YOUR DATA TOOLBOX Learning College Conference February 27, 2009

Your Data Toolbox  Why do I need data?  What data is available?  How can I access the data?  How can I use the data once I get it? 2

Workshop Participant Profile  What data collection/analysis tools do you use currently?  Excel; Access; Tableau; SPSS; Snap; Others  How would you rate your skill using each of the tools above?  Expert; Very Experienced; Experienced; Novice?  What is the most important data category needed to perform your job?  What student data categories you need frequently are not currently available? 3

Why Do We Need Data?  The Age of Accountability is upon us.  Expectations of Indiana Commission on Higher Education, Higher Learning Commission, Senior Management, Voluntary System of Accountability (VSA)  Assessment  Continuous Improvement  Culture of Evidence/Data-Driven Decision Making  Data is not a goal unto itself, but a tool to help us work more effectively on behalf of students. 4

What Data?  Student Attitudes and Attributes  Student Outcomes  Enrollment Metrics  Student Profiles  Overview of IR Data and Reports 5

Student Attributes and Attitudes  Demographics (i.e. age, gender, ethnicity, county of residence, etc.)  Student characteristics (i.e. program choice, part-time v. full-time, prior educational level, educational objectives, college readiness, risk factors)  Financial aid eligibility  Student satisfaction, attitudes, behavior, engagement  Focus groups and survey of non-returning students 6

Student Outcomes  Retention (fall to fall for first time students)  Graduation counts, rates, trends  Transfer counts, rates, trends  Graduate profiles  Attitudes and outcomes of recent graduates  Satisfaction, views of employers of Ivy Tech graduates 7

Enrollment Metrics  Prospect Information:  Web-based data From State-wide Call Center  Headcount and FTE – College-wide and by Region  Ten Day Count; Weekly Updates; End of Term “Paid” or “Unpaid” status  Term-Based Student Profile Reports – College-wide and by Region  Ten Day Count; End of Term  Ivy Tech Enrollment Penetration (Population aged ) - Statewide, Region, County 8

Student Profile Reports  Region-specific reports including standardized student profile reports and charts:  All Students  First-Time  Inbound Transfers  High School / Dual Credit  By School  Includes Definitions Linked-Back to Banner Source (Unit Record) Report for Each Data Category 9

Common Enrollment Subgroups  First-Time, Degree Seeking Freshmen  Enrollment By Program or Degree Type  Credit / Non-Credit  Distance Education Students  Dual Enrollment (High School Students)  External Transfers  “New to Ivy Tech” Students  Combined: First-Time, External Transfers, High School (Dual Enrollment)  “Traditional” Students - Aged

Where Do I Find Data?  IR portion of IvyTech.edu web-site  IR Communications  IR Newsletter, IR Bundles, Fact Sheets, etc.  IR Research Tools  SNAP Survey Software  EMSI – Databases with Web-based search software to get information on occupational categories, US Census data, IPEDS data, etc.  Banner Reports from Discoverer Viewer  Custom data requests of IR  Other Websites 11

IR Newsletter: The Data Exchange 12

Fact Sheet - Transfer 13

Snap-Web-Based Survey Example 14

Occupation Report - EMSI 15

Institutional Research Website 16

IR Website Data Categories  Enrollments:  By Individual Term  By Academic Year  Student Profiles:  Term Enrollment Fact Books  Other Demographic Information  Student Outcomes:  Retention; Graduate Trends; Graduation Rates; Transfer 17

IR Website Data Categories (Cont.)  Satisfaction Surveys  ACT – Current Student Satisfaction Surveys  Graduate Follow-up Surveys  Employer of Graduates Surveys  Workforce and Economic Development Client Satisfaction  Other Surveys  Non-returning Student Survey  CCSSE – Community College Survey on Student Engagement 18

IR Website URL:  IR Website is available at:  Let’s Take a look… 19

Discoverer Viewer Reports - Logging-In 20

Discover Viewer Report List 21

The Student Count Report Category 22

Specifying Report Parameters 23

Report Processing Page 24

Report Generated 25

Exporting Your Report 26

Report Ready for Download 27

The Report Download Dialogue Box 28

Selecting A “Save” Location 29

A Few Other Viewer Reports  Class Schedule - Gives course schedule with information such as location, enrollment, instructor, start and end dates, times, etc  Dean’s List - Generates a list of students from a specified academic period who meet the criteria necessary to be on the Dean’s List 30

Other Viewer Reports (Cont.)  Demographics – Generates a list of students enrolled in a specified academic period with extensive demographic information  PTK Report – Generates a list of students who meet the requirements for induction into Phi Theta Kappa 31

Using Viewer Report Data  A Demonstration - Customizing A Unit Record Report Using Excel and Access 32

A Few Useful Internet Websites  Indiana Department of Workforce Development  Select “Educators: Select: “Occupational Projections - Long Term” Select: “Occupational Projections - Short Term” Select: “Occupational Supply Demand System (OSDS)” 33

Useful Internet Websites (Cont.)  Indiana Department of Education (K-12)  Select: “By Criteria”  Select From: “School Corporation Tables” - Multiple Data Categories Available  Community College Survey of Student Engagement (CCSSE) Select“Resources” 34

Useful Internet Websites (Cont.)  National Center for Educational Statistics (NCES) / Integrated Postsecondary Education Data System (IPEDS) - Peer Analysis System  Select: “Guest Level”  U.S. Census Bureau  Select “People & Households - Estimates” Select “People & Households - Projections” 35

Basic Data Skills  Microsoft Excel  Downloading from Discoverer Viewer (specify terms, campuses) (Note: that data in ODS is from the prior day of data in Banner)  Sorting, filtering on key variables  Graph, analysis results  Microsoft Access - Match data from multiple tables or queries, sort or filter on specified variables  Discoverer Plus/ODS/Banner - Custom report design and data extracts 36

Joining Report Tables in Access 37

Using Graphs to Understand Data School Name1 st Time, Full-time Deg. Seeking Freshman 1 st Fall to 2 nd Fall Student Retention School 18,10038% School 212,50040% School 36,30045% School 42,60049% School 55,90042% Average all Schools7, % 38

Paired Retention and Enrollment Data Displayed In A Scatter Chart 39