Seeing Students Through: Tools and Strategies for Tracking Students through College
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Seeing Students Through: Tools and Strategies for Tracking Students through College

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High school and university leaders across the country continue to face significant challenges in the national campaign to increase rates of college access and success for the 21st century student. For ...

High school and university leaders across the country continue to face significant challenges in the national campaign to increase rates of college access and success for the 21st century student. For many schools and community-based organizations, tracking alumni to and through college is a particular challenge. In this session, learn practical strategies and tools to track student enrollment from two organizations successfully tracking students through college. This session will include the do's and don’ts of tracking student postsecondary outcomes, including a practical user's guide to the National Student Clearinghouse, as well as an overview of the benefits and limitations of its StudentTracker Service for High Schools and Outreach Programs.

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    Seeing Students Through: Tools and Strategies for Tracking Students through College Seeing Students Through: Tools and Strategies for Tracking Students through College Presentation Transcript

    • Seeing Students Through: Tools & Strategies for Tracking Students through College April 20, 2012 Chicago, IL Prepared For: National Partnership for Educational Access ConferenceTransforming Urban America – One Student at a Time
    • Agenda Cristo Rey Network Overview   National Student Clearinghouse Overview   Review Early Tracking Efforts   CMO Alumni Tracking Platform   Discussion / Questions 2Transforming Urban America – One Student at a Time
    • Cristo Rey Network Mission & Vision Mission The Cristo Rey Network empowers thousands of students from underserved lower- income communities to develop their minds and hearts to become lifelong contributors to society. By providing students an extraordinary college preparatory education and a unique four-year, integrated corporate work study experience, we seek to help to transform urban America. Vision The Cristo Rey Network strives to become one of the finest educational networks in the country, demonstrating measurable impact in the crucial national imperative of launching low-income youth to and through college and into lives of productivity, meaning and consequence. 3Transforming Urban America – One Student at a Time
    • The Cristo Rey Network’s point of view.. •  We cannot ignore the injustice of an educational system that only offers hope to the privileged. •  Our society cannot survive if quality education is only available to the privileged. •  Our economy cannot support the burden of thousands of high school dropouts every year. •  Our country cannot compete if the majority of our children do not graduate from college. •  The excellent model of Catholic secondary education is increasingly inaccessible to the underprivileged. 4Transforming Urban America – One Student at a Time
    • Network Profile Chicago-Pilsen (1996) Portland (2001) Network Schools Los Angeles (2002) Denver (2003) Boston (2004) Cleveland (2004) Lawrence (2004) New York (2004) Tucson (2004) Waukegan (2004) Kansas City (2006) Sacramento (2006) Baltimore (2007) Birmingham (2007) Indianapolis (2007) Minneapolis (2007) Newark (2007) School Growth by Year & Projected Openings Omaha (2007) Washington DC (2007) Brooklyn (2008) Chicago-Austin(2008) Detroit (2008) 7! Houston (2009) 6! School Openings" San Francisco (2009) Projected Openings" Cincinnati (2011) Philadelphia (2012) 3! 2! 2! 2! 1! 1! 1! 0! 0! 1! 1! 5 2001" 2002" 2003" 2004" 2005" 2006" 2007" 2008" 2009" 2010" 2011" 2012" 2013"Transforming Urban America – One Student at a Time
    • Cristo Rey Student Profile Enrollment Ethnicity Average family 6,900 11% 6,500 income 55% Average family 5,900 size 5,000 34% Freshmen qualifying for free 2008 2009 2010 2011 Black Hispanic Other or reduced lunch Student Retention Rate School of Origin ! 97% 96% 2009-10 2010-11 3% 88% 89% Public 84% 84% 18% 82% 82% Catholic 47% Charter 32% Other 9th Grade 10th Grade 11th Grade 12th GradeTransforming Urban America – One Student at a Time
    • Cristo Rey College Enrollment Trends, 2008 – 2011 Enrollment Within One Year of High School Graduation 100% 13% 11% 13% 14% 80% 60% 65% 69% 61% 61% 40% 20% 26% 22% 20% 25% 0% 2008 2009 2010 2011 2-Year 4-Year Not Enrolled 7Transforming Urban America – One Student at a Time
    • Cristo Rey College Persistence, 2008 – 2009 Continued Enrollment From First Year into Second Year 8Transforming Urban America – One Student at a Time
    • Cristo Rey Network Alumni Growth, 2005 – 2015 Network High Schools with Graduates 24 25 23 23 22 20 20 15 12 10 10 10 5 5 2 2 0 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 Network High Schools with Graduates Source: Cristo Rey Network Data Report 9Transforming Urban America – One Student at a Time
    • Cristo Rey Network Alumni Growth, 2005 – 2015 12000 10000 8000 6000 4000 2000 0 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 Annual Network Graduates Total Network Graduates Source: Cristo Rey Network Data Report 10Transforming Urban America – One Student at a Time
    • Agenda   Cristo Rey Network Overview National Student Clearinghouse Overview   Review Early Tracking Efforts   CMO Alumni Tracking Platform   Discussion / Questions 11Transforming Urban America – One Student at a Time
    • What is the National Student Clearinghouse?   Non-profit organization serving primarily the higher education community   Created in 1993 to optimize reporting of enrollment and degree completion between participating universities and student lenders   Functions as a reporting agent between participating institutions (universities) and partners   Serves a range of partners by facilitating the exchange and understanding of student enrollment, performance and related informationTransforming Urban America – One Student at a Time
    • Who exchanges data through the Clearinghouse? Participating Universities Student Educational Organizations Lending Industry National StudentStudentTracker for ClearinghouseOutreach Programs StudentTracker for High Schools Districts / Employers & High Recruiters Schools 13Transforming Urban America – One Student at a Time
    • How does StudentTracker for High Schools work? 14Transforming Urban America – One Student at a Time
    • Clearinghouse StudentTracker Service Network Data Collection and Reporting Cycle NSC notifies Participating Network colleges report reports are data to ready Clearinghouse NSC matches graduate High schools records with submit tracking those in its files to Network database Network submits files to NSC 15Transforming Urban America – One Student at a Time
    • How accurate is Clearinghouse data?   95% of all 2- and 4-year college enrollment (certificate programs NOT included)   Over 3,300 colleges and universities currently reporting data through Clearinghouse   94% of nation’s Integrated Postsecondary Education Data System (IPEDS) enrollment countTransforming Urban America – One Student at a Time
    • What are the greatest benefits of Clearinghouse data? Clearinghouse data is:   Complete – includes all enrolled students (Full-time, Part-time, Withdrawn)   Current – Data refreshed at least 3 times annually   Comprehensive – Not bound by state boundaries or institutional sponsorship   Third Party - Authentic, not survey or anecdotalTransforming Urban America – One Student at a Time
    • StudentTracker v1.5 Aggregate ReportsPercent of Students Enrolled in College the Fall Immediately Following Graduation From High School by Institutional Level 18 Transforming Urban America – One Student at a Time
    • StudentTracker v1.5 Aggregate ReportPercent of Students Enrolled in College the First Year After High School Who Returned for a Second Year (Freshman to Sophomore Retention) by Institutional Level 19Transforming Urban America – One Student at a Time
    • StudentTracker v1.5 Aggregate Report Class of 2005 Postsecondary Enrollment and Progress 20Transforming Urban America – One Student at a Time
    • StudentTracker Detailed Report STUDENT DETAIL DATA SAMPLE* USA HIGH SCHOOL Your Name Requestor Record High High School College College 2/4 Public/Unique ID First Mid Last Suf. Return Field Found School Code Grad Date Code College Name State Year Private9876543210 SUSAN M SMART CBA321 Y 100001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public9876543210 SUSAN M SMART CBA321 Y 100001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public9876543210 SUSAN M SMART CBA321 Y 100001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public9876543210 SUSAN M SMART CBA321 Y 100001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private5675675675 NANCY P SMITH MNO678 Y 100001 20030501 011462-00 CITY INSTITUTE OF TECH TX 4 Private5675675675 NANCY P SMITH MNO678 Y 100001 20030501 011462-00 CITY INSTITUTE OF TECH TX 4 Private1029384757 FRANK Z JONES BLA729 N 100001 20040515 *NOTE: The three examples above are of students who exhibit the following characteristics: 1. Susan Smart enrolled in college and persisted through graduation. 2. Nancy Smith enrolled in college and withdrew before graduating. 3. Frank Jones did not enroll in a college that participates in the Clearinghouse. 21 Transforming Urban America – One Student at a Time
    • StudentTracker Detailed Report STUDENT DETAIL DATA SAMPLE* USA HIGH SCHOOLigh High School College College 2/4 Public/ Period of Enroll Grad Degreeol Code Grad Date Code College Name State Year Private Enrollment Status Grad? Date Title0001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public 20020823 20021215 F N0001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public 20030118 20030510 F N0001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public 20030828 20031220 F N0001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public 20040122 20040516 F N0001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20040827 20041219 H N0001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20050122 20050515 H N0001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20050826 20051218 H N0001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20060121 20060514 F N0001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20060825 20061217 F N0001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20070120 20070515 F Y 20070515 BA H0001 20030501 011462-00 CITY INSTITUTE OF TECH TX 4 Private 20030901 20031231 F N0001 20030501 011462-00 CITY INSTITUTE OF TECH TX 4 Private 20030901 20031231 W N0001 20040515the following characteristics:gh graduation. 22 graduating. Transforming Urban America – One Student at a Timees in the Clearinghouse.
    • Reading the StudentTracker for High Schools Detail Report This guide will help you read the detail report that you will receive from the Clearinghouse whenever you make a StudentTracker inquiry. The detail report is always returned to you as a .CSV file. For reference purposes, the sample report in this guide contains annotations, formatting and a lettered header row that is not part of the report that you will receive. If you have any questions or need assistance, contact StudentTracker 1.5 Detailed Report Guide studenttracker@studentclearinghouse.org. STUDENT DETAIL REPORT LAYOUT Column Max. Position Field Name Length Type* Description A Your Unique 16 AN The Social Security number as provided in your request file. Identifier In order to preserve number formatting, each SSN ends in an underscore (e.g., 123456789_). Note: this field is used only for the Pending Admission (PA) inquiry. B First Name 20 AN Student’s first name as provided in your request file. C Middle Initial 1 AN Student’s middle initial as provided in your request file. D Last Name 20 AN Student’s last name as provided in your request file. E Name Suffix 5 AN Name suffix as provided in your request file (e.g., III, Jr, Sr). F Requestor 50 AN Data provided by you in the Requestor Return Field of your Return Field request file that you wanted returned unaltered to help you process the detail report (e.g., cohort identification, unique This data is student ID, etc.). If no data was provided, the field is blank. returned to you exactly as you G Record 1 AN Y = Detail report contains student’s college record provided it to the Found Y/N N = Detail report does NOT contain student’s college record Clearinghouse. H High School 6 N ACT code of the high school that the student attended. Code I High School 8 AN Search date or graduation date in your diploma or request. Grad Date J College 9 AN OPE/FICE code of the college that the student attended. Code/ Branch K College 40 AN Name of the college that the student attended. Name L College 2 AN State in which the college that the student attended is State located. *The type codes in this document are "A" alpha, "N" numeric, and "AN" alpha numeric. 23Transforming Urban America – One Student at a Time If you need assistance, contact studenttracker@studentclearinghouse.org. Copyright 1997-2011 National Student Clearinghouse. All Rights Reserved STHS_DetailReport_guide 050611 1
    • StudentTracker 1.5 Detailed Report Guide STUDENT DETAIL REPORT LAYOUT (cont’d) Column Max. Position Field Name Length Type* Description M 2-year/ 1 AN Type of college that the student attended: 4-year 4 = 4-year or higher institution 2 = 2-year institution L = less than 2-year institution N Public/ 7 AN Indicates whether the college that the student attended is a Private “Public” or “Private” institution. O Enrollment 8 AN Begin date for the student’s period of attendance. Begin P Enrollment 8 AN End date for the student’s period of attendance. End Q Enrollment 1 AN The last enrollment status reported for the student: Status F = Full-time H = Half-time L = Less than half-time A = Leave of absence W = Withdrawn D = Deceased This field will have ‘N/A’ if the reporting college has not defined the student’s enrollment status as directory information. R Graduated? 1 A Graduation status information available from the reporting college. Active DegreeVerify Y = College reported the student as graduated schools also N = College did NOT report the student as graduated receive this detailed S Graduation 8 AN Date of student’s graduation or degree achievement as degree Date provided by reporting college. information. T Degree Title 80 AN If available, the title of the degree the student received as provided by the reporting college. U Major 80 AN If available, the major associated with the student’s degree as provided by the reporting college. V College 2 AN The sequential order of each school that the student Sequence attended. The first record from the first school that the student attended will have a “1” in this field, the first record from the second school that the student attended will have a “2” in this 24 field, and so on.Transforming Urban America – One Student at a Time
    • StudentTracker 2.0 Customized Reports 25Transforming Urban America – One Student at a Time
    • StudentTracker2.0 Web-based Tool Customized Reporting 26Transforming Urban America – One Student at a Time
    • Agenda   Cristo Rey Network Overview   National Student Clearinghouse Overview Review Early Alumni Tracking Efforts   CMO Alumni Tracking Platform   Discussion / Questions 27Transforming Urban America – One Student at a Time
    • Alumni Engagement & Tracking Strategies Network & School Network Schools   Launch longitudinal study of graduates   Alumni Open Houses   Design borrowed from Consortium on Chicago School Research   Alumni Panels for current students   Components: -  Quantitative (NSC) & Qualitative   Email blasts, phone calls, texts Data (Surveys) -  Focus Groups   Faculty & staff mentors pair up with -  FERPA Release, Voluntary alumni Consent   Social Media Connections (Facebook)   Establish partnership with Clearinghouse   Alumni Support Advisor Role   Alumni Ambassadors 28Transforming Urban America – One Student at a Time
    • Partnership with the Clearinghouse 2011-12 •  22 schools 2010-11 •  Integration with new alumni •  19 schools tracking •  ST 1.5 Reports platform •  Clearinghouse 2009-10 Case Study on 2008-09 •  15 schools the Network •  ST 1.5 Reports •  10 schools •  ST 1.0 Reports 29Transforming Urban America – One Student at a Time
    • National Student Clearinghouse Lessons Learned   Remember, the first and primary users of the data were student lenders   Take quality time to review both the aggregate & detailed (student level) reports with college counselors   Double check all student name spellings and date of birth   Recognize the limitations of the data and known matching challenges 30Transforming Urban America – One Student at a Time
    • National Student Clearinghouse Lessons Learned Why do you some students not show up in my report? Possible explanations for students NOT being reported enrolled by Clearinghouse: 1.  Inaccurate or incomplete tracking file data (name spellings, DOB most common) 2.  Clearinghouse matching issues 3.  FERPA Block on information by student 31Transforming Urban America – One Student at a Time
    • Agenda   Cristo Rey Network Overview   National Student Clearinghouse Overview   Review Early Tracking Efforts CMO Alumni Tracking Platform   Discussion / Questions 32Transforming Urban America – One Student at a Time
    • New Alumni Tracking Platform Why?   New platform allows for a scalable, cost efficiency means for tracking, connecting, and supporting graduates in college at all levels   Key components include: –  Front end access for alumni to quickly enter contact information –  Back end (administrative) access for high school staff, college support teams, and Network staff –  Integration of enrollment, retention, and completion data from the Clearinghouse –  Facebook Application –  Custom survey engine –  Custom data entry and note logging 33Transforming Urban America – One Student at a Time
    • Why invest in developing our own Alumni Tracking platform?   Generate timely reports on alumni progress to and through college   Establish effective methods for communicating with alumni and collecting data beyond the Clearinghouse   Maintain robust alumni relationships and commitment to the school   Provide a feedback loop to school on alumni experiences in college to inform academics and college counseling 34Transforming Urban America – One Student at a Time
    • Alumni Tracking Platform Reports 35Transforming Urban America – One Student at a Time
    • Alumni Tracking Platform Messaging 36Transforming Urban America – One Student at a Time
    • Alumni Tracking Platform Alumni Search 37Transforming Urban America – One Student at a Time
    • Alumni Tracking Platform Facebook Application 38Transforming Urban America – One Student at a Time
    • Alumni Tracking Platform Final Thoughts   Clearinghouse data lays the foundation for other data sources to construct a complete alumni profile   Value proposition to alumni not completely clear   Alumni Ambassadors & School based Advisors play critical roles in implementing the platform and collecting feedback 39Transforming Urban America – One Student at a Time
    • Discussion / Questions Chris Broughton Email: cbroughton@cristoreynetwork.org Phone: 312.784.7207 40Transforming Urban America – One Student at a Time