NAVIANCE SUMMER INSTITUTE 2014
PALM SPRINGS, CALIFORNIA
NAVIANCE SUMMER INSTITUTE 2014 | PALM SPRINGS, CALIFORNIA
Everyday Data: Empower
Yourself to be an Expert
Tips for setting...
NAVIANCE SUMMER INSTITUTE 2014 | PALM SPRINGS, CALIFORNIA
How I became my own data guru.
5
Our Story
Mount Carmel Academy is a private, all girls school
for grades 8-12 with 1200 students.
We were shut down for ...
6
Site Supervisor Designation
Because there were a lot of other things going on
in New Orleans in 2006, I was in charge of...
7
Help me help you…
How many of you in this room currently use
Naviance?
• highly skilled?
• medium skilled?
• new to Navi...
8
If you are not the supervisor, you need to…
• Understand what you need as far as data so you
can tell your supervisor wh...
9
If you are the supervisor, lessons for you:
Do not panic. You do not have to be a technical
person.
Do not reach out to ...
10
Best way to learn is to network
Discuss, and if possible, teach what you do know
and you will be surprised how you can ...
11
Networking in New Orleans & Beyond
Use regional ACAC meetings to test out your
knowledge.
Set up area counselor meeting...
12
Utilize Naviance Network & Call Center
I cannot stress enough how helpful the support call
center can be at time of set...
13
Naviance is not all things to all people
The way that your school uses Naviance may be
different from other schools; ho...
NAVIANCE SUMMER INSTITUTE 2014 | PALM SPRINGS, CALIFORNIA
Understanding Data
15
Administrative Data base
All administrative database programs have the
ability to export the data in the various fields...
16
What is CSV format?
A CSV file consists of any number of records,
separated by line breaks of some kind; each
record co...
17
Some special things to know about CSV
The data will always be saved without special
formatting.
In excel, you can save ...
18
Exporting Data can be helpful
In addition to importing data for your setup, you
may find that the export feature can al...
NAVIANCE SUMMER INSTITUTE 2014 | PALM SPRINGS, CALIFORNIA
Collecting Data
20
Clarify with administration what you need
If you are not the one with rights to export the data,
ask for the moon.
Note...
21
Understand the importance of Unique IDs
All data must be associated with a unique ID.
This number cannot change, ever.
22
Clean history of what you do is helpful
Before you begin any import process, save the file
with data as a read only or ...
NAVIANCE SUMMER INSTITUTE 2014 | PALM SPRINGS, CALIFORNIA
Other types of data beyond CSV
24
Standardized Test Scores
Standardized test score data can be input several
ways.
• Manual input
• CD’s or online data f...
25
Photograph Data
Please check with the instructions for importing
photographs.
The JPG extension MUST BE IN ALL CAPS
Onc...
NAVIANCE SUMMER INSTITUTE 2014 | PALM SPRINGS, CALIFORNIA
Why you need to be your Own guru
27
Understand your own needs
This may not happen for a year or two, and may
continually change based on what you use in th...
28
Site Administrator vs. Team
With the various options, may need to delegate
responsibilities, but one person in charge i...
29
One time import vs. Every Year
One issue that I have is that I have to re-import
demographic data each year from our da...
30
Questions?
31
Contact Information
Betsy Stangel
College Coordinator
Mount Carmel Academy
New Orleans, Louisiana 70124
bstangel@mcacub...
NSI 2014: Everyday Data: Empower Yourself to be an Expert
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NSI 2014: Everyday Data: Empower Yourself to be an Expert

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Explore how one school creates data imports, exports, and reporting features without relying on their information technology department. Discuss tips for real world application and foster a community of data.

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NSI 2014: Everyday Data: Empower Yourself to be an Expert

  1. 1. NAVIANCE SUMMER INSTITUTE 2014 PALM SPRINGS, CALIFORNIA
  2. 2. NAVIANCE SUMMER INSTITUTE 2014 | PALM SPRINGS, CALIFORNIA Everyday Data: Empower Yourself to be an Expert Tips for setting up data in Naviance Betsy Stangel College Coordinator Mount Carmel Academy New Orleans, Louisiana July 16, 2014
  3. 3. NAVIANCE SUMMER INSTITUTE 2014 | PALM SPRINGS, CALIFORNIA How I became my own data guru.
  4. 4. 5 Our Story Mount Carmel Academy is a private, all girls school for grades 8-12 with 1200 students. We were shut down for a semester in 2005 and started using Naviance as part of our emergency preparedness plan.
  5. 5. 6 Site Supervisor Designation Because there were a lot of other things going on in New Orleans in 2006, I was in charge of the program because everyone thought it was just a college program to send transcripts. Based on experiences, I have learned that this happens to a lot of college counselors.
  6. 6. 7 Help me help you… How many of you in this room currently use Naviance? • highly skilled? • medium skilled? • new to Naviance? How many of you are site supervisors? How many of you have no right to import data?
  7. 7. 8 If you are not the supervisor, you need to… • Understand what you need as far as data so you can tell your supervisor what you need. • Always ask for more data in the system that you think you may need. • You will be surprised of ways that you can use the information.
  8. 8. 9 If you are the supervisor, lessons for you: Do not panic. You do not have to be a technical person. Do not reach out to your IT person and tell them to set it up for you.
  9. 9. 10 Best way to learn is to network Discuss, and if possible, teach what you do know and you will be surprised how you can really learn the system. The more I networked and volunteered to help others, the more I knew what to do, learned work around solutions, and somehow was even accused of being a secret Naviance employee.
  10. 10. 11 Networking in New Orleans & Beyond Use regional ACAC meetings to test out your knowledge. Set up area counselor meetings to discuss how you use the program to learn from each other. Virtual networking – reach out to those you meet at NSI and other counselor meetings throughout the country or on webinars.
  11. 11. 12 Utilize Naviance Network & Call Center I cannot stress enough how helpful the support call center can be at time of setting up data. Naviance Network articles provide guidance, and sometimes even handouts. Posting new ideas on the Naviance Network allows you to get feedback from others and tell Naviance at the same time.
  12. 12. 13 Naviance is not all things to all people The way that your school uses Naviance may be different from other schools; however, the one common thing is that you all will be inputting data. Only through use of the program and conversations with others will you start to learn of ways that you need to adjust the data that you will need each year.
  13. 13. NAVIANCE SUMMER INSTITUTE 2014 | PALM SPRINGS, CALIFORNIA Understanding Data
  14. 14. 15 Administrative Data base All administrative database programs have the ability to export the data in the various fields to a commma separated value (csv) format. This does not require a computer science degree to understand how it works.
  15. 15. 16 What is CSV format? A CSV file consists of any number of records, separated by line breaks of some kind; each record consists of fields, separated by some other character or string, most commonly a literal comma or tab. CSV files can be opened in Microsoft excel or the Mac program called Numbers.
  16. 16. 17 Some special things to know about CSV The data will always be saved without special formatting. In excel, you can save a file as a CSV format: Save as Other formats CSV
  17. 17. 18 Exporting Data can be helpful In addition to importing data for your setup, you may find that the export feature can also help you. At a minimum it can help you: If you have a mistake and have to “fix it,” and If you need data in a format that you cannot achieve in a report.
  18. 18. NAVIANCE SUMMER INSTITUTE 2014 | PALM SPRINGS, CALIFORNIA Collecting Data
  19. 19. 20 Clarify with administration what you need If you are not the one with rights to export the data, ask for the moon. Note: You may have to obtain the data from multiple sources. Examples: •  Demograhic data •  Clubs & Organizations •  GPA •  Test scores •  Photographs
  20. 20. 21 Understand the importance of Unique IDs All data must be associated with a unique ID. This number cannot change, ever.
  21. 21. 22 Clean history of what you do is helpful Before you begin any import process, save the file with data as a read only or save a backup somewhere. Do not manipulate your original data. Mistakes sometimes happen and you can easily erase a mistake and start over, if you have that file.
  22. 22. NAVIANCE SUMMER INSTITUTE 2014 | PALM SPRINGS, CALIFORNIA Other types of data beyond CSV
  23. 23. 24 Standardized Test Scores Standardized test score data can be input several ways. • Manual input • CD’s or online data from test services • Other text file with data Importing from the test service is desirable, in our experiences.
  24. 24. 25 Photograph Data Please check with the instructions for importing photographs. The JPG extension MUST BE IN ALL CAPS Once you have the data, it installs very easily
  25. 25. NAVIANCE SUMMER INSTITUTE 2014 | PALM SPRINGS, CALIFORNIA Why you need to be your Own guru
  26. 26. 27 Understand your own needs This may not happen for a year or two, and may continually change based on what you use in the program. Our school started out not using the parent data, but we realized that we needed it. No one could have told us otherwise, we had to learn it on our own timeline. This may happen to you with various things along the way, and it is okay.
  27. 27. 28 Site Administrator vs. Team With the various options, may need to delegate responsibilities, but one person in charge is key to not having data nightmares. Our nightmare story about unique ID’s….and why you do not want this to happen.
  28. 28. 29 One time import vs. Every Year One issue that I have is that I have to re-import demographic data each year from our database. We have found that to modify addresses, email addresses, phone numbers, etc. was too difficult to modify in two different databases, so we update the main system and at the beginning of the school year I import the data. Issues that I see with this…
  29. 29. 30 Questions?
  30. 30. 31 Contact Information Betsy Stangel College Coordinator Mount Carmel Academy New Orleans, Louisiana 70124 bstangel@mcacubs.org 504-288-7626, ext. 213 www.mcacubs.com
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