EAST CAROLINA UNIVERSITY NC 4 Public 20060823R M U 002975-00 UNIVERSITY OF NORTH CAROLINA - CHARLOTTE NC 4 Public 20060821E A S 002949-00 MOUNT OLIVE COLLEGE NC 4 Private 20060814M H M 002905-00 NORTH CAROLINA A&T STATE UNIV NC 4 Public 20060821J E C 002906-00 APPALACHIAN STATE UNIVERSITY NC 4 Public 20060822L F I 002949-00 MOUNT OLIVE COLLEGE NC 4 Private 20060814A D B 002923-00 EAST CAROLINA UNIVERSITY NC 4 Public 20060823S G H 002923-00 EAST CAROLINA UNIVERSITY NC 4 Public 20060823

Obtain & Submit Performance Information

• WCC Colleagues, e-mails, telephone calls• Mt Olive, Wesleyan & Barton College• Private & Public Institutions outside NC

• Biggest challenge - FERPA• Documented results in spreadsheet• Submit Data to System Office

Identify Private College and Other University Transfers

College Transfer Performance Measures

• 11 Colleges submitted information on Private College transfers

• 37 Colleges met the NCCCS standard of 83%• 22 Colleges met the UNC native student standard

of 87%

Student Tracking & Retention

• Knowledge of the number of non-completers who transfer to other universities

• Follow-up with non-completers who don’t transfer in order to increase retention

• Achieving the Dream initiative uses transfer data to help track the cohort of students

Retention, Graduation, and Transfer Performance

Measure

• System Office submitted file with non-completers to NSC to determine transfer rate

• Those that have transferred are no longer considered non-completers – no need to survey them

• Sent list of non-completers to NSC to identify transfers

IPEDS – Graduation Rate Survey

• Carteret CC uses NSC data to report transfer out rates

• IPEDS data public information – want college to look good

• Carteret CC has small cohorts – use NSC website to obtain transfer data

Using NSC Website

• www.studentclearinghouse.org• Log in• Student tracker• Institutional Research• Submit

Using NSC Website

Using NSC Website

So, where’s the CASH?

• Potential for improved performance measure results

• ¼% carry-forward money• Improved College Transfer Performance Rates• Increased Retention• Exceptional performing college

Other Rewards

• Knowledge of student persistence• Improved retention and transfer rates• Better IPEDS data