IR Advisory Board Meeting

Fall 2012

9:00-9:15 Welcome 9:15-10:00 Annual Report 10:00-10:20 Strategic Enrollment Management 10:20-10:40 Student Information System 10:40-11:00 Websites 11:00-11:20 Student Success 11:20-12:20 Lunch 12:20-1:00 Discussion, Q&A, Closing

Agenda

Annual ReportPatty McClintock

Many changes in organization and functions Wrote first strategic plan First annual report

Background

Mission ◦ Institutional Research will ensure accurate and

useful information is available for institutional planning, decision making, and operations. We will coordinate these services in an objective, systematic, and thorough manner, in direct support of Indiana State University’s strategic plan.

Vision◦ Institutional Research will produce data, analysis,

and research for the growth, planning, and policy making of Indiana State University, Terre Haute, the state of Indiana, and the region.

Mission and Vision

2010 - Organization

Student Success Coordinator(VACANT)

Assistant DirectorReporting Systems

& Applications Manager

Reporting Analyst(SEARCH IN PROGRESS)

Special Asst. to the President for

Strategic Planning & Director of IR

Administrative Assistant I

Associate Director

2011 - Proposed

2011 - Final

Associate DirectorTechnical Project

ManagerReporting Analyst

Faculty Associates

Chief Strategy Officer

Institutional Research Specialist

Director of Institutional Research

Contracted Associates

Consultants

Summer Interns

Student Worker Graduate Intern

Affiliates

Mandated Reporting Operational & Strategic Planning Data Development & Management Survey Research Management Information Policy Analysis

Primary Functions

Survey and Report Reductions◦ MAP-Works◦ Relocate Surveys, Reports and Applications

Appoint an Advisory Board Develop a Strategic Plan

◦ Moratorium on New Reports and Projects◦ White Papers/Fact Sheets

Qualifications Documents◦ Posted online

Reporting Analyst position

Implementation Plan

BenchmarksBENCHMARK MET?

By 2010

Surveys and reports will be reduced by 50%

An Advisory Board will be appointed

The office will have operational, tactical, and strategic plans in place

All staff will have qualifications documents completed

Support staff will be reduced to one position

A new Director for the office will be in place

By 2011

Office will have a hardened office structure in place

Office will be tracking and monitoring 100% of the work requests that come to the office via the administrative work request website

All faculty and staff associates will have qualifications documents completed and on file

All surveys will be conducted on a 3-year cycle, unless required by law to do otherwise

IR and appropriate campus offices will have met to clarify IR’s role as it pertains to each office and determine what each unit is responsible for

New office structure will be finalized and reorganization will be complete

The reporting analyst position will be filled

All things “IR” Mandatory Reporting

◦ Federal, State, Regional and On-Campus Strategic Planning

◦ Current plan runs to 2014◦ Benchmark Projections to 2017

Benchmarking◦ Performance Funding◦ Strategic Plan

???

Future Priority Issues

Strategic Enrollment ManagementJerre Cline

IR & the SEM Data Team

Two IR staff members on SEM Data Team• Linda Ferguson is Team Leader• Jerre Cline wrote initial Environmental

Scan report• Entire office has worked to support

SEM initiative.• Chris Childs analyzes MAP-Works data

SEM Data Team (cont.)

Began meeting as Data Team in June 2012 and have met regularly ever since.

Responsibilities include providing information on enrollment behavior and identifying external factors that affect recruitment and retention. Also, to produce enrollment projection models to test goals developed by University and SEM plan teams

Charged with producing Environmental Scan and Student Enrollment Behaviors presentations for SEM Kickoff.

Environmental Scan

Lots of research to gather meaningful statistics

Generated PowerPoint presentation consisting of 52 slides

Successfully delivered Kickoff presentation and kept audience’s attention throughout with a little interactive technology

Environmental Scan

IR staff is helping write the environmental scan document that will be incorporated into the broader SEM Plan

A merger of the information in the two PowerPoint presentations previously discussed and the University’s strategic plan goals

Enrollment Behavior

Again, lots of research and gathering of meaningful statistics

Generated PowerPoint presentation of 41 slides – presented in tandem with Environmental Scan PP

One goal was to debunk common myths about ISU students.

SEM Presentation Content

Environmental Scan◦ Demographics◦ Preparation◦ Affordability◦ Enrollment

Enrollment Behavior◦ Enrollment Profile◦ Retention◦ ISU Retention◦ Survey Findings

ICHE’s Student Information System

Linda Ferguson

Higher Ed Policy and PrioritiesPerformance funding metricsAnnualized data submissions

Indiana Commission for Higher Education

• Moving from college access to degree success• Preparing K-12 teachers, school leaders and

students for college success• Ensuring that college is affordable• Focusing the role of the community colleges• Strengthening Indiana’s major research

universities• Embracing accountability

Strategic Initiatives for Higher Education in Indiana – 2008

Set state and campus completion goals Uniformly measure progress and

success Shift to performance funding Reduce time to degree and accelerate

success Transform remediation Restructure delivery

Complete College America

ICHE Strategic Priorities and Policy Directives - 2012

Students and the state are not well served by an empty promise of college access without completion.

• Degree Completion• Remediation

Success• Student Persistence

A more productive higher education system will increase student success and safeguard college affordability.

• On-Time Completion

• Cost Per Degree• Student Debt

Increasing college completion and productivity need not come at the expense of academic quality

• Learning Outcomes

• Transfer• Return on

Investment

Source: ICHE

26

2005 2007 2009 2011 2013Enrollment Change (credit hours enrolled)

Enrollment Change (credit hours enrolled)

Enrollment Change (successfully completed credit hours)

Enrollment Change (successfully completed credit hours)

Enrollment Change (successfully completed credit hours)

Inflation Adjustments Inflation Adjustments

Equity Adjustment Equity Adjustment

Research Support Incentive

Research Support Incentive

Research Support Incentive

Research Support Incentive

Remediation Success (VU & ITCC only)

Change in number of degrees

Change in number of degrees

Change in number of degrees

Change in number of degrees

Change in On-Time graduation Rate

Change in On-Time graduation Rate

Change in On-Time graduation Rate

Change in On-Time graduation Rate

Two Year Transfer Incentive

Two Year Transfer Incentive

Dual credit Student Persistence

Low Income Degree Completion Incentive

Low Income Degree Completion Incentive

Low Income Degree Completion Incentive

Workforce Development Incentive (funding non-credit coursework)

High Impact Degree Completion (IUB, PUWL, BSU only)

Institutional Defined Metric

Evolution of ICHE Funding Recommendations

Source: ICHE

ISU Performance Funding Metrics2013-15 Budget Submission

FY12

CHE Recommendation for allocation of performance funding dollars: 55% through increases in overall degree completion and on-time degrees 30% rewards progress in persistence and low income degrees 15% improvement in institution-defined metric

SIS Data elements through FY 2008 – one file◦ Demographic (gender, ethnicity, DOB, origin,

residency)◦ Pre-College (HS data, SAT scores)◦ Enrollment (student level, degree program,

enrolled hours by term)◦ Degrees conferred ◦ Financial Aid

Supplemental FY 2009 (additional 125 fields) Supplemental FY 2010 (10 more fields) Supplemental FY 2011 (44 more fields)

CHE Data Submission History

New Associate Commissioner for Research and Information – Molly Chamberlin

Collaborate with the institutions◦ SIS work group ◦ Financial Aid work group

Goals◦ Pare down what is being collected (only collect what will be

used)◦ Develop common definitions for each field

How it will be used How it will be validated

◦ Establish optimal timing for submissions◦ Capability to link to other data sets

Indiana Workforce Intelligence System Indiana Department of Education

◦ Robust data submission system (data validation/reports)

CHE Data Submission Revamp (2012)

Student Profile file ◦ any student who enrolled, graduated or received

financial aid in the fiscal year Credits file – one row per student per

enrolled term (Oct 15 - Nov 1) Degree file – one row per fiscal year degree

recipient (Oct 15 - Nov 15) Financial Aid file – one row per student per

award period (Nov 1 - Nov 30)

CHE Submission Files

Identification fields (name, last 4 SSN) for linking to other data sets

Emphasis on each term’s attempted and earned hours rather than census hours (total, distance, dual, dual high-priority, remedial, English & Math gateway courses)

Cumulative institutional attempted hours and earned hours, Overall earned hours and GPA

Distance education status (and location for distance only)

Tuition and required fees

CHE Submission Data

CHE instructions/definitions – tuning and revisions Defining ISU specifications for data elements and

developing ARGOS datablocks for file generation◦ In collaboration with ORR and Financial Aid

Data issues ◦ Reconciling CIP codes with CHE API (ORR)◦ Edits

File generation Verification/review Submission Error resolution

CHE Submission Data Project

Calculations◦ Cost to Degree◦ Credits to Degree◦ Graduation Rates

Reporting/Research◦ IWIS workforce/wage reporting for graduates◦ Affordability reporting◦ Transfer reporting◦ High school feedback reporting◦ Complete College America reporting

CHE Data Uses

WebsitesRay Buechler

IR Family of Websites

Institutional Research -- www.indstate.edu/ir

Strategic Plan -- www.indstate.edu/strategic_plan/

Business Intelligence -- www.indstate.edu/bi/

Strategic Enrollment Management -- www.indstate.edu/sem/

Institutional Research

Strategic Plan

Business Intelligence

Strategic Enrollment Management

Student SuccessChris Childs

Setting the Stage

1) Factors that produce effective retention programs

-Seidman’s Formula2)Pilot: Student Success CRM Rule Data

-Lessons Learned and Future Paths 3)MAP-Works Reports 4)Future Reports

Factors that are Successful for Retention Programs

Seidman Formula & Success Model (Seidman, 2012) RET=EarlyID+(E+In+C)IV

Early identification-assessment of student skill

Early intervention-intervention as early as possible

Intensive intervention-program is strong enough to show desired outcome

Continuous intervention-must persist until change occurs

Talisma Student Success Rules

The Student Success Rules were created to receive earlier identification of at-risk students

In theory this will result in earlier interventions

8 rules were created to help better retain students

Monitor Credit Load Rule

Once a FTFT student drops below 12 credit hours during a semester an automatic email message is sent to the Dean of the University College and the Associate Vice President for Student Success. Results Alert Messages Since 8/24: 37 Notifications to Student

Advisor: 37Lessons Learned Messages should go strait to students’ advisors More alerts as the closer we got to midterms

Next Steps Continue to monitor data International Studies department will receive alerts Advisor gets alert and will notify University Dean and Financial

Aid Have alert system for Sophomore, Juniors, and Seniors

No Meal Card Activity

An Alert is sent to the Area Director of the student’s resident hall is he or she does not swipe their meal card between Monday to Thursday Results Alerted: 477 Student Fine:225 left ISU:35 Not located: 328Lessons Learned Some students do not like to be monitored in such away Res life colleagues believe this rule is better suited for the first few

weeks of the semester. To make sure students know how to use meal card

Next Steps Is there a time of the semester students are less likely to visit

commons? Run alert system for the first 3 weeks and continue to monitor

there on

Twitter Engine

Designed to create school spirit and to acclimate first-time, full-time freshmen to campus. Messages are sent out to students to join ISU’s twitter handle, ISUFreshmen12.Results Twitter Followers: 682 FTFT students on field: 108 FTFT Students at Rec Fest: 103Lessons Learned Reach out to before orientation Marketing is Key Use more social networking resources

Next Steps Push students to indstate twitter account Set marketing for this at a earlier time

No BlackBoard Login

To identify and intervene when a first-time full-time freshmen fails to log in for Blackboard based classes. A message is sent to the instructor identifying the students who have not logged into Blackboard.ResultsNo login: 325 Login After Contact: 233 Can’t Contact: 30 Dropped: 18Lessons Learned This needs faculty buy-in Data was very difficult to set up

Next Steps Get feedback from faculty who participated in program Explore options on Blackboard and MAP-Works to send alert

messages like this

At-Risk Counties LEAP Rules

We sent student engagement letters to students from Vigo, Sullivan, Marion, and Cook Counties, plus to LEAP students. Messages to join ISU Facebook app and to join student organizations. This was designed to foster more connections to ISU. Results Hardly any students joined the Facebook communities for those counties Lessons Learned This rule would benefit from multiple department cooperation from

Student Affairs and Residential Life Engagement emails should be sent out before Fall Student

OrientationNext Steps Starting planning for student mailers and events for these students in

February Contact Faculty and Staff plus other students from these counties and

invite them to events

MAP-Works 2012 FTFT Cohort Profile

Students from Cook County N= 182

Total Cohort First-year N= 2206

Pell Grant: 141 (77.5%)First Generation: 97 (58.4%)Avg HS GPA: 3.05Avg SATVerbal: 0.00Avg SATMath: 0.00Avg ACT: 18.0321st Century Scholars: 0 (0%)

Pell grant: 1414 (53.2%)First Generation: 1228 (56.1%)Avg HS GPA: 3.06Avg SAT Verbal: 460.22Avg SAT MATH: 463.57Avg ACT: 19.3421st Century Scholars: 532 (20%)

MAP-Works 2012 FTFT Cohort Profile

Students from Marion County N= 420

Total Cohort First-Year N= 2206

Pell Grant:286 (68.1%)First Generation: 253 (63.3)Avg HS GPA: 2.81Avg SAT Verbal: 428.3Avg SAT Math: 425.8Avg ACT:17.321st Century Scholars: 139 (33%)

Pell Grant: 1414 (53.2%)First Generation: 1228 (56.1%)Avg HS GPA: 3.06Avg SAT Verbal: 460.22Avg SAT MATH: 463.57Avg ACT: 19.3421st Century Scholars: 532 (20%)

MAP-Works 2012 FTFT Cohort Profile

Students from Sullivan County N= 37

Total Cohort First-year N= 2206

Pell Grant: 20 (54.1%)First Generation: 14 (70%)Avg HS GPA: 3.33Avg SAT Verbal: 451.35Avg SAT Math: 470.54Avg ACT:0.0021st Century Scholars: 14 (37.8%)

Pell grant: 1414 (53.2%)First Generation: 1228 (56.1%)Avg HS GPA: 3.06Avg SAT Verbal: 460.22Avg SAT MATH: 463.57Avg ACT: 19.3421st Century Scholars: 532 (20%)

MAP-Works 2012 FTFT Cohort Profile

Students from Vigo County N= 256

Total Cohort First-year N= 2206

Pell Grant: 129 (50.4%)First Generation: 108 (38%)Avg HS GPA: 3.24Avg SAT Verbal: 502.01Avg SAT Math: 494.31Avg ACT: 22.0521st Century Scholars: 57 (22.3%)

Pell Grant: 1414 (53.2%)First Generation: 1228 (56.1%)Avg HS GPA: 3.06Avg SAT Verbal: 460.22Avg SAT MATH: 463.57Avg ACT: 19.3421st Century Scholars: 532 (20%)

MAP-Works 2012 FTFT Cohort Profile

First-Year African American Students N=655

2012 Cohort First-year N= 2206

Pell grant: 526 (80%)First Generation: 388 (64.5%)Avg HS GPA: 2.83Avg SAT Verbal:412.12Avg SAT MATH: 408.47Avg ACT: 16.8721st Century Scholar: 192 (29%)Marion County: 238 (36.3%)Cook County : 143 (21.8%)

Pell grant: 1414 (53.2%)First Generation: 1228 (56.1%)Avg HS GPA: 3.06Avg SAT Verbal: 460.22Avg SAT MATH: 463.57Avg ACT: 19.3421st Century Scholar: 532 (20%)Marion County: 420 (15.8%)Cook County: 182 (6.8%)

2012 MAP-Works Fall Transition Notable Factor Comparisons

Comm

itmen

t to

ISU

Self-

Discipl

ine

Fina

ncia

l Mea

ns

Peer

Con

nect

ions

Social

Inte

grat

ion

Satis

fact

ion

With

ISU

On-Cam

pus Living

4

4.5

5

5.5

6

6.5

Black Students White Students

2011 First-Time Bachelor Degree-Seeking Fall-to-Fall Retention

Total Cohort

Marion County

Cook County

Lake County

40

45

50

55

60

65

70

Black Total Cohort

MAP-Works Reports

MAP-Works◦Freshmen 2012 vs Freshmen 2011

LEAP◦2012 Cohort Research Brief

MAP-Works◦Retention Analysis (in process)

Future MAP-Works Reports

Analyzing racial climate through Qualitative Responses◦ Do minority students feel comfortable here?◦ Diversity Council planned Diversity Climate Study

Peer Assessments◦ Where do we rank among our peers in MAP-Works?

Customized sub-analysis reports ◦ Freshmen profile of Athletes ◦ Do students from different regional areas score

differently on MAP-Works Factors? MAP-Works report on sophomores, juniors

and seniors

Discussion/Q&A/Wrap-Up

Patty McClintock