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Utilizing the Data Produced By

StudentTracker

How to turn a Long File into a Wide File

National Student Clearinghouse Research Center (NSCRC)

Mission: NSCRC is an independent organization that conducts and supports objective

research related to educational enrollment, progression and completion for the benefit of students, institutions, and the broader public.

NSC Research Center created in 2010• 501(c)(3) non-profit organization

• Provide research and information for the benefit of the education community

About Clearinghouse Data

Our Relationship with Participating Institutions:

• Clearinghouse holds the data as agent of the institutions• Clearinghouse provides valuable services, saving the institutions money• Agreements with institutions govern allowable uses of data

Data elements include:

• Enrollment status and term begin and end dates• Graduation indicator flag• Identifiers for tracking students across institutions• Most institutions also provide detailed degree data• Some institutions also provide class level, major, gender and race

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StudentTrackerA cost effective way to replace survey and

anecdotal information with timely, documented enrollment and degree data

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How StudentTracker Works

Submitcohort

Run file against our database

Matches compiled in a StudentTracker report

Email you when your report is ready

*Instant queries for individual

students can be performed via the

Web

Institutional Research

• Identify important enrollment trends and patterns • Track concurrent enrollment of your students• Determine cohort graduation rates• Fulfill federal reporting requirements• Verify and correct cohort default rates

StudentTracker Query Types

Admissions

• Improve your ability to target, select and retain students • Verify prior enrollments for transfer applicants• Validate your graduate school placement rate

StudentTracker Query Types

Financial Aid

• Track graduated/transferred Perkins borrowers• Verify parent/sibling enrollments• Evaluate ED cohort default data• Support mid year transfer monitoring process• Determine who holds students’ loans (web)

StudentTracker Query Types

Response Files

The Clearinghouse returns . . .

Control Report Overview of Results

Aggregate Summary Report Contains totals of students enrolled by institution

Unit Record File (also called the Detail Report) Contains individual student records

(except FERPA blocked records)

NATIONAL STUDENT CLEARINGHOUSE

STUDENTTRACKER CONTROL REPORT #17907FOR HOMETOWN UNIVERSITY (001234-00)

DOES THE SCHOOL PARTICIPATE IN DEGREEVERIFY? (YES )DOES THE SCHOOL SEND “ADDITIONAL” DATA ELEMENTS? (NO)

YOUR FILE CREATION DATE: 5/23/2006

RANGE OF SEARCH DATES PROVIDED IN REQUEST FILE: 07/03/2000 - 01/16/2006

TOTAL STUDENTS IN YOUR REQUEST FILE: 11

TOTAL STUDENTS WITH NO RESPONSE DATA AVAILABLE: 1

TOTAL STUDENTS FOUND AND INCLUDED IN AGGREGATE REPORT: 10

LESS: STUDENT LEVELREPORTING BLOCKED BY SCHOOL: 0

LESS: STUDENT LEVEL REPORTING BLOCKED BY STUDENT: 0

TOTAL STUDENTS REPORTED AT DETAIL LEVEL: 10

Sample Control Report

Date: mm/dd/yyyyTime: hh:mm

% of Number ofSchool School Name State Number Transfer Degrees

001234-00 Finest State University XX 315 25% 45002345-00 Universitiy of Knowledge XX 210 17% 0003456-00 Big Mountain College XX 176 14% 21004567-00 Learned College XX 109 9% 13005678-00 University of Books XX 92 7% 0006789-00 Studious University XX 78 6% 15007890-00 Library College XX 65 5% 0012345-00 Great State University XX 42 3% 0009876-00 Metropolitan State University XX 35 3% 0011111-00 Community College of the County XX 27 2% 4

Total: 1149 98

National Student ClearinghouseSchool: Pinnacle University

Summary of Student Level Detail - Analysis of Initial Transfers

Sample Summary Report

Sample Unit Record File (Detail File)see your handout for more information

• Student identifiers• Information for other institution attended: name,

OPE code, type (4 yr+, 2 yr, <2 yr), public/private

• Term begin/end date• Ability to see if a student attended multiple other schools• School sequence number

Class Level (fresh, soph, associates, grad, etc.)

Enrollment Major 1,2Enrollment CIP 1,2

Degree CIP 1,2,3,4Degree Major 1,2,3,4Graduation status and dateDegree title (i.e. BS, Bachelor of Art)Degree major (i.e. History, Engg.)

For DegreeVerifySchools Only

For Additional Data Element Schools Only

Sample Unit Record File (detail file)

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Student Tracker queries

Those that can be run by Colleges and Universities:

• Subsequent Enrollment (SE) of previously enrolled students – see who transferred elsewhere, see if a student re-enrolled in college somewhere after earning a credential from your institution, track concurrent enrollment

* the example file that we’ll be working with was from an SE query

• Declined or Denied Admissions (DA) – find enrollments for students who were accepted to your institution but didn’t attend; find enrollments for students to whom you denied admission

• Prior Attendance for Pending Admissions (PA) – for students applying to your institution, see what other institutions they’ve previously attended (this is the only query that looks backwards)

• Longitudinal Cohort (CO) – view enrollments and credentials over a specified period of time for a cohort of students; all students in this file must have the same search date

• Sibling Enrollment (SB) – view enrollments of siblings/parents of current students for Financial Aid purposes

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The detail file gives student level data (I emailed you a sample which should be similar)

First Name

Middle Initial

Last Name

Name Suffi x

Requester Return Field

Record Found Y/N

Search Date

College Code/ Branch

College Name

College State

2-year / 4-year

Public / Private

Enrollment Begin

Enrollment End

Enrollment Status

Class Level

Enrollment Major 1

Enrollment CIP 1

Enrollment Major 2

Enrollment CIP 2

Graduated?

Graduation Date

Degree Title Degree Major 1

Degree CIP 1

Bill Smith 123456 Y 20040101 003754-00VIRGINIA POLYTECH AND STATE UNIVVA 4 Public 20110822 20111215 F NPriya Reddy 456789 Y 20040101 003754-00VIRGINIA POLYTECH AND STATE UNIVVA 4 Public 20120117 20120512 Q NPriya Reddy 456789 Y 20040101 003754-00VIRGINIA POLYTECH AND STATE UNIVVA 4 Public 20120827 20121220 F J NPriya Reddy 456789 Y 20040101 003754-00VIRGINIA POLYTECH AND STATE UNIVVA 4 Public 20130122 20130518 F R NFredrik Erlo 254771852_Y 20040101 002178-00MASSACHUSETTS INSTITUTE OF TECHNOLOGYMA 4 Private Y 20130607 BACHELOR OF SCIENCEPHYSICS 400801Amy White 78963 Y 20040101 003727-00NORTHERN VIRGINIA COMMUNITY COLLEGEVA 2 Public 20110516 20110808 NAmy White 78963 Y 20040101 003727-00NORTHERN VIRGINIA COMMUNITY COLLEGEVA 2 Public 20110822 20111219 NAmy White 78963 Y 20040101 003727-00NORTHERN VIRGINIA COMMUNITY COLLEGEVA 2 Public 20120109 20120507 NAmy White 78963 Y 20040101 003727-00NORTHERN VIRGINIA COMMUNITY COLLEGEVA 2 Public 20120822 20121217 NAmy White 78963 Y 20040101 003727-00NORTHERN VIRGINIA COMMUNITY COLLEGEVA 2 Public 20130114 20130513 A AS-SCIENCE 300101 NFaris Mueller 569712_ N 20040101Jason Fones 15987 Y 20040101 003749-00GEORGE MASON UNIVERSITYVA 4 Public 20110829 20111220 F NJason Fones 15987 Y 20040101 003749-00GEORGE MASON UNIVERSITYVA 4 Public 20120123 20120516 F NJason Fones 15987 Y 20040101 003749-00GEORGE MASON UNIVERSITYVA 4 Public 20120521 20120810 H NJason Fones 15987 Y 20040101 003749-00GEORGE MASON UNIVERSITYVA 4 Public 20120827 20121219 F NJason Fones 15987 Y 20040101 003749-00GEORGE MASON UNIVERSITYVA 4 Public 20130122 20130515 F NJose Torres 78900 Y 20040101 003754-00VIRGINIA POLYTECH AND STATE UNIVVA 4 Public 20120827 20121220 F S NJose Torres 78900 Y 20040101 003754-00VIRGINIA POLYTECH AND STATE UNIVVA 4 Public 20130122 20130518 F S NSarah Olibah 367960288_Y 20040101 004673-00BAKER COLLEGE - FLINTMI 4 Private 20120827 20121214 Q F HEALTH SCIENCES - BS511504 NSarah Olibah 367960288_Y 20040101 004673-00BAKER COLLEGE - FLINTMI 4 Private Y 20060601 CERTIFICATEEKG TECHNICIANRowan Valdez A0010A55D_Y 20040101 003721-00JAMES MADISON UNIVERSITYVA 4 Public 20120827 20121214 F S COMPUTER SCIENCE - BS110101 NRowan Valdez A0010A55D_Y 20040101 003721-00JAMES MADISON UNIVERSITYVA 4 Public 20130107 20130503 F S COMPUTER SCIENCE - BS110101 NAmelia Airheart 227717852_Y 20040101 003721-00JAMES MADISON UNIVERSITYVA 4 Public 20120827 20121214 F F HEALTH SCIENCES - BS511504 NAmelia Airheart 227717852_Y 20040101 003721-00JAMES MADISON UNIVERSITYVA 4 Public 20130107 20130503 F F HEALTH SCIENCES - BS511504 NStu Dent A00108703_Y 20040101 002103-00UNIVERSITY OF MARYLAND - COLLEGE PARKMD 4 Public 20120829 20121219 F M CURRICULUM AND INSTRUCTION130301 NStu Dent A00108703_Y 20040101 002103-00UNIVERSITY OF MARYLAND - COLLEGE PARKMD 4 Public 20130123 20130517 F M CURRICULUM AND INSTRUCTION130301 N

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The Detail file…in more detail!

First Name

Last Name

Record Found Y/N

Search Date

College Code/ Branch

College Name

College State

2-year / 4-year

Public / Private

Enrollment Begin

Enrollment End

Enrollment Status

Class Level

Amy White Y 20040101 003727-00 NORTHERN VIRGINIA COMMUNITY COLLEGEVA 2 Public 20120109 20120507 HAmy White Y 20040101 003727-00 NORTHERN VIRGINIA COMMUNITY COLLEGEVA 2 Public 20120822 20121217 FAmy White Y 20040101 003727-00 NORTHERN VIRGINIA COMMUNITY COLLEGEVA 2 Public 20130114 20130513 Q AFaris Mueller NFredrik Erlo Y 20040101 002178-00 MASSACHUSETTS INSTITUTE OF TECHNOLOGYMA 4 Private

First Name

Last Name

Enrollment Major 1

Enrollment CIP 1

Enrollment Major 2

Enrollment CIP 2 Graduated?

Graduation Date

Degree Title

Degree Major 1

Degree CIP 1

Amy White NAmy White NAmy White AS-SCIENCE 300101 NFaris MuellerFredrik Erlo Y 20130607 BACHELOR OF SCIENCEPHYSICS 400801

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Answering Your Questions...

• What is my institution’s completion rate?

• What is my institution’s persistence rate?

CO (Longitudinal Cohort) query: - for incoming freshmen - for transfer students

Yields: graduation information enrollment rates transfer behavior (aggregate form is different from other query types)

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A table from a cohort (aggregate) report for a CO query:

* this is helpful is you participate with the ‘Voluntary System of Accountability’ (VSA)or ‘Student Achievement Measures’ (SAM)

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Other Available Resources from NSC’s Research Center(these are listed on your handout)

Detailed statistics on NSC coverage:

http://nscresearchcenter.org/workingwithourdata/

state sector_desc Fall_2003 Fall_2012 Fall_2013 Fall_2014**

West Private, for-profit, 4-year 81.00% 85.80% 89.50% 89.50%

West Public, 2-year 86.30% 99.70% 99.70% 99.70%

West Private, not-for-profit, 2-year 80.00% 48.20% 48.60% 48.60%

West Private, for-profit, 2-year 0.00% 46.90% 45.80% 45.80%

Alabama Overall 75.90% 90.10% 90.90% 97.90%

Alabama All 4-year Institutions 92.30% 89.10% 89.00% 98.20%

Alabama All 2-year Institutions 41.70% 92.50% 95.40% 97.20%

Alabama All Public Institutions 76.50% 98.10% 99.10% 99.80%

Alabama All Private, not-for-profit Institutions 86.90% 88.60% 89.30% 89.30%

Alabama All Private, for-profit Institutions 0.00% 39.50% 43.00% 91.90%

Alabama Public, 4-year 96.10% 100.00% 100.00% 100.00%

Alabama Private, not-for-profit, 4-year 87.50% 90.40% 91.00% 91.00%

Alabama Private, for-profit, 4-year 0.00% 25.40% 25.30% 94.40%

Alabama Public, 2-year 41.90% 94.50% 97.30% 99.40%

Alabama Private, not-for-profit, 2-year 0.00% 0.00% 0.00% 0.00%

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Credential Level Lookup Table

http://nscresearchcenter.org/workingwithourdata/

Other Available Resources from NSC’s Research Center