CENTER FOR EDUCATIONAL PERFORMANCE AND INFORMATION

1. Exploring MI School Data’s College Transfer & Student Pathways Reports Webinar Presentation for Colleges & Universities January 8, 2014 CENTER FOR EDUCATIONAL PERFORMANCE AND INFORMATION

2. Agenda • Background & Data Sources • Demonstration • College Enrollment • Data Files • College Transfer report • Student Pathways reports. • Secure Access • Conversations with Colleagues • How will you use the data to evaluate your programs? • How can this lead to more successful outcomes for Michigan students? • Your wish list for future MI School Data reports?

3. IGNITING TRANSFORMATION Transformation means that you’re really fundamentally changing the way the organization thinks, the way it responds, the way it leads. Lou Gerstner

4. In the News

5. Studies in the Press

6. Data Sources: • Census Bureau • Bureau of Labor Statistics "Remedial Education: Federal Education Policy." Jun 2013. Council on Foreign Relations. Nov 2013. http://www.cfr.org/united-states/remedial-education-federal-education-policy/p30141#

7. Supporting the Research Agenda Patterns of transfer, mobility and concurrent enrollment Patterns of credential completion Factors that contribute to successful outcomes

8. https://www.mischooldata.org • MI School Data is an online data portal created by the Center for Educational Performance and Information (CEPI) • K-12 Data Reports – enrollment and assessment • Statewide education dashboard • New Reports with College Data • And more is coming soon! • Who has access? • The public (no password required) • Secure users (password required)

9. College Data • Collect student data at the K-12 and postsecondary levels • Connect student records between levels and institutions • Report data to K-12 and postsecondary users making the data useful for program evaluation • Report data to the public making the data useful for public inquiry and policy

10. About the Data • All Michigan publicly funded colleges annually submit complete academic records with Unique Identification Codes (UICs) • A limited number of independent colleges also submit complete datasets directly to CEPI

11. About the Data • Independent colleges and out-of-state institutions submit more limited data to the National Student Clearinghouse (NSC) • Some colleges do not submit to NSC • CEPI obtains NSC records for all Michigan high school students (graduates, drops, completers), as well as all postsecondary students

12. Reports Available • Public Reports by High School or District • College Enrollment by High School • 24 College Credits • College Remedial Coursework • Public Reports by College • College Undergraduate Enrollment • College Transfer – New! • Student Pathways (Secure Reports) – New! • By High School • By College

13. Updated Reports

14. How to Edit a Report

15. College Enrollment by High School Snapshot View

16. College Enrollment by High School Trend View

17. 24 College Credits

18. CollegeRemedialCoursework

19. CollegeEnrollmentReport

20. CollegeEnrollment– Data Tips • Records without UICs – not included. • Report is not limited to fall enrollment. • Includes entire academic year. • Report not based on fiscal year data; it is the academic year. • Enrollment determined by any course taken during the academic year. • Age is determined using the date of birth as of September 30th. • STARR data is collected May-June of each year and may not align with other reporting snapshots.

21. College Enrollment – Data Tips • STARR collects individual student-level data whereas other collections may be using aggregate data. • Academic year was derived. • For the STARR 2014 collection, the academic year data element will be modified to eliminate the need for this derived value. • Some of the data used is based on pilot data, which gets cleaner with time. • Degree-seeking students are determined using the data element "Level of Achievement" and any enumeration other than "NonDegree."

22. New Report - College Transfer Report

23. CollegeTransfer Report • Developed with a workgroup composed of community college, university, and higher education association representatives. • First Phase – From Two-Year Colleges to Four-Year Colleges • Students included: • Undergraduate students who were attending a Michigan 2-year community college and transferred to a 4-year Michigan public, Michigan independent or out of state college or university.

24. CollegeTransferReport • The report displays: • Counts and percentages of student transfers. • Average cumulative GPA. • Data are available by race/ethnicity and gender subgroups. • Where do data come from? • STARR – Student Transcript and Academic Record Repository • Includes all Michigan public colleges and independent colleges that report. • National Student Clearinghouse (NSC) • Michigan independent colleges that do not report to STARR. • Out-of-State colleges that participate in NSC. • Not all colleges send data to NSC. • STARR data is used if available • NSC data used only when STARR is not available

25. College Transfers - Who is a Transfer? • A “transfer” is a student who started in one college or university and moved to another. • Students who attended a 2-year community college in the previous academic year and in the subsequent year left the community college and enrolled in a 4-year college or university. • Does not include a “concurrent” student who attends two or more colleges at the same time. • College entry date used to identify transfer students and separate them from concurrently enrolled students • Report may be different than what was reported to IPEDS, Perkins/Activities Classification Structure, or Community College Services

26. CollegeTransfers- EditReport

27. SampleCollegeTransferReport

28. College TransfersQuestions That Can be Addressed • How many students from my community college transferred to a Michigan 4-year, independent (non-public) 4-year, or out-of-state college or university? • What was the average GPA for students who transferred from a community college to a 4-year college or university after their first year of transfer? • What was the cumulative GPA of all of my transfers? • What community college did my students transfer from? • Did my community college successfully prepare students to continue at a 4-year college or university?

29. How can this be used by Michigan Independent Institutions? • The Student Transfer report includes counts for independents. • Select Community College and see the counts for transfers by institution, including: • Michigan public 4-year institutions • Michigan independent institutions • Aggregate count for all out-of state transfers • Select the Independent Institution and see the counts for students transferring from Michigan Community Colleges.

30. New Report – Student Pathways Reports

31. Student Pathways Reports • Basic Student Data File • A row for each college session that a student is enrolled including high school assessment data, session and cumulative achievement. • Courses File • Student achievement in each course in which the student was enrolled. • Programs and Concentrations • Majors, programs and concentrations in which students have been enrolled. • Awards, Degrees, and Certificates • Awards, degrees and certificates completed by each student.

32. Student Pathways - What is in the Files? • Courses • UIC, IPEDS Code, Course Code, Course Title, Credit Earned, Grade, Hours, Remedial Flag. • Not available for out-of-state and independent institutions. • Programs • UIC, IPEDS Code, CIP Code, Program Type, Program Name. • Awards • Level, Date, Description, CIP Code. • College List • IPEDS Code, IHE Name, 2year/4 year flag.

33. Student PathwaysQuestions that can be Addressed • How well does my school or college prepare students for advanced work? • Does my school better prepare students for certain types of academic work? • What programs or concentrations do students enroll in after leaving my school? • What awards, degrees, and certificates do students obtain after they leave my school? • Which colleges or universities do students enroll in after they leave my school? • What students enroll in remedial courses after they leave my school or college?

34. Student Pathways Security • File(s) available only to Authorized Users • Two-Step Security Model • Logged in user requests data file(s). • User receives email message containing link(s) to file(s). • System checks user status when retrieving file(s). • System transfers files is user is authenticated. • Link(s) in email expire after set time. • Goal is to be sure that only an authorized user can retrieve the file(s). • Files contain Personally Identifiable Information protected by FERPA.

35. Requesting a Student Pathways File

36. Downloading a Student Pathways File

37. FERPA – These Data Must Be • Kept secure at all times. • Stored, and in transit, adhering to 128-bit encryption. • Stored where only the authorized representative(s) may access the data and be protected from unauthorized access or disclosure., • Carefully tracked including the locations of all copies of the data. • Used in a way that respects privacy, anonymity and confidentiality of all concerned parties.

38. FERPA – These Data Must Be • Clearly marked "confidential—internal use only" for any documents containing identifying information. • Used only in products that are FERPA-compliant and are subject to all applicable statutes and regulations. • Used only by authorized representatives who have completed formal FERPA training.

39. FERPA – These Data CANNOT Be • Used for research studies. • Used commercially for things such as marketing, outreach, surveys, or anything other than education program evaluation. • Sold or rented. • A breach will result in sanctions including a prohibition on access for up to five years.

40. The Basic Student File

41. Basic Student File • One record per student per institution per session • Demographics – Name, UIC, Student Number, Gender • Starting and Ending Academic Year and Session • Remedial Flags by Subject • College Readiness Assessments • MME and ACT by subject

42. File Layout Document

43. BUT WAIT! What does this mean for the Independent Institutions? • CEPI is happy to provide the Student Pathways report to independent institutions. • The report is available regardless of whether the independent submits academic record data in STARR. • Note that student records will be less complete as the only information we will have from the independent will come from NSC. • Independents can analyze the entire student postsecondary record, as well as limited high school data in order to evaluate their programs. Please note that all security protocols apply

44. Student Pathways - Who Can Access the Data? • Secure users across MI School Data can access: • Data Files containing student level data. • Aggregate reports including unsuppressed data for small student groups. • Preview rights to view reports before they are available to the public.

45. How To Gain Access to MI School Data • All postsecondary users who require access to the reports need a MI School Data username and password • Username and password is provided by your college or university “Keyholder” • The “Keyholder” is the institution’s administrative contact • For a pdf list of Keyholders click “Contact”:

46. User Administration - Keyholder Information • Information on how to provide access to users can be found in the Keyholder “How-To Guide” (see handouts) • Guide will walk the user through all the necessary steps to set up someone as an authorized user for your institution • Who you grant access to, how that access is monitored, and what procedures a user needs to complete to gain access is the responsibility of the IHE!

47. Excel Tips • Use Filtering • Freeze Panes

48. Excel Tips • Adjust column widths and header formats. • Create pivot tables. • Save as Excel to retain formatting.

49. Tools to Help You • Student Pathways – About This Report http://www.michigan.gov/documents/cepi/student_pathways-about_this_report_437358_7.pdf • Student Pathways Data File Layout http://www.michigan.gov/documents/cepi/student_pathways-data_file_layout_437361_7.xlsx • Student Pathways How to Guide for K-12 http://www.michigan.gov/documents/cepi/student_pathways-LEA_guide_437360_7.pdf • Student Pathways How to Guide for Colleges http://www.michigan.gov/documents/cepi/student_pathways-postsecondary_guide_437359_7.pdf

50. Ideas for New Reports • Degree Enrollment/Completion (plus STEM) • Transfer Success Measures • Expanded Transfers • 4-year to 4-year, Mobility • Time to Degree • By High School • Where College Students Came From • Which High School • Dual Enrollments