DATA COLLECTION, STORAGE AND REPORTING FOR COLLEGE ACCESS PROGRAMS The University of North Carolina General Administration February 22, 2012

The Importance of Data Collection and Assessment  Difficult economic times require increased justification for resources  Transparency  Save money  Improve decision making  Improve quality of services to students

Data Types for Educational Programs  Demographic and Contact Data (eg. name, address, race, , gender, lunch status, income, grade, age…)  Service Data (eg. date, start time, end time, duration, attendance…)  Outcome Data (eg. GPA, FAFSA completion, college enrollment, college retention, evaluation/exam score…)

What is the CPDMS? The College Preparatory Data Management System is… A database for co-curricular college preparatory programs to store information about their students and services and longitudinally track student outcomes.

History  Developed by The University of North Carolina General Administration  Financed by the College Access Challenge Grant and GEAR UP  GEAR UP NC and 3 Partnerships Grants first to use  Additional programs joining  NC-Mathematics and Science Education Network  TRIO Upward Bound  TRIO Educational Talent Search

Longitudinal Student-Level Tracking College Entrance, Retention, Persistence and Graduation (NSC) Student HS Academic Outcomes (DPI) Grades, GPA, EOG, EOC, Attendance, Persistence, Graduation Program Administered Services Student Demographic Data

CPDMS Features  Upload/ Enter/ Store:  Student Data  Parent Data  Staff Data  Event/ Service/ Professional Development Data  Assessment Data  Other Information- Customizable  Internal Reports  Regular (Monthly/ Weekly/ Annual) Reports  Program/ Process Improvement  External Reports  Grant Reports  Governmental Reports

CPDMS Additional Features  DPI Data Transfer  GPA, EOG, EOC, attendance, drop-out, promotion, courses, and grades  National Student Clearinghouse Transfer (fee)  Customized Reporting  Raw Data Access  Secure, virtual desktop  Microsoft Access, SAS, SPSS, etc.  Secure Web-Based Portal  Access Anywhere  No Hardware or Software Costs for Users

Security  Online Access to CPDMS through secure, password protected portal  Varying Access Levels  Confidentiality Agreement  Adherence to FERPA guidelines  Not communicating (written or oral) personal information  Not sharing access information  Data recording restrictions

Use of Data  Programmatic Decisions  Target Services  Study Outcomes  Communicate Effectiveness  Policy-makers  Community Members  Funding Sources  Research (STATEWIDE)

BENEFITS

Benefits: Program-Level  Cost Effective- Collaboration (Economies of Scale)  Improve Decision Making  Improve services and outcomes for students  Effective resource allocation  Justify Resources  Outcomes data  In-line with grant requirements (accountability, 3 rd party data, collaboration)  Statewide research  Transparency- 1 Version of the Truth

Benefits: UNC System-Level  Programs help students to apply to college and financial aid  Better prepared students  Program service population: low income and first generation students that largely go to in- state public schools

Benefits: State and Federal Government- Level  Justify Spending of Tax Payer Dollars (Accountability)  Show Impact on the Economy  Justification to Argue for Resources  Transparency

QUESTIONS & DISCUSSION Funded by the U.S. Department of Education College Access Challenge Grant, P378A110017