Download - Your data Toolbox
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?
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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?
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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.
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What Data?
Student Attitudes and Attributes Student Outcomes Enrollment Metrics Student Profiles
Overview of IR Data and Reports
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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
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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
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Enrollment Metrics
Prospect Information: Web-based data From State-wide Call
Center http://ivytechjump.jacksongroup.com
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 15 -24) - Statewide, Region, County
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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
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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 15 - 24
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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
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IR Newsletter: The Data Exchange
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Fact Sheet - Transfer13
Snap-Web-Based Survey Example
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Occupation Report - EMSI15
Institutional Research Website
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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
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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
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IR Website URL:
IR Website is available at: http://www.ivytech.edu/institutional-research
Let’s Take a look…
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Discoverer Viewer Reports - Logging-In
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Discover Viewer Report List 21
The Student Count Report Category
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Specifying Report Parameters
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Report Processing Page24
Report Generated25
Exporting Your Report26
Report Ready for Download27
The Report Download Dialogue Box
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Selecting A “Save” Location29
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
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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
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Using Viewer Report Data
A Demonstration - Customizing A Unit Record Report Using Excel and Access
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A Few Useful Internet Websites Indiana Department of Workforce
Development http://www.hoosierdata.in.gov/
Select “Educators: Select: “Occupational Projections - Long Term” Select: “Occupational Projections - Short Term” Select: “Occupational Supply Demand System
(OSDS)”
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Useful Internet Websites (Cont.) Indiana Department of Education (K-12)
http://www.doe.in.us.gov/data/ Select: “By Criteria”
http://www.mustang.doe.state.in.us/SAS/SAS1.cfm Select From: “School Corporation Tables” -
Multiple Data Categories Available Community College Survey of Student
Engagement (CCSSE) - http://www.ccsse.org/ Select “Resources”
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Useful Internet Websites (Cont.) National Center for Educational Statistics
(NCES) / Integrated Postsecondary Education Data System (IPEDS) - Peer Analysis System http://nces.ed.gov/ipedspas/
Select: “Guest Level” U.S. Census Bureau
http://www.census.gov/ Select “People & Households - Estimates” Select “People & Households - Projections”
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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
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Joining Report Tables in Access
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Using Graphs to Understand Data
School Name 1st Time, Full-timeDeg . Seeking
Freshman
1st Fall to 2nd Fall Student Retention
School 1 8,100 38%
School 2 12,500 40%
School 3 6,300 45%
School 4 2,600 49%
School 5 5,900 42%
Average all Schools 7,080 41.4%
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Paired Retention and Enrollment Data Displayed In A Scatter Chart 39
2,000 4,000 6,000 8,000 10,000 12,000 14,00035.0%
37.0%
39.0%
41.0%
43.0%
45.0%
47.0%
49.0%
51.0%
53.0%
55.0%
School 4; 49.0%
School 5; 42.0%
School 3; 45.0%
Average All Schools; 41.4%
School 1; 38.0%
School 2; 40.0%
Scatter Chart Comparing Retention and En-rollmentBelow Average
Enrollment SizeAbove Average Enrollment Size
Above Aver-age Reten-tion %
Below Av-erage Re-tention %