Database System for Student Tracking Robert Berman William Hill Lily Zhang Steve Salley Wayne State University April 14, 2005

Introduction Purpose: Demonstrate how STARS ( a home-grown web application, provides a user friendly Web Interface to Banner and other databases for Academic Faculty, Staff and Administratorshttp://stars.wayne.edu Benefits: Easy access to student data from a variety of data sources including Banner Enables the maintenance of custom data (outside of Banner) to help in advising, tracking, and retention efforts Includes useful web reports (downloadable in spreadsheet format) with drill-down to individual student data

Topics of Discussion Connection between STARS and Banner Demonstration of STARS Student Information Demonstration of STARS Reports Survey and Findings What’s next for STARS? I-20 Tracking System

Connection Between STARS and Banner Uses Banner data as provided through the Data mart. Also draws on other data sources including Testing and Evaluation and official and unofficial historic data not yet converted to Banner Provides additional capability to monitor student progress by allowing input of custom data to support advising and retention efforts – data is stored outside of Banner

Demonstration of STARS Student Information Logging On Student Information Pages Finding a Student Contact Information Student Comments (user-determined level of privacy) Academic Standing, General Student, Application, and Holds Classes (including older grade information) Transfer Courses and Previous Education GPA Summaries – standard and custom General Education and Curriculum Tracking Data Registration Detail (Fall 2002 and later) Early Academic Assessment Data Testing Data

Demonstration of STARS Reports Examples of Available Reports Enrollment Reports Term GPA and Cumulative GPA by Program and Major Prerequisite Checks Active PHD Student List Class Listing New Program Applicants Schedules for Students in Designated Program or Major Degree Completion Reports

Demonstration

Who has access to STARS? Access to Stars is given by request. The intended audience includes Advisors Faculty and Staff with Advising Responsibilities Administrators Access is granted by the Administrator Users are required to agree to the online Code of Responsibility (FERPA)

STARS as a Retention and Advising Tool Curriculum Review Maintains Advising Comments Testing and Evaluation data not in Banner made available Unofficial Data not yet converted to Banner is available

Survey and Findings We have authorized approximately 440 individuals to use STARS Between 50 and 75 typically logon per day We have conducted an online Survey, the results of which we will discuss. Approximately 200 different users logged on to Stars thousands of times since Jan. 1, Roughly 100 responded to Stars Survey.

Survey and Findings - Continued STARS Survey Highlights 55.3% (47) of those surveyed have use STARS for 4 or more months 70.6% of those surveyed use STARS more than once a week 74.1% of those surveyed use STARS for student status tracking 65.9% of those surveyed use STARS for enrollment tracking 52.9% of those surveyed use STARS for Advising

Survey and Findings - Continued (Tools) Good or Better VG or Better Reports97%72.8% Acad Standing97.2%76.1% Classes94.1%79.4% Transfer93.7%71.5% GPAs94.1%77.9% Gen ED96.8%76.2% Registration93.8%76.6% Test Info91.8%67.2% Comments/Ref errals 95.9%69.4% Overall89.1%77.1%

What’s next for STARS? Determine additional Banner data that would be useful to include in STARS Determine additional data external to Banner that would be helpful to users Continue to develop summary reports with drill-down to individual student data including Pivot Table and OLAP capabilities

What’s next for STARS? Originally designed for academic departments and advisors. New efforts to meet needs of service units. Graduate Admissions Office of International Students and Scholars – I-20 Tracking System

I-20 Tracking The “I-20 tracking System” is an administrative and information management system, designed to keep track of admission decisions and I-20 issuance. In addition, it manages to keep the OISS postage cost information. Office of International Students & Scholars, Wayne State University

GOAL and OVERVIEW Provides easy and efficient means to track admission decision and the I-20 issuance decision. Students will be able to see their admission or I-20 status from online services. Facilitates communicate between administrators from Admission Office & OISS about admission/I-20 status issues. Keeps the OISS postage information summary updated automatically according to different category. Office of International Students & Scholars, Wayne State University

How a file moves File From Admission office New Case Activity (includes F1 and COS ) Files Need To Review Generate I-20 File Incomplete Pick Up I-20 Send I-20 Finalize1 Finalize2 Revision/Add Dependent Office of International Students & Scholars, Wayne State University

Insert a New Case Activity With this interface the Admission Office administrator can insert or assign a New Case Activity. It needs only two information; Banner ID and Term Code. If the student is already in the table, it will prompt you with all the history of that student with a heading that will indicate that that the student already exist in the table. Office of International Students & Scholars, Wayne State University

Files To Review This is an interface that displays information about students who have file with the status “Files To Review”. The OISS administrator will be able change student’s status from here to either “Generate I-20” or “Files Incomplete” after review. Office of International Students & Scholars, Wayne State University

Incomplete After Review This is an interface that displays information about students who have file with the status “Incomplete after review ”. An administrator from Admission Office can change these student’s status from here to “Files need to review ” again, after review. Office of International Students & Scholars, Wayne State University

Generate I-20 This is an interface that displays information about the students who have file with the status “Generate I- 20 ”. An administrator from OISS will be able change student’s status from here to either “I-20 To be Picked Up” or “I-20 To be Sent” status, after review. Office of International Students & Scholars, Wayne State University

I-20 To Be Picked Up This is an interface that displays information about the students who have file with the status “I-20 To be Picked Up ”. An administrator from OISS can change student’s status from here to “Finalize” after the I- 20 is picked up. Office of International Students & Scholars, Wayne State University

Send I-20 This is an interface that displays information about the students who have file with the status “I-20 To be Sent ”. An administrator from OISS can change student’s status from here to “Finalize” after the I-20 is sent out. Office of International Students & Scholars, Wayne State University

Revision/Add Dependent This interface helps to work with the students, whose I-20 status need to be changed as “Revision” or “Add Dependent”. Office of International Students & Scholars, Wayne State University

OISS Postage Summery Checking This interface helps to provide the following information: The total postage cost for all countries, time, levels and terms. Postage cost for a particular country. Postage cost for a certain range of time Total cost for the Graduate or Undergraduate level. Postage cost for a particular term only And any other combination of those, mentioned above. Office of International Students & Scholars, Wayne State University

Summary STARS Presents Banner and Value-Added data not included in Banner Organizes data in a way that is more easily geared to use by advisors and administrators than are Banner Forms STARS includes a constantly growing set of reports that can be downloaded in Spreadsheet format - summary reports allow drill-down to individual student data

Questions Office of International Students & Scholars, Wayne State University

Questions and Answers We invite any questions or comments now, after the talk, or by