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Using MC Access® to Query External Data

Using MC Access® to Query External Data. Eva Eisnaugle Assistant Director, Institutional Research Pfeiffer University e va.eisnaugle@fsmail.pfeiffer.edu. How to be your own one-stop data shop!. Q: How do you get your data now?. IPEDS C ompletions and 12 month enrollment (fall)

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Using MC Access® to Query External Data

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  1. Using MC Access® to Query External Data Eva Eisnaugle Assistant Director, Institutional Research Pfeiffer University eva.eisnaugle@fsmail.pfeiffer.edu How to be your own one-stop data shop!

  2. Q: How do you get your data now? • IPEDS • Completions and 12 month enrollment (fall) • Student Financial Aid (winter) • Fall Enrollment, GRS, GRS200%, Finance, HR (spring) • NCHEDS • Tuition Fees and Charges, Summer School Enrollment, Degree Credit Enrollment (Oct) • New UG Transfers, Home base of Students, Headcount enrolled by Age, Student Financial Aid Summary, Student Housing, Admissions Practices, FT Faculty, Type of Instruction (Nov)

  3. Today we will experiment with: • IPEDS • Completions and 12 month enrollment (fall) • NCHEDS • Degree Credit Enrollment (Oct)

  4. Why should I bother with this? • To gain a better understanding of where your institutional data resides • To better understand the relationship between tables in databases • To be able to be an advocate for data quality • In cases of GIGO, to help your institution become more efficient (why spend 40% of reporting time cleaning up data first?) • To have more control over your workload (Oct/Nov and Mar/Apr deadline heavy!)

  5. How do I get started? • ‘How to ODBC’ word document- keep this for your reference • These are steps you will need to perform on your laptop on your network • We can review them now so you have a sense of what steps to take- but if this is something you want to do then don’t forget to go back and reference the How-To document once you get back to work

  6. Import Sample Data Use import from excel tool to get all these excel sheets into Access:

  7. Now we can get started! • Let’s first consider IPEDS Completions: • Gender, Ethnicity, Award Level, First and Second Major Name, CIP Code, and Date Degree Conferred.

  8. Create query Degree needs to have been earned on or between 7/1/2010 and 6/30/2011: • >#6/30/2010# And <#7/1/2011# We need to report on first and second majors AND- ethnicity is voluntarily reported- so everyone may not have a record

  9. Join tables

  10. Run query Do you have 627 first majors? How many bachelor level females graduated this year? What would you do at this point with the results?

  11. IPEDS 12 month enrollment • Gender, ethnicity, academic division, hours enrolled, enrolled in for-credit courses (unduplicated headcount)

  12. NCHEDS Degree Credit Enrollment • Similar to IPEDS 12 month completion, but based only on Fall enrollment and need to know full-time/part-time status of students as well.

  13. Experiment… • The more you work with the data, the easier it gets • Fun to get another coworker involved so you can see if you both get the same results • Helps to keep an excel sheet of table names and fields

  14. Questions? • Eva.Eisnaugle@fsmail.pfeiffer.edu

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