seeing students through: tools and strategies for tracking students through college
DESCRIPTION
High school and university leaders across the country continue to face significant challenges in the national campaign to increase rates of college access and success for the 21st century student. For many schools and community-based organizations, tracking alumni to and through college is a particular challenge. In this session, learn practical strategies and tools to track student enrollment from two organizations successfully tracking students through college. This session will include the do's and don’ts of tracking student postsecondary outcomes, including a practical user's guide to the National Student Clearinghouse, as well as an overview of the benefits and limitations of its StudentTracker Service for High Schools and Outreach Programs.TRANSCRIPT
Prepared For:
Transforming Urban America – One Student at a Time
Seeing Students Through: Tools & Strategies for Tracking Students through College April 20, 2012 Chicago, IL
National Partnership for Educational Access Conference
Transforming Urban America – One Student at a Time
Agenda
National Student Clearinghouse Overview Review Early Tracking Efforts
CMO Alumni Tracking Platform
Discussion / Questions
2
Cristo Rey Network Overview
Transforming Urban America – One Student at a Time
Cristo Rey Network Mission & Vision
Mission The Cristo Rey Network empowers thousands of students from underserved lower-income communities to develop their minds and hearts to become lifelong contributors to society. By providing students an extraordinary college preparatory education and a unique four-year, integrated corporate work study experience, we seek to help to transform urban America. Vision The Cristo Rey Network strives to become one of the finest educational networks in the country, demonstrating measurable impact in the crucial national imperative of launching low-income youth to and through college and into lives of productivity, meaning and consequence.
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Transforming Urban America – One Student at a Time
The Cristo Rey Network’s point of view..
• We cannot ignore the injustice of an educational system that only offers hope to the privileged.
• Our society cannot survive if quality education is only available to the privileged.
• Our economy cannot support the burden of thousands of high school dropouts every year.
• Our country cannot compete if the majority of our children do not graduate from college.
• The excellent model of Catholic secondary education is increasingly inaccessible to the underprivileged.
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Transforming Urban America – One Student at a Time
Network Profile
5 1! 1! 1!
6!
0!2!
7!
3!2!
0! 1! 1!2!
2001" 2002" 2003" 2004" 2005" 2006" 2007" 2008" 2009" 2010" 2011" 2012" 2013"
School Openings"Projected Openings"
Network Schools Chicago-Pilsen (1996) Portland (2001) Los Angeles (2002) Denver (2003) Boston (2004) Cleveland (2004) Lawrence (2004) New York (2004) Tucson (2004) Waukegan (2004) Kansas City (2006) Sacramento (2006) Baltimore (2007) Birmingham (2007) Indianapolis (2007) Minneapolis (2007) Newark (2007) Omaha (2007) Washington DC (2007) Brooklyn (2008) Chicago-Austin(2008) Detroit (2008) Houston (2009) San Francisco (2009) Cincinnati (2011) Philadelphia (2012)
School Growth by Year & Projected Openings
Transforming Urban America – One Student at a Time
Cristo Rey Student Profile
34%
55%
11%
Black Hispanic Other
Ethnicity
5,000
5,900
6,500 6,900
2008 2009 2010 2011
Enrollment
47%
32%
18%
3%
Public
Catholic
Charter
Other
School of Origin !
82% 84%
88%
97%
82% 84%
89%
96%
9th Grade 10th Grade 11th Grade 12th Grade
Student Retention Rate 2009-10 2010-11
Average family income
Average family size
Freshmen qualifying for free or reduced lunch
Transforming Urban America – One Student at a Time
Cristo Rey College Enrollment Trends, 2008 – 2011 Enrollment Within One Year of High School Graduation
7
0%
20%
40%
60%
80%
100%
2008 2009 2010 2011
22% 20% 26% 25%
65% 69% 61% 61%
13% 11% 13% 14%
2-Year 4-Year Not Enrolled
Transforming Urban America – One Student at a Time
Cristo Rey College Persistence, 2008 – 2009 Continued Enrollment From First Year into Second Year
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Transforming Urban America – One Student at a Time
Cristo Rey Network Alumni Growth, 2005 – 2015
9 Source: Cristo Rey Network Data Report
0
5
10
15
20
25
2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015
2 2
5
10 10 12
20 22 23 23 24
Network High Schools with Graduates
Network High Schools with Graduates
Transforming Urban America – One Student at a Time
Cristo Rey Network Alumni Growth, 2005 – 2015
10
0
2000
4000
6000
8000
10000
12000
2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015
Annual Network Graduates Total Network Graduates
Source: Cristo Rey Network Data Report
Transforming Urban America – One Student at a Time
Agenda
Cristo Rey Network Overview Review Early Tracking Efforts
CMO Alumni Tracking Platform Discussion / Questions
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National Student Clearinghouse Overview
Transforming Urban America – One Student at a Time
What is the National Student Clearinghouse?
Non-profit organization serving primarily the higher education community Created in 1993 to optimize reporting of enrollment and degree completion between
participating universities and student lenders
Functions as a reporting agent between participating institutions (universities) and partners
Serves a range of partners by facilitating the exchange and understanding of student enrollment, performance and related information
Transforming Urban America – One Student at a Time
Who exchanges data through the Clearinghouse?
National Student
Clearinghouse
Participating Universities
Student Lending Industry
Districts / High
Schools Employers &
Recruiters
Educational Organizations
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StudentTracker for High Schools
StudentTracker for Outreach Programs
Transforming Urban America – One Student at a Time
How does StudentTracker for High Schools work?
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Transforming Urban America – One Student at a Time
Clearinghouse StudentTracker Service Network Data Collection and Reporting Cycle
Participating colleges report
data to Clearinghouse
High schools submit tracking files to Network
Network submits files to NSC
NSC matches graduate
records with those in its database
NSC notifies Network
reports are ready
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Transforming Urban America – One Student at a Time
How accurate is Clearinghouse data?
95% of all 2- and 4-year college enrollment (certificate programs NOT included) Over 3,300 colleges and universities currently reporting data through Clearinghouse
94% of nation’s Integrated Postsecondary Education Data System (IPEDS) enrollment count
Transforming Urban America – One Student at a Time
What are the greatest benefits of Clearinghouse data?
Clearinghouse data is:
Complete – includes all enrolled students (Full-time, Part-time, Withdrawn)
Current – Data refreshed at least 3 times annually
Comprehensive – Not bound by state boundaries or institutional sponsorship
Third Party - Authentic, not survey or anecdotal
Transforming Urban America – One Student at a Time
StudentTracker v1.5 Aggregate Reports
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(c) 2010 National Student Clearinghouse. All rights reserved.
Percent of Students Enrolled in College the Fall Immediately Following Graduation From HighSchool by Institutional Level
Page 4 USA HIGH SCHOOL
Transforming Urban America – One Student at a Time
StudentTracker v1.5 Aggregate Report
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(c) 2010 National Student Clearinghouse. All rights reserved.
Percent of Students Enrolled in College the First Year After High School Who Returned for aSecond Year (Freshman to Sophomore Retention) by Institutional Level
Page 19 USA HIGH SCHOOL
Transforming Urban America – One Student at a Time
StudentTracker v1.5 Aggregate Report
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(c) 2010 National Student Clearinghouse. All rights reserved.
Class of 2005 Postsecondary Enrollment and Progress
Page 36 USA HIGH SCHOOL
Transforming Urban America – One Student at a Time
StudentTracker Detailed Report
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Your Requestor Record High High School College College 2/4 Public/ Enroll Grad DegreeUnique ID First Mid Last Suf. Return Field Found School Code Grad Date Code College Name State Year Private Status Grad? Date Title Major
9876543210 SUSAN M SMART CBA321 Y 100001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public 20020823 20021215 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public 20030118 20030510 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public 20030828 20031220 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public 20040122 20040516 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20040827 20041219 H N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20050122 20050515 H N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20050826 20051218 H N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20060121 20060514 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20060825 20061217 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20070120 20070515 F Y 20070515 BA HISTORY
5675675675 NANCY P SMITH MNO678 Y 100001 20030501 011462-00 CITY INSTITUTE OF TECH TX 4 Private 20030901 20031231 F N5675675675 NANCY P SMITH MNO678 Y 100001 20030501 011462-00 CITY INSTITUTE OF TECH TX 4 Private 20030901 20031231 W N
1029384757 FRANK Z JONES BLA729 N 100001 20040515
*NOTE: The three examples above are of students who exhibit the following characteristics:1. Susan Smart enrolled in college and persisted through graduation.2. Nancy Smith enrolled in college and withdrew before graduating.3. Frank Jones did not enroll in a college that participates in the Clearinghouse.
Enrollment
STUDENT DETAIL DATA SAMPLE*USA HIGH SCHOOL
Name Period of
Transforming Urban America – One Student at a Time
StudentTracker Detailed Report
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Your Requestor Record High High School College College 2/4 Public/ Enroll Grad DegreeUnique ID First Mid Last Suf. Return Field Found School Code Grad Date Code College Name State Year Private Status Grad? Date Title Major
9876543210 SUSAN M SMART CBA321 Y 100001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public 20020823 20021215 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public 20030118 20030510 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public 20030828 20031220 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public 20040122 20040516 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20040827 20041219 H N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20050122 20050515 H N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20050826 20051218 H N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20060121 20060514 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20060825 20061217 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20070120 20070515 F Y 20070515 BA HISTORY
5675675675 NANCY P SMITH MNO678 Y 100001 20030501 011462-00 CITY INSTITUTE OF TECH TX 4 Private 20030901 20031231 F N5675675675 NANCY P SMITH MNO678 Y 100001 20030501 011462-00 CITY INSTITUTE OF TECH TX 4 Private 20030901 20031231 W N
1029384757 FRANK Z JONES BLA729 N 100001 20040515
*NOTE: The three examples above are of students who exhibit the following characteristics:1. Susan Smart enrolled in college and persisted through graduation.2. Nancy Smith enrolled in college and withdrew before graduating.3. Frank Jones did not enroll in a college that participates in the Clearinghouse.
Enrollment
STUDENT DETAIL DATA SAMPLE*USA HIGH SCHOOL
Name Period of
Transforming Urban America – One Student at a Time
StudentTracker 1.5 Detailed Report Guide
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STHS_DetailReport_guide 050611 1
If you need assistance, contact [email protected].
Copyright 1997-2011 National Student Clearinghouse. All Rights Reserved
*The type codes in this document are "A" alpha, "N" numeric, and "AN" alpha numeric.
Reading the StudentTracker for High Schools Detail ReportThis guide will help you read the detail report that you will receive from the Clearinghouse whenever you make a StudentTracker inquiry. The detail report is always returned to you as a .CSV file. For reference purposes, the sample report in this guide contains annotations, formatting and a lettered header row that is not part of the report that you will receive. If you have any questions or need assistance, contact [email protected].
STUDENT DETAIL REPORT LAYOUT
ColumnPosition Field Name
Max. Length Type* Description
A Your Unique Identifier
16 AN The Social Security number as provided in your request file. In order to preserve number formatting, each SSN ends in an underscore (e.g., 123456789_). Note: this field is used only for the Pending Admission (PA) inquiry.
B First Name 20 AN Student’s first name as provided in your request file.
C Middle Initial 1 AN Student’s middle initial as provided in your request file.
D Last Name 20 AN Student’s last name as provided in your request file.
E Name Suffix 5 AN Name suffix as provided in your request file (e.g., III, Jr, Sr).
F Requestor Return Field
50 AN Data provided by you in the Requestor Return Field of your request file that you wanted returned unaltered to help you process the detail report (e.g., cohort identification, unique student ID, etc.). If no data was provided, the field is blank.
G Record Found Y/N
1 AN Y = Detail report contains student’s college recordN = Detail report does NOT contain student’s college record
H High School Code
6 N ACT code of the high school that the student attended.
I High School Grad Date
8 AN Search date or graduation date in your diploma or request.
J College Code/ Branch
9 AN OPE/FICE code of the college that the student attended.
K College Name
40 AN Name of the college that the student attended.
L College State
2 AN State in which the college that the student attended is located.
This data is returned to you exactly as you provided it to the Clearinghouse.
National Student Clearinghouse®
2300 Dulles Station Boulevard, Suite 300Herndon, Virginia 20171
703-742-4200www.studentclearinghouse.org
© 2011 National Student Clearinghouse. All rights reserved.
Transforming Urban America – One Student at a Time
StudentTracker 1.5 Detailed Report Guide
24
STHS_DetailReport_guide 050611 2
If you need assistance, contact [email protected].
Copyright 1997-2011 National Student Clearinghouse. All Rights Reserved
*The type codes in this document are "A" alpha, "N" numeric, and "AN" alpha numeric.
ColumnPosition Field Name
Max. Length Type* Description
M 2-year/4-year
1 AN Type of college that the student attended:
4 = 4-year or higher institution2 = 2-year institutionL = less than 2-year institution
N Public/Private
7 AN Indicates whether the college that the student attended is a “Public” or “Private” institution.
O Enrollment Begin
8 AN Begin date for the student’s period of attendance.
P Enrollment End
8 AN End date for the student’s period of attendance.
Q Enrollment Status
1 AN The last enrollment status reported for the student:
= Full-time= Half-time= Less than half-time= Leave of absence= Withdrawn= Deceased
This field will have ‘N/A’ if the reporting college has not defined the student’s enrollment status as directory information.
R Graduated? 1 A Graduation status information available from the reporting college.
Y = College reported the student as graduatedN = College did NOT report the student as graduated
S Graduation Date
8 AN Date of student’s graduation or degree achievement as provided by reporting college.
T Degree Title 80 AN If available, the title of the degree the student received as provided by the reporting college.
U Major 80 AN If available, the major associated with the student’s degree as provided by the reporting college.
V College Sequence
2 AN The sequential order of each school that the student attended. The first record from the first school that the student attended will have a “1” in this field, the first record from the second school that the student attended will have a “2” in this field, and so on.
STUDENT DETAIL REPORT LAYOUT (cont’d)
Active DegreeVerify schools alsoreceive this
detailed degree
information.
FHLAWD
Transforming Urban America – One Student at a Time
StudentTracker 2.0 Customized Reports
25
Transforming Urban America – One Student at a Time
StudentTracker2.0 Web-based Tool Customized Reporting
26
Transforming Urban America – One Student at a Time
Agenda
Cristo Rey Network Overview
National Student Clearinghouse Overview
CMO Alumni Tracking Platform Discussion / Questions
27
Review Early Alumni Tracking Efforts
Transforming Urban America – One Student at a Time
Schools
Alumni Open Houses
Alumni Panels for current students
Email blasts, phone calls, texts Faculty & staff mentors pair up with
alumni Social Media Connections (Facebook)
Alumni Support Advisor Role
Alumni Engagement & Tracking Strategies Network & School
28
Network Launch longitudinal study of graduates Design borrowed from Consortium on
Chicago School Research
Components: - Quantitative (NSC) & Qualitative
Data (Surveys) - Focus Groups - FERPA Release, Voluntary
Consent
Establish partnership with Clearinghouse
Alumni Ambassadors
Transforming Urban America – One Student at a Time
Partnership with the Clearinghouse
2008-09 • 10 schools • ST 1.0
Reports
2009-10 • 15 schools • ST 1.5 Reports
2010-11 • 19 schools • ST 1.5 Reports • Clearinghouse
Case Study on the Network
2011-12 • 22 schools • Integration with
new alumni tracking platform
29
Transforming Urban America – One Student at a Time
National Student Clearinghouse Lessons Learned
Remember, the first and primary users of the data were student lenders Take quality time to review both the aggregate & detailed (student level) reports with
college counselors
Double check all student name spellings and date of birth
Recognize the limitations of the data and known matching challenges
30
Transforming Urban America – One Student at a Time
National Student Clearinghouse Lessons Learned
Why do you some students not show up in my report? Possible explanations for students NOT being reported enrolled by Clearinghouse: 1. Inaccurate or incomplete tracking file data (name spellings, DOB most common)
2. Clearinghouse matching issues
3. FERPA Block on information by student
31
Transforming Urban America – One Student at a Time
Agenda
Cristo Rey Network Overview
National Student Clearinghouse Overview
Review Early Tracking Efforts
Discussion / Questions
32
CMO Alumni Tracking Platform
Transforming Urban America – One Student at a Time
New platform allows for a scalable, cost efficiency means for tracking, connecting, and supporting graduates in college at all levels
Key components include:
– Front end access for alumni to quickly enter contact information – Back end (administrative) access for high school staff, college support teams, and
Network staff – Integration of enrollment, retention, and completion data from the Clearinghouse – Facebook Application – Custom survey engine – Custom data entry and note logging
New Alumni Tracking Platform Why?
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Transforming Urban America – One Student at a Time
34
Generate timely reports on alumni progress to and through college
Establish effective methods for communicating with alumni and collecting data beyond the Clearinghouse
Maintain robust alumni relationships and commitment to the school
Provide a feedback loop to school on alumni experiences in college to inform academics and college counseling
Why invest in developing our own Alumni Tracking platform?
Transforming Urban America – One Student at a Time
Alumni Tracking Platform Reports
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Transforming Urban America – One Student at a Time
Alumni Tracking Platform Messaging
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Transforming Urban America – One Student at a Time
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Alumni Tracking Platform Alumni Search
Transforming Urban America – One Student at a Time
Alumni Tracking Platform Facebook Application
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Transforming Urban America – One Student at a Time
Alumni Tracking Platform Final Thoughts
Clearinghouse data lays the foundation for other data sources to construct a complete alumni profile
Value proposition to alumni not completely clear
Alumni Ambassadors & School based Advisors play critical roles in implementing the platform and collecting feedback
39
Transforming Urban America – One Student at a Time
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Chris Broughton Email: [email protected] Phone: 312.784.7207
Discussion / Questions