IR Advisory Board Meeting

1. IR Advisory Board Meeting Fall 2012

2. Agenda • 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

3. Annual Report Patty McClintock

4. Background • Many changes in organization and functions • Wrote first strategic plan • First annual report

5. Mission and Vision • 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.

6. 2010 - Organization

7. 2011 - Proposed

8. 2011 - Final

9. Primary Functions • Mandated Reporting • Operational & Strategic Planning • Data Development & Management • Survey Research • Management Information • Policy Analysis

10. Implementation Plan • 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

11. Benchmarks

12. Future Priority Issues • 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 • ???

13. Strategic Enrollment Management Jerre Cline

15. 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

16. 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.

17. 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

18. 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

19. 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.

20. SEM Presentation Content • Environmental Scan • Demographics • Preparation • Affordability • Enrollment • Enrollment Behavior • Enrollment Profile • Retention • ISU Retention • Survey Findings

21. ICHE’s Student Information System Linda Ferguson

22. Indiana Commission for Higher Education • Higher Ed Policy and Priorities • Performance funding metrics • Annualized data submissions

23. Strategic Initiatives for Higher Education in Indiana – 2008 • 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

24. Complete College America • 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

25. 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 • Learning Outcomes • Transfer • Return on Investment Increasing college completion and productivity need not come at the expense of academic quality Source: ICHE

26. Evolution of ICHE Funding Recommendations Source: ICHE

27. 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

28. CHE Data Submission History • 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)

29. CHE Data Submission Revamp (2012) • 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)

30. CHE Submission Files • 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)

31. CHE Submission Data • 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

32. CHE Submission Data Project • 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

33. CHE Data Uses • 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

34. Websites Ray Buechler

35. 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/

36. Institutional Research

37. Strategic Plan

38. Business Intelligence

39. Strategic Enrollment Management

40. Student Success Chris Childs

41. Setting the Stage 1) Factors that produce effective retention programs -Seidman’s Formula 2)Pilot: Student Success CRM Rule Data -Lessons Learned and Future Paths 3)MAP-Works Reports 4)Future Reports

42. 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

43. 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

44. 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: 37 Lessons 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

45. 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: 328 Lessons 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

46. 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: 103 Lessons 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

47. 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. Results No login: 325 Login After Contact: 233 Can’t Contact: 30 Dropped: 18 Lessons 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

48. 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 Orientation Next 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

49. MAP-Works 2012 FTFT Cohort Profile Pell Grant: 141 (77.5%) First Generation: 97 (58.4%) Avg HS GPA: 3.05 AvgSATVerbal: 0.00 AvgSATMath: 0.00 Avg ACT: 18.03 21st Century Scholars: 0 (0%) Pell grant: 1414 (53.2%) First Generation: 1228 (56.1%) AvgHS GPA: 3.06 Avg SAT Verbal: 460.22 Avg SAT MATH: 463.57 Avg ACT: 19.34 21st Century Scholars: 532(20%) Students from Cook County N= 182 Total Cohort First-year N= 2206

50. MAP-Works 2012 FTFT Cohort Profile Pell Grant:286 (68.1%) First Generation: 253 (63.3) Avg HS GPA: 2.81 Avg SAT Verbal: 428.3 Avg SAT Math: 425.8 Avg ACT:17.3 21st Century Scholars: 139 (33%) Pell Grant: 1414 (53.2%) First Generation: 1228 (56.1%) AvgHS GPA: 3.06 Avg SAT Verbal: 460.22 Avg SAT MATH: 463.57 Avg ACT: 19.34 21st Century Scholars: 532(20%) Students from Marion County N= 420 Total Cohort First-Year N= 2206