Uploading Data into WEST September 16, 2011 Dessa Augsburger, Asst. Dir. Development & Communications Saddle up, we’re going WEST

Welcome to WEST Don’t Break the Bank. Track. Show & Tell. House. WEST is a no-frills, bells or whistles online database designed to do one thing for a rock-bottom cost: house, track and report student success related to college access services and programming.   The purpose is meaningful data correlation: In one place, for one cost annually, WEST combines student success data (in terms of postsecondary enrollment and persistence), and the college access activities that influenced the level of success for each student. Saddle up, we’re going WEST

Welcome to WEST House Relevant Student Information Track what you do to help students succeed WEST is a no-frills, bells or whistles online database designed to do one thing for a rock-bottom cost: house, track and report student success related to college access services and programming.   The purpose is meaningful data correlation: In one place, for one cost annually, WEST combines student success data (in terms of postsecondary enrollment and persistence), and the college access activities that influenced the level of success for each student. Saddle up, we’re going WEST

purpose is meaningful data correlation. Welcome to WEST purpose is meaningful data correlation. Show & Tell the fruits of your labor indicated by students’ college enrollment, persistence & success WEST is a no-frills, bells or whistles online database designed to do one thing for a rock-bottom cost: house, track and report student success related to college access services and programming.   The purpose is meaningful data correlation: In one place, for one cost annually, WEST combines student success data (in terms of postsecondary enrollment and persistence), and the college access activities that influenced the level of success for each student. Saddle up, we’re going WEST

purpose is meaningful data correlation. Welcome to WEST purpose is meaningful data correlation. Student Background: Demographic, Parental Info Current Academic Information College Path Information Standardized Test Info College Applications & Enrollment Status WEST is a no-frills, bells or whistles online database designed to do one thing for a rock-bottom cost: house, track and report student success related to college access services and programming.   The purpose is meaningful data correlation: In one place, for one cost annually, WEST combines student success data (in terms of postsecondary enrollment and persistence), and the college access activities that influenced the level of success for each student. FAFSA Status and Award Info Post Secondary Enrollment Information National Student Clearinghouse data Access Program Data Saddle up, we’re going WEST

Welcome to WEST Individual or Group Participation Date, Duration, Location, Session Type Services/Topics (All contain sub-categories) Career Exploration Academic Advising Postsecondary Admissions WEST is a no-frills, bells or whistles online database designed to do one thing for a rock-bottom cost: house, track and report student success related to college access services and programming.   The purpose is meaningful data correlation: In one place, for one cost annually, WEST combines student success data (in terms of postsecondary enrollment and persistence), and the college access activities that influenced the level of success for each student. Postsecondary Entrance Exams Financial Aid Last Dollar Scholarship Saddle up, we’re going WEST

Introducing: WEST’s Upload Feature Here’s a Quick Run-Through… Saddle up, we’re going WEST

Introducing: WEST’s Upload Feature Setup What does the input data need to look like? Saddle up, we’re going WEST

Introducing: WEST’s Upload Feature 2. Mapping Put it away: Tell WEST what’s going on, and where stuff should go by dragging the WEST field labels over to the relevent labels on your spreadsheet. Saddle up, we’re going WEST

Introducing: WEST’s Upload Feature Duplication Check How do I match my info with the right students in WEST? Tell WEST how to look for duplicates… Saddle up, we’re going WEST

Introducing: WEST’s Upload Feature Verification Let WEST check your info for compatibility – it’ll let you know what the status is before you commit Total records (we’re working with) New records (compared to what’s in WEST) Duplicates (compared to those in WEST) Overwritten (fields you’re updating, but WEST will verify before doing so) Ignored (stuff you don’t want to deal with now (duplicates, errors)) Errors (Incompatible info or format in the cell, duplicates within the list) Saddle up, we’re going WEST

Introducing: WEST’s Upload Feature 5. Report Summary of what just happened Saddle up, we’re going WEST

Today’s Line Up Set it Up Map it Over Avoid Duplication of Data going into WEST Let WEST Find Compatibility Problems 5. Check out the Results Saddle up, we’re going WEST

Who can upload? What can I upload? Only WEST Administrators can upload data The Admin can decide who can see that data -Anyone -Someone in particular 1. Set it Up 2. Map it Over 3. Avoid Duplication of Data going into WEST 4. Let WEST Find Compatibility Problems 5. Check out the Results What can I upload? Student data Education History Records Testing Records College Applications Individual Participation / Group Participation Postsecondary History Records Saddle up, we’re going WEST

Testing

What should the info look like for WEST to know what I want it to do? 1. Set it Up 2. Map it Over 3. Avoid Duplication of Data going into WEST 4. Let WEST Find Compatibility Problems 5. Check out the Results Two Keys to Uploading: Formatting Layout Saddle up, we’re going WEST

What should the info look like for WEST to know what I want it to do? 1. Set it Up 2. Map it Over 3. Avoid Duplication of Data going into WEST 4. Let WEST Find Compatibility Problems 5. Check out the Results Formatting Refer to the WEST Field Lookup link in the Uploader and/or the Upload Field Reference document There are certain ways WEST needs to see the info in each cell  generally speaking, alphanumeric text strings satisfy that format There are fields, however, that need specific values  for example: Male / Female has to be written out, can’t be M or F Another example: States need to be written out, not abbreviated Saddle up, we’re going WEST

What should the info look like for WEST to know what I want it to do? 1. Set it Up 2. Map it Over 3. Avoid Duplication of Data going into WEST 4. Let WEST Find Compatibility Problems 5. Check out the Results Layout And for layout, it’s important to understand a bit about how information is layered in WEST… Saddle up, we’re going WEST

College Path Information College Enrollment Info Student Background College Path Information Programming College Enrollment Info Profile Education Testing College Financial Participation Postsecondary Profile/ Demo. Edu. Overview Financial Info Post Sec. Overview In WEST, there are single record fields, and multiple record fields, or in other words, static fields and historical fields. Saddle up, we’re going WEST

Testing Here’s an example of the difference: Under Education, there’s Overview and History. Overview is a static field – it’s built to get updated year after year and only show the current picture of what’s going on. Then there’s History. History is where multiple education records are stored – so one for 7th grade, 8th grade, 9th grade and so on.

Testing Historical records just add more records to that screen, they stack on top of each other. Whereas in the static screens – Profile/Demographic, Education Overview, Financial Info, and Post Secondary History info – get updated each year. The screens stay the same, but the info inside changes.

College Path Information PS Enrollment Information Student Background College Path Information Programming PS Enrollment Information Profile Education Testing College Financial Participation Postsecondary Profile Edu. Overview Financial Info PS Overview Test 1 Participation 1 Test 2 College Interest 1 Participation 2 Education History PS History 1 College Interest 2 Test 3 Education History Participation 3 PS History 2 College Interest 3 Education History Participation 4 PS History 3 Participation 5 So if you were to think of the “depth” of these records, then the static pieces of info get one line, and the historical pieces of info get multiple lines. This is important to know because it’s how your spreadsheet needs to get set up in or for WEST to recognize what’s going on. = Overwrite Fields (Unique or Static Information) = 1 Row each = Addition Fields (Historical Information) = Multiple rows, for each new piece of information Saddle up, we’re going WEST

= Overwrite Fields (Unique or Static Information) = 1 Row each Here’s an example of static information – just student background information that should get uploaded into WEST. = Overwrite Fields (Unique or Static Information) = 1 Row each Saddle up, we’re going WEST

= Addition Fields (Historical Information) = Multiple rows, for each Here’s an example of information that you wouldn’t want to overwrite, but simple “add to:” We’re looking at the different colleges that students have applied to. It might be funny to see Jimmy listed three times, but this what communicates to WEST that there’s three different records: Jimmy applied to UC, to OSU, and Northern Kentucky. Each new college record gets its own line. = Addition Fields (Historical Information) = Multiple rows, for each new piece of information Saddle up, we’re going WEST

What Type of Upload Do Shall We Do? 1. Set it Up 2. Map it Over 3. Avoid Duplication of Data going into WEST 4. Let WEST Find Compatibility Problems 5. Check out the Results Student Data (Profile/Demo., Edu. Overview, Financial Info, PS Overview) Education History Data Testing Data College Data Individual Participation Data Post Secondary History Data Attach Students to Existing Group Sessions Saddle up, we’re going WEST

What Type of Upload Do Shall We Do? 1. Set it Up 2. Map it Over 3. Avoid Duplication of Data going into WEST 4. Let WEST Find Compatibility Problems 5. Check out the Results Saddle up, we’re going WEST

What Type of Upload Do Shall We Do? 1. Set it Up 2. Map it Over 3. Avoid Duplication of Data going into WEST 4. Let WEST Find Compatibility Problems 5. Check out the Results Saddle up, we’re going WEST

1. Set it Up 2. Map it Over 3. Avoid Duplication of Data going into WEST 4. Let WEST Find Compatibility Problems 5. Check out the Results Saddle up, we’re going WEST

What Type of Upload Do Shall We Do? 1. Set it Up 2. Map it Over 3. Avoid Duplication of Data going into WEST 4. Let WEST Find Compatibility Problems 5. Check out the Results Saddle up, we’re going WEST

What Type of Upload Do Shall We Do? 1. Set it Up 2. Map it Over 3. Avoid Duplication of Data going into WEST 4. Let WEST Find Compatibility Problems 5. Check out the Results Saddle up, we’re going WEST

What Type of Upload Do Shall We Do? 1. Set it Up 2. Map it Over 3. Avoid Duplication of Data going into WEST 4. Let WEST Find Compatibility Problems 5. Check out the Results Saddle up, we’re going WEST

Q & A Contact: Dessa Augsburger Assistant Director, Development & Communications augsburgerd@ohiocan.org 614.947.3505 Saddle up, we’re going WEST