GEAR UP COMPETITIVE PRIORITY #3 DATA COLLECTION

1. GEAR UP COMPETITIVE PRIORITY #3DATA COLLECTION Kate Mahar, Ed.D. Charlotte Curtis, Ed.D.

2. Quality Data Collection • Up to an additional three points will be awarded to projects that are designed to collect, analyze and use: High-quality and timely data, including data on program participant outcomes

3. Data Collection Priority areas 1) Improving instructional, practices, policies and student outcomes in elementary or secondary schools; 2) Improving postsecondary student outcomes relating to enrollment, persistence, and completion and leading to career success; and, 3) Providing reliable and comprehensive information on the implementation of U.S. Department of Education programs and participant outcomes in these programs.

4. How are you using data to support your program? • Groupthink – chart data that you currently collect in each of the priority areas 1, 2 and 3 • Why are these elements important for your students? Your grant? • Report out

5. SYSTEM FOR RECORDKEEPING • Chart Inventory of Software and databases: • Large – Cobro, Excalibur, GoCollege, EPI’s system, etc. • Medium – Pacific Research Associates, Cayen Systems, etc. • Project developed – College Preparatory Data Management System (NC), other states have done this too (WA, etc.) • Platforms you can use: Excel, Microsoft Access, Oracle, SQL • Discuss benefits and barriers of each

6. WHERE SHOULD RECORDS BE KEPT? • Fiscal agent office • Facility for current record storage • Facility for archives • Centralize or decentralized • Database or other

7. WHEN SHOULD COST SHARE RECORDS BE KEPT? • Ongoing • Timely Fashion – over the 6 or 7 year term of grant • System that is flexible • Provide technical assistance to subgrantees and contractors

8. HOW TO KEEP RECORDS AND REPORT TO STAKEHOLDERS? • Collection System Timeline • Tools = Timelines & Forms • Transparency • Capacity for large volume • Types of Reports

9. Ideas from a State Grant • GEAR UP Database – Pacific Research Associates • Data transfers from School Districts and Colleges via Bighorn – state’s longitudinal, secure database • Reporting via External Evaluation Report • Participation in the GEAR UP College and Career Readiness Evaluation Consortium (CCREC)

10. Ideas from a partnership grant • Cal PASS (longitudinal database) • Data Quality Campaign, etc. • Integrated database linking school-based student information systems and GEAR UP outcomes • Value Added Information for partners

11. National Student Clearinghouse Postsecondary Data Tracking • StudentTracker for High Schools answers the following questions: • Which of your high school graduates enrolled in college? • Where did they enroll? • Did they enroll where they applied? Was it their first choice? • Did they graduate after six years? • The National Student Clearinghouse’s database is the only nationwide collection of collegiate enrollment and degree data. These are actual student records provided to the Clearinghouse every 30-45 days by our more than 3,300 participating postsecondary institutions, which enroll over 92% of all U.S. higher education students. • After StudentTracker matches your records against their database, you’ll receive a comprehensive report containing the information you need to better assess the college attendance, persistence and achievement of your graduates. • See: http://www.studentclearinghouse.org/

12. National Student Clearinghouse Interpreting National Student Clearinghouse Data and setting up files with a unique identifier.