Data Insight Webinar Series: ATD New Data Collection and Reporting Process

achieving the dream webinar before we get started I am going to briefly go through how to use the GoToWebinar technology in case you haven’t used it so first in particular I’m going to show you some of the features that allow us to make our presentation more interactive on your screen you should be able to see a control panel panel pictured right now if you don’t it’s because it is in minimized but you can pull it back out by going to the grab tab labeled be on the visual which hides and shows the control panel there is also an attendee list where you can see all of the participants on the call and for today’s webinar will not be enabling individual audio so if you have a question you can type your questions into the question pane and I can read it to the group or respond privately throughout the webinar all of the pains can be expanded or minimized by clicking on the plus or minus button that are at the top left of each pane Thank You Allison hi welcome to today’s data insight webinar on achieving the dreams transition to the National Student Clearinghouse today we’ll be discussing the new data collection and reporting process my name is Lori Haycock and I’m the acting national director of data coaching and analytics for achieving the dream and joining me today are several other panelists including way songs who’s our director of data management and research as many of you know we manage the achieving the dream database also joining me are is alyson ray alcala know who’s our assistant director of data coaching and she was instrumental in organizing this webinar and will be driving today Thank You else additionally we have Joshua Lee Campbell who is the student tracker services specialist from the National Student Clearinghouse and we have two representatives from lorain county community college Lorraine’s a network college that fully participates in clearing with the Clearinghouse we have Shara Davis who’s there Dean of research institutional effectiveness and public services as well as in achieving the dream data coast and we have Erica Finnick who is a research analyst on her team briefly reviewing me agenda I’m going to just introduce our new data insight webinar series which we launched in march of this year then we’ll dive into the presentation which will take about an hour and then we’ll provide you an hour for questions and answers and discussion with today’s panelists again atd launched this data insight webinar series and march and it’s our intention to offer routine data focus webinars for you to emphasize the culture of evidence in your students success efforts so our first webinar was in march on excel pivot tables today’s of course is on the transition to the clearing house all webinars are Rekluse or recorded as is today’s and are available for on-demand viewing on the achieving the dream YouTube channel additionally we have a section of the website with clearinghouse documents and we will also post the webinar there so that all the resources are available in one place for you we encourage you to follow us on twitter at achieving and to join in data conversations using hashtag ATV underscore data if you’re interested in a particular particular topic for a data insight webinar or you would like to be a presenter please contact allison at the email shown or designate your interest in the evaluation that you’ll receive at the end of this webinar we have upcoming data insight webinar on predictive analytics and the use of leading and lagging indicators that will be held September 17th so please mark your calendar for that okay after a full decade of hosting the achieving the dream data base and data submission site a decision was made to sunset that database for a variety of reasons when this announcement was first made during the CEO and president session held at dream 2014 to great

applause email notification was sent to president core team and data team members on May thirteenth of 2015 about the Sun set and the tradition to the transition to the clearing house and on june thirtieth we did sunset the database atd did however save the legacy data and the latest institutional trend and benchmark reports provided to institutions if you did not download them do not fear we have them and if you submit a request to data at achieving the dream gorg we can supply you with that information we are very appreciative of the data submissions received from our participating colleges over the years the data collected from colleges and formed our improvement efforts for a full decade helped model the importance of longitudinal student cohort tracking and provided colleges with those institutional and benchmark student outcome reports we thank you after months of examining national data collection systems and holding meetings with our data and leadership coaches and advisors we decided to enter into a formal research agreement with a National Student Clearinghouse this agreement went into effect in May 2015 and enables the Clearinghouse to provide achieving the dream with custom data extracts and calculated student and institutional outcomes or network colleges on this communication was sent out at the same time as the Sun set of the database on May thirteenth as well as announcing today’s webinar the data sharing authorization release form and the data collection and reporting guide with frequently asked questions included in the frequently asked questions is the link to the clearinghouses enrollment reporting programming and testing guide all of these resources are available on achieving the dream website but allison is going to send you the link now in your chat frame so that you’ll have access direct access to it during this webinar so there are many benefits of participating in a research agreement with national clearinghouse and these benefits did our inform our decision to enter into this agreement first and foremost ninety-nine percent of our network colleges are already participating in the clearing house we you know conduct a network survey we also conduct routine check-ins with our colleges and we’d heard from many of our colleges that the data reporting to the data submission site was perceived as compliance focused and it was a burden in terms of resources in the amount of time so by entering into this research agreement with the Clearinghouse we are lifting that administrative burden and lastly the National Student Clearinghouse database is the most comprehensive longitudinal cohort tracking data set and it includes an important outcome which we were not able to include before which is the transfer as an enrollment status I’m now going to turn a mic over to Josh who will provide you with an overview of the National Student Clearinghouse that ruin everyone lured Mitch my name is Jocelyn Campbell and I work over the National Student Clearinghouse for those of you who are unaware of who we are maybe only heard of us mentioned by your I our officer by your registrar the National Student Clearinghouse is a nonprofit organization based out of Herndon Virginia that was established that about 21 years ago now for the express purpose of smoothing out the channels of communication between all the different actors in the education world originally that smoothness channel is set up to make it easier for educational lenders and colleges to speak to one another and it’s expanded as time has gone on on purdue’s these days we have more than 3,600 participating colleges in the US and that is open to any degree granting title for school in the u.s. we are especially strong in the public sector community colleges public schools we have more than 99 and a half percent of their students are with us we have about ninety eight percent of all post-secondary students in the country come to the National Student Clearinghouse data set these days then we do have a whole basket of services only if you them really are we need to focus on our mentioned today the first one is the one that every school that participate with us participates with that is the enrollment reporting service

or the court what we call for service for that was the service that we started with all those years ago and that is an enrollment reporting service that allows a college to make our enrollment report to a single source dubbing their house who can then hold that information on their behalf and report to any authorized parties is josh still enrolled there if you withdraw its josh a full-time student see at halftime students so on answering enrollment questions so your registrar’s office is your records officers are inundated by thousands of Scott calls on a weekly basis a few years after we got started we began having people of protests and with questions research questions sitting correctly that him by virtue of the information you’re collecting for this enrollment reporting services you have to be able to answer these very basic enrollment questions we have and it happened often enough that we established the student trapper service as a way of normalizing and standardizing our ability to assist researchers and whether they be I our offices or maybe they’re evaluators College accreditation boards people that have a legitimate reason to ask these questions and have the right to try to figure out the answers most colleges around the country who participate with us do participate in the student tracker service as well as a benefit to the college’s this allows the college’s to track their own alumni or attract those students who may be applied in school with in decline to attend the school these kinds of questions of what happened to our graduates and what happened to kids that we wanted to come here but they never came here the third service that plays into what we’re talking about today is called degree verify of the schools that participate with us about eighty-five percent also participate let’s hope degree verified this is no service we offer to the registrar’s office specifically so when I’m applying for a job and I’ve cooked down that I went to Norwich Indian Community College I got my associates degree the employer instead of hanging on the phone with that College will be told please contact Clearinghouse then go to the clearing house where we have a dedicated staff to answer these kinds of questions I was told and I have a clearance I have a background permission here to look that jobs got an Associate of Science in 2003 disk and we can confirm yes he did or we can’t find that record so those are the three kind of main service of that play into our ability to assist achieving the dream and what they are doing in their outcomes as for security because that’s an eternal concern in question for everybody that warms and education I believe we’ve never had a data breach NSC security is extraordinarily tight i’ve worked in education throughout 16 years down a variety of high security environments and it’s particularly secure all data processing all communication happens within our own closely held secure channels and secure of processing areas nothing is left out on the web nothing is left out there were to be stitched away and we do this on a very regular basis we transmit millions of records a week back and forth of large lenders and we use the same security calls with the college and university that work with us as well the files that come to us from you we take in like normal any data files that we provide to achieve the dream as parlous project however will not contain any personally identifiable information there we know social security numbers that we know college ID nothing like that gets passed along to achieving the dream excuse me the data that we do host its own dedicated virtual server and a TD actually took a fair amount of time investigating our security methods as well to ensure it meets their standards as one portion of security and privacy that we require though an 80-degree to so we wrote into our agreement is that achievement dream will not publish any institution level student outcomes to anyone except the institution themselves so they won’t be spreading around how your specific students performs that only goes back to you so I believe that covers all the data the data security did this is the result next I’m going to present in details what data achieving a dream is going to get from the National Student Clearinghouse and what student success outcomes were going to report to our network college’s first achieving a tree will continue to promote cohort based longitudinal do and data tracking therefore the student cohorts who are

going to track through the MSC data will be defined the same as those from a TD database which means they are first-time students to your college in the fall the degree seeking and they include both full-time and part-time students for student success outcomes as many of you might have known traditionally the HED student success model includes five student outcome measures the first is completion of developmental courses and progressions credit-bearing courses the second is completion of gateway English and math the third completion of attempted courses with a grade of C or better the fourth persistence of photostream and 44 and finally attainment of a certificate or degree with NSC data a TD will be able to report following outcomes persistence of for the screen and thoughtful full time equivalent weeks of enrollment attainment of certificate or degree and transfer to other post-secondary institutions so persistence and degree attainment are the two student outcomes that overlap with what we track threw a TD database colleges will see consistent reporting of this two outcomes further who will this aggregate student outcomes are subgroups the data reports we provide it to the college’s to the HED database this aggregated of five student by race gender and pale recipients battles with the NFC data who will continue to this aggregate student account arrays gender pal status and we will be able to add two more suitors students environment in developmental education coursework and the first time ever in college status in the past some colleges also submitted first time ever in college status to the ATT database but we will get much accurate information of this indicators to NFC because NSE cross-check students higher education history through their comprehensive national data warehouse so in order for us to disaggregate the Student Success outcomes and report to all colleges we encourage you to begin reporting the four data elements race gender pale recipient status and developmental education enrollment to NSC as soon as possible but no later than October 16 2015 please note that why you cannot refer to actually report those 14 elements for prior terms if a student started with earlier cohort and the still current Ian road the four data elements can be populated back to the earlier record we have a scenario here for populating student characteristics for example Cara and Anthony both state began at a college in for 2012 Antonia Syrian road in spring 2015 a care is not once you start populating the four data elements and upload was the spring 2015 beta Anthony’s earlier enrollment records will be updated with the field but Cara’s will not dislikes looks a little bit busy um it presents a specific student outcome measures will include in the institutional data reports will provide to the network colleges using NFC data each year will receive data on for student cohort that started in the four of the most recent for defendant years for persistence will report the percentage of students persistence water screen and percentage of students persisting for to fall by cohorts for progress at the only people should use the number of course credits completed in the first and second year as milestones to track academic progress NFC has yet to collect course credit information but they do have a plan to collect such data very soon so these four declared information is available will you full time equivalent week living enrollment as a proxy to track student progress so we will report the average number of full-time equivalent weekly enrollment in the first and

second year and then we will report student status at the end of 3rd year and the fourth year including percentage of students who graduate with a credential percentage of students who transferred percentage of students for stealing road at the same institution and percentage of students who are not involved anywhere for graduates will report the distribution of a wartime and field of study of the highest credentials at the ATP College version road this is a sample institutional data report we provide it to network colleges through the AED database some of you might have seen this before this report is in Excel each individual’s have in the file features one student outcome and includes a data table and a graph this particular worksheet is on student persistence in the data table as you can see for each student cohort we report a total number of students in the tool board and the number of percentage of students for system fall to spring and fall to fall and below the data table there’s a trans line graph we will also create such data / report for our colleges using the NFC data it will be something similar but hopefully better looking also as I mentioned earlier each year we will get data on for doing cohorts from MSC so in the first couple years you probably won’t see too much of a trend line but it will build up as we continue our collaboration with MSC in addition we will provide benchmark reports to our natural colleges the benchmark report presents ecologist performance on ATVs student success measures with two external benchmarks this will enable colleges to compare themselves to one a TV network colleges who entered in the same year and two full ad network colleges regardless of entry year as we mentioned earlier in data security each individual colleges student outcome there is only accessible to that college for example College a would not be able to see the graduation rates of college be in the future additional benchmarks may be available such as by state or by a custom list of colleges this slide is a sample benchmark report from the atd database on each student success outcomes you will see a graph or three trend lines for example this worksheet is on persistence rate the first line is the persistence rate of your college by student cohort the second line is the average persistence rates of the colleges that join a TV network in the same year as a college debt and a search line is average for this average persistence rate of the colleges in the whole a TV network and you also have a data table for each graph so these are on the beta identified as now I will turn this over to Maurice Thank You way so while achieving the dream realizes that the National Student Clearinghouse data does not include all of the data elements that were in the achieving the dream database we will still be tracking the same student cohorts and we still strongly encourage colleges to continue tracking the progression of students through developmental education sequences and through the completion of gateway courses just without having to report that data to achieving the dream additionally we are encouraging colleges to track the achievement of credit milestones as a measure of productive persistence and your definition may vary based on your state performance funding measure if you have that or what your state definition is but we’re encouraging 12 years 12 credits earned by the end of year one and 24 credits earned by the end of year to additionally as a resource we will be launching a digital data discovery guide next month as a resource for you it will be published on a digital publishing

platform it will be viewable on your phone your calculate your desktop and we’ve used the tiered data approach to include that foundational data that all colleges should be looking at as well as some more mature data analyses that you can use based on your level of maturity embedded throughout the guide will be links to data templates that you can use YouTube videos and other resources and will cover topics such as data visualization how to engage others in data conversations how the host data summit and a variety of other resources for you so sometime in the near future we’ll be hosting a webinar on that for you as well okay and now I would like to turn the mic over to will be turning to Mike over to Shara and Erica to talk about Lorain County Community College’s involvement with the Clearinghouse but before we do just let me give you a little bit of context on their college on lorain county community colleges in Ohio near Cleveland it’s a public urban serving single campus with a fall headcount of just over 12,000 students Lorraine joined achieving the dream and completion by design at the same time in 2011 they fully participate in the National Student Clearinghouse including they report on all four of the optional data fields race ethnicity gender health and developmental education and they’re going to show you how they have integrated the National Student Clearinghouse data and to their institutional student success dashboard as well as into their state and national reporting Thank You Lori this is Shara Davis from Lorain County Community College so like Laurie said we wanted we were asked and and just want to give you a brief overview of some of the applications for us in using the National Student Clearinghouse data we really have found this data to be extraordinarily valuable on a variety of fronts which includes again our federal reporting you know worker currently using the clearinghouse data in support of our iPads reporting the National Student Loan data system recently many of you in I our offices or registrar offices may have had a communication that gainful employment is now possible in fact i think the Clearinghouse is asking for those agreements to be signed by July thirty-first I’m so that’s coming up quick but we certainly are participating in that and Laurie mentioned that we’re a completion by design and the Clearinghouse data I believe it’s our student track our data that we use to report to completion by design so a variety of applications for our federal national reporting certainly our state reporting Ohio is one of the states that is shifted to performance-based funding and the Student Clearinghouse data is something that our Ohio Board of Regents have been working with the student clearinghouse again to make sure that we have all transfer rates are our state could track the data through our public institutions but not our private and so the incorporation of the Student Clearinghouse into the performance-based funding model has been very important and then we’re really going to drill into and give you some screenshots of how we as an institution have utilized the clearinghouse data for some customized applications Laurie mentioned our student success dashboard and again we’ll show you a couple of screenshots we also have a very very strong University Partnership Program a little bit unique in terms of universities offering many many different programs right on our campus and so we’ve used the clearinghouse data extensively to inform you know the the identification the design the articulation and to track you know accomplishments through our University partnership programs so I’d like to hand over to Erica Erica were a little bit unique I know that a lot of the APD colleges the registrar’s office is handling the student clearinghouse reporting we actually handle that through ooh our I our office and erica is our resident expert she handles all of our Clearinghouse data submissions as well as a lot of the analysis when we get the data back to inform the applications on our campus thank you sure so the first part we’re going to go through is how we apply it to our national reporting so as sharra and mentioned we use the National Student Clearinghouse in a number of ways not only for our national recording

but for some internal pieces as well so the first piece that we use it for is iPads and as everybody knows being part of the federal compliance we all have to report our transfer out rates for on the graduation rate survey and in order to do that what we do here and again to leverage that National Student Clearinghouse we upload the cohort that they’re requesting and make sure that we were able to get back that specific information tailored to that cohort that way we have accurate information saying that those students have gone on to another institution and where they have even gone on to so that allows us to do that seamlessly again we’re able to include those private institutions the four-year institutions and out of state institutions as well so it gives us a little better a robust data when we’re when we’re trying to report those kinds of things the next piece that we’re going to go to is the National Student Loan data system and again this is another compliance piece that institutions have to do and a lot of times the registrar’s office in the financial aid office take care of this reporting and here because I guess sharra mentioned we are unique are I our office is the central repository for all of the reporting and we have found that us our office reporting the NS LG data has actually made it more of a seamless process for us because not only do we have information the registrar’s office does and so does the financial aid office and financial ages our frontline for our students they see students coming up maybe making requests asking for mation about their loans and so they’re all able to access that data where initially they would have come to us to verify and then had to go back to the student they can do it proactively on their own and kind of go through that stuff by themselves and again we’re always here to help if they need and then the gainful employment piece we’re going to start we’ve signed the agreement to report this year all the past data through the gainful employment through NSC and again because we’re we’re a centralized reporting system um you know really our registrar’s office looks to us to be familiar with the data nuances kind of the file structures what kinds of things need to be reported what things we need to look for in terms of data anomalies and do that data verification and we’re able to work back with them and have that open communication again about you know here’s some of the things that we’re seeing is this is this how we should be reporting and those types of things so able to have more of a conversation for data integrity rather than the nuts and bolts of things and finally for our national reporting we come we are a part of completion by design and they request that we submit a student tracker file and we basically before we submit it we have to strip out certain fields such as name and a couple of other pieces and then and then submit the file for that to them and they use it and apply it to their five-year measure outcomes and so that gives us a more robust again measure for not only transfer but now we’re able to see our students transferring to a two-year or four-year are they getting a degree at not only our institution but are they getting it at that institution that they’re going to next so are we setting our students up for success for the state reporting as char mentioned Ohio is moving or has moved to performance-based funding and we now receive points based on the number of students that transfer out in a given year and that is part of that initial conversation when we remove to that direction Ohio and said we can do public we can do in state institutions but when it comes to those private institutions when it comes to that out of state they just didn’t have that information so they’ve been working on an agreement there’s been a lot of conversations at the state level at trying to get the msg data because again it’s going to provide a more robust picture of where our students are transferring and then again providing us with the points basically for those that are transferring out to an out-of-state institution so I’m going to hand over now to Shara so we wanted to also in addition to compliance reporting provides you with a brief snapshot of how were utilizing the clearinghouse data really to inform our student success planning our problem-solving and our decision-making on our own campus and again the clearinghouse data has been extremely valuable for us we’ve

used multiple sources of data of course but the clearinghouse data has been a key component for what feeds into our student success dashboard that we’ve created so again I want to just give you a couple of screenshots starting with some of the institutional level data that we utilize if you look at this actual slide you’ll see the tabs across the top that kind of tells you the organizing structure of our student success dashboard so we have an overview you know peace for folks which describes things like cohort based data tracking and some other important definitions to be able to interpret the data on our campus this student success dashboard is available twenty-four-seven on our internet to all staff faculty and we’ve done a lot of training i think we trained over 100 or 150 folks on our campus on the utilization of this so that it’s actually again informing our Student Success work but we have the data broken down at the institutional level we have it disaggregated so that again we can be watching monitoring closely any achievement gaps that we’re seeing we also have spent an enormous amount of time analyzing key performance indicators at the program level which has become very important you know for a tool for our faculty again to track student progress in momentum and again to inform you know where our students are not succeeding with in the pipeline at the program level and then we also have course level data that’s available to too many of our folks so this first institutional level data if we can act yet there we go you know if you look this is the success measures that has been selected here is actually completion and then transfer rates and you know again this gives you a snapshot for three student populations that we as an institution made a conscious decision that we wanted to track over time all new students are dead students and our first time ever in college students minus the dual enrolled students and again this is showing you you know how again one of the ways in which we’re using the Clearinghouse data all of this is we also made a conscious decision as an institution to track this data over a five-year timeframe so it is again cohort based and it’s based on that five-year a timeframe but you can see what we’re able to do here is use the Clearinghouse data to see how many of our students within that five-year period or transferring to a to another two-year institution without obtaining any kind of credential from Lorain County Community College we are also using the Clearinghouse to drill into transfers to four-year institutions and we track that again you know because this is part of our performance based funding model we’re able to use the Clearinghouse data to track whether or not they’ve transferred and have actually earned 12 credit hours from Lorain County Community College prior to that transfer and then we look at those who you know less time sorry less than or more than 12 credit hours and then we look at the rate by which our students are transferring with actually earning a credential from us first so again just gives you one snapshot of some of the completion data specifically the transfer late rates at the institutional level we also you know again in being an achieving the dream institution we look at the disaggregated data and this one we’ve actually selected as the succession measure here again completion and use that you can see somebody could actually go into certificate completion within five years degree completion within five years transfer rates and then thereafter prompted to kind of select one of the student characteristics we’ve actually pulled transfer rates and our pell eligible population and again you know this kind of gives you a snapshot of you know what we’re seeing for this particular student population i mean obviously you can see that our transfer rates are much much higher for our non pail you know students and if you look down further it’s really two four-year institutions and so again you know it provides the ability for us to do with deeper dives i’m really drill into the data based on many of these factors again for which the student clearinghouse data makes this possible for us the other one that we wanted to show real quickly is the program view of this because again this is this is the information that our faculty and provost office are using again to track student progress through each of our programs

and again we pulled the the actual completion data here and this is actually looking at you’ll see up above the faculty and others can go in and they can look at any academic division and any particular program this one happens to be our universal arts program but you can see that within that five-year period we can take a look at how many students have completed a certificate an associate degree are transferring again you know based on these the categories that i described in the the earlier piece and then we can see who’s still enrolled and who’s no longer with us so again much of this is word through the Student Clearinghouse data to help us look at this broader picture you know I think this is has become more and more important as many of us are focusing on pathways for our students and again trying to better understand that that deeper dive into again where our students are struggling within within the pipeline so just an example of the program view we also do some things where we’re integrating our Student Clearinghouse data in the with with some of our other data and information so on the next slide we have the aggregate view and this just shows you how we’ve you know we can take the transfer data and look at it combined with you know the percentage of our students for each of these three populations that are actually earning a credential and or transferring within the five years and then below you know we’ve looked at credential transfer and persistence you know this has been one that our district board of trustees you know and kind of monitoring a couple of key metrics continues to look at overall so again just an example of how we’ve integrated the Student Clearinghouse data you know into some broader key performance indicators and then one last a couple of sides you know we we again because of the strength of our University Partnership Program which we worked on now for a couple of decades we really really rely on the Student Clearinghouse data to look at the colleges or universities that our students are transferring to and again you know you can see this this snapshot this is kind of the top 32 colleges and universities and you know there’s a blend here again of the public and private and so very very important to us that we have the ability to track this information to inform existing partnerships new partnerships with with universities we know where our students are going when they transfer from from our College the other thing that we like Lee about the Clearinghouse data in again informing that planning and decision-making around our University partnership programs is once a student completes a program at the University we then have that data on the at the actual program level so you know we can actually go in and look at what are the programs of completion and does that align with the partnership that that we have in place so again just some examples of some ways that we’ve used the Student Clearinghouse data to you know again inform the design the implementation of our Student Success dashboard you know our goal has really been you know to get data into the hands of our front lines and and this has been one way to do it in the Student Clearinghouse data is a particularly valuable tool for us you know it’s also just building on Lori and way you know the importance I think of incorporating you know because we know the disaggregated data the student characteristics are voluntary but I think very very important from an achieving the dream perspective from our perspective again and being able to monitor those achievement gaps so the last piece that we want to highlight before we hand back off to Lori is you know a couple of recommendations you know we again are I our office handles the suit Clearinghouse data but we have a very very close relation ongoing relationship and communication system with our registrar’s office they help us quite a bit you know when we have oftentimes we’ll have missing data and that kind of thing that they assist us with and so you know one of the things that the achieving the dream colleges might want to do given the importance of the registrar’s office is to make sure that both ir and the registrar’s office are included on the achieving the dream data team we you know again allow our

folks we all have access to the data and information so really what it tax for us is the integrity the quality of the data that we actually submit to the National Student Clearinghouse and then are able to get back from the Clearinghouse on the back end so you know building that bridge between the IR and the registrar’s office I think and like Erika mentioned you know we have that with our financial office as well so I think building those bridges are very very important and will continue to be as achieving the dream shifts to the Student Clearinghouse data Thank You Shara and Erica that was extremely helpful and I do echo Shara’s comment that we really achieving the dream is encouraging you if you don’t have a member of the registrar’s office on your data team to include them now because of the importance of this clearing house and using that data for your student success now I’m going to briefly review the project timeline with you an order for the National Student Clearinghouse to be able to share your institutions data with achieving the dream we’re asking each college to sign and return the data authorization form to achieving the dream by July thirty-first of this month the form you can see the image of it on the right hand side of your screen requires an original or what signature but you can scan it and email it to data at achieving the dream board we’ve already received you think over 60 but we would like to have those by the end of this month and if you have questions about that form there should be directed to Joshua Lee Campbell whose email you’ll have and who’s here today who can answer any direct questions you have by October 16 2015 colleges should have submitted all requested student enrollment in graduation records for the 2014-15 academic year or including a cutoff date of august 31st for the Clearinghouse to take a snapshot of that data late November achieving will dream will receive the network college data back from the clearing house and in spring 2016 a TD will share institutional and benchmark reports to view similar to the samples that way illustrated each state has their own National Student Clearinghouse director that we have those listed here they’re all in it was hard to see they’re also included and the reporting guide that Alison since you will link to in your chat frame but every state has a clearinghouse director and that can be your go-to person for specific questions you have about uploading your data okay now we would like to turn our attention to the question and answer portion thanks Lori so we have been getting lots of questions throughout the presentation and and so will I’ve been answering as much as we can but there are a few lingering questions we’d like to get to that I think would be beneficial for the group to hear and so first we have someone asking a specific question for Lorraine on what application do you use for your student success dashboard so sure or Erica could you chime in on that sure this is Erica we use an essay p product called dashboards it’s a pretty robust tool it allows us a lot of flexibility in creating the entire piece of it we create all those no transitions all looks everything so again it’s an essay p product called dashboard the other one we’ve drilled into some other potential products recently tableau is one that i know a lot of folks are utilizing you know in our comparison of you know for example to tableau to the dashboard product s AP product that we’re using we found not huge differences so you know the it’s probably best to look at from the perspective of what most affordable you know at this point but I know tableau is another one that many folks are using great thank you we have a question regarding the NFC authorization form and the question is who at the college is receiving the form and does someone specific have to sign the authorization forms the

authorization form should be signed by whatever office initially signed your agreement with DNS see I say the office because of our doll have been with the NFC for 10 15 20 years and I’m not assuming the same person is still there but maybe it was the president’s office maybe as a dean’s office maybe the office of the registrar whoever sorts your head NFC contact at the school is to be the person to sign it or whoever has you know authority to make legally binding reven on behalf of the school if you’re not familiar with who sort of your primary NFC press on campus is I start by asking a registrar that would sort of where we got our start with most colleges with it was the registrar’s office and most time LEDs registrar’s office OVI our office or not the ability to be able to direct you to speak to this person and they can they want to help great thanks Josh all right another question that we have come in is let’s see well fall to spring and fall to solve persistence be at the same college or at any college I believe way is going to answer this this will be at the same College okay great let’s see um we have a question that has come in about what the reports will look like so the reports we showed where previous past report so this individual is asking what the new reports are like what the new reports will look like we have not designed those yet but they’ll be very similar to what weight demos for you it will be in Excel workbook for you on each of the Student Success tabs and dis aggregations as well as trend lines so will be very similar to what you’ve had in the past but we hope to refine them and deliver a very nice data product for you great thanks sorry our next question is regarding quarter system versus semester with a National Student Clearinghouse adjust for quarters versus the semester systems the wait anything else we can part the way that we’re actually doing dealing with this is your school report to us specific dates do you afford to us to date the term again to the date the term in and so our reporting is actually looking at the weeks in there so it doesn’t matter it matters less if it’s bundled up in a semester or trimester or a quarter as far as looking at sort of effort over time we’re sort or taking a look at number of weeks that are being reported by the school okay yeah and if any of these if you guys have follow-up questions to our to our answers feel feel feel free to type them into the question pane our next question is regarding international students and they just want a general answer will the data be available for international students as in the cubes that comes us can school yes we rely on the role reporting of the US schools so their role that are spending us school they’ll be here if they head back out if they veer for here in the bounce back out of the country we don’t collect international okay okay great ah let’s see alright so the next question is where can I find more information on what and how to submit the 2014-2015 data to the National Student Clearinghouse I am not the person responsible for enrollment reporting so I need to be able to communicate what is needed to our registrar ASAP two sources of information here I recommend first source you can get on your own is just the National Student Clearinghouse website because under the college’s tab click on the student tracker tab under that and you’ll gain two things like the core programming guide by Chevrolet TV that will walk you through what the standards are down to how many states is can teach think tank up beyond that though and may be more helpful than that would be to have a talk with your registrar about what these needs are and have to registrar contact student tracker at students learn how sore that email address or your registrar may just have a point of contact there already we’re out them to our one of our student tracker coordinators who has been assigned to your school and probably has been for a few years down the never had any personal interactions understands what kind of rhythm your school’s establish about when they’re getting data in all the files you can coming in

clean or a to go or just a school that we have to turn around a couple of Corrections or that kind of thing what your coordinator it’s very council didn’t do is they’ll be able to reach back out to your red star on the phone with them to nail with them and help walk them through the process and make sure that they have a clarity of understanding about what’s going to be the file and how its formatted how it comes to us so those are two routes out suggests its first get online take a look what we already have up on the website just familiarize yourself then Italy have a heart my heart with your registrar encourage them to contact us directly so we can get something person customized help to them great thanks Josh violently that achieving the dream on our website and Alison sent to all the link in your chat frame has a data collection and report guide with frequently asked questions with the emails and the references and resources that Josh just referenced so that is a good place to start as well great sorry next question um is the following see um so for the National Student Clearinghouse enrollment requirements for Devon Pell Grant FTE are all optional and have not yet been reported by our College well we have to resubmit these files for 2014 2015 well you can’t go that you can’t resubmit a file for a term that expires that’s not all what you’ll need to do is basically start kicking up those optional elements from your next submission to us now on the upside if the student is still enrolled in school let’s say you’ve had Josh in your school for three years now you still enrolled this year’s you can attach health status Devon I think Josh’s record and that information will stay with Josh that wants it comes to us we sort of attached to that individual and it stays there if I graduated last year though and we’re well past last year where to the fall 2015 submissions you can’t go back and resubmit the 2014 record that’s just the opportunity it’s all so that surprises just get yourselves geared up and just start from your net your calls next submission of getting that data into us thanks Josh our next question is for Shara and Erica someone would like to know what the size of your IR staff is or institutional effectiveness staff at lorain so I oversee the the i RI e function here have to research analysts Erica which is one who are both extremely fantastic again given that all of our work is centralized on our campus for compliance and all of these types of efforts and then we have an administrative assistant and one other who handles a lot of the primary data collection work you know that we do so a lot of the survey work and some other things we’re fortunate in that we have some wraparound support we have an institute that has for 25 years provided research services to the community at the cost recovery Institute we’re house together all in one division and so we have analysts that that now they’re serving clients but you know we have the support back to the I our office for which we are extraordinarily fortunate but basically just to research analysts that handle all of our data extraction and reporting for all of these purposes and all data requests on our campus great thanks Sharon so next question is the following as we have concerns about the accuracy of our National Student Clearinghouse graduation data how would we correct it first wish I would have a dish what kind of concerns are you talking about are you talking about kids that have moved on other schools and you are certainly graduate from a four-year school that’s something report back as it students that are graduating from your institutions within associates or a certificate that you’re worried aren’t showing up what kind of concern here I have to ask okay so um maybe for this person if you can follow up with your with that answer and the question pane if we have time to get to it we will if not we can try to connect you with Josh following this webinar okay so the next question is the following is it possible to include age range as one of the demographic characteristics we have a large percentage of non traditional age

students i would like to track them you you yes alright sorry for the pause we’re discussing internally so just give us that give us one more second so not at this time we have not included that in the research agreement this is our initial pilot year with you know this transition to the clearing house so that’s something that we can revisit and consider for the future all right so the following question is how many years of data can be submitted to the National Student Clearinghouse for the initial a TD report if your school has never participated with the clearing house before we will take all the data you can scrape up we have had for when we first got started we had some colleges universities with very expensive very old records that literally submitted more than eight years of information to as it warms most schools don’t have the resource deal back and do that but if that is a one-time just getting started thing only what we have to do is be assembled all those of your single mass data set and start start your school population our system after that initial submission it just needs to be the current turn the current form of the current semester that comes to us great thanks Josh the next question is again probably for the National Student Clearinghouse um does the NSC have clear guidelines about the definition of death of a dev ed student or does it leave it up to each college to define that is defined by the institution great but in terms of the clearing house this is a debit it’s a yes no flag it’s not by subject area it’s actually that they enrolled in developmental education coursework not that they were placed but they actually enrolled by their behavior and as at that course and they have to be for that term all semester okay so we have a question from one of our new 2015 cohort colleges and should the 20 2015 heg cohort colleges who attended the kickoff in June submit National Student Clearinghouse data yes great and each of each colors that the kickoff was given one copy of what services they were participating in and whether they were reporting any of the optional data element so your data coach was given that and should have shared that with you but we have that as well and are happy to provide that again if you email data at achieving the dream job org all right we have another question for Lorraine and someone would like to know how long it took for LCC to develop their student success dashboard many colleges have rolled out such things and our administrator our administration sees them once one but they think it cannot it can be accomplished overnight so if Shara or Erica could you chime in on the timing of your student success dashboard you know from conceptualization you know to completion in terms of women work constantly tweaking the the dashboard but to fully rolling it out to our campus community it was about a year you know I think I mean you know there’s a lot of technical work I’m an analysis that goes into that it’s not a dynamic system so you know we are constantly updating that after each term after you know each academic year but I think you know for us one of the challenges in getting started was to get consensus from the campus community on things like what exactly are the student populations that you’re going to track you know again we had many conversations at multiple levels you know through our engagement our student success engagement work and we landed on the three population you know there’s also the decision point of something like you know what’s the timeframe you know is it completion within three years is it completion within four years we we made a conscious decision as an institution that we were going to track over a five-year period and that made sense for us because at least two-thirds of our student population or part-time and so you know it’s that kind of engagement in this making that has to occur on the campus you know to inform than the design of that of that system but you know we found the dashboard software to be

pretty easy to navigate through great thanks Sharon let’s see and I’ve been getting several questions again about the the presentation for today we will be emailing out so if you if you join the webinar late we will be emailing out the powerpoint presentation following this webinar later on this afternoon and again the webinar will be recorded and available on our giving the dream youtube channel so a quick follow-up question again for Shara and or Erica and where is your dashboard placed for example in Argos so there’s a really good question and that was something we wrestled with on our campus for a while we wanted to be able to have it in a location where faculty and staff could access it and administrators anytime they needed to because again it was all about getting the data into the hands of the people when they needed it when they were able to look at it and so the best way to we could figure out on our end is we have something that’s called our SharePoint site and it’s actually located on our internal internet or intranet come and so a flash version of our dashboard lives out there so somebody that is trying to access it actually has to have a login to get into that site in order to see it so that’s where it is currently in just to piggyback on that you know one of the things when we designed this it is a continuous improvement tool for our institutions so you know we knew that this was something we wanted to be accessible internally it’s not externally accessible for a variety of reasons again you know we’re trying to and do some trans perrin see throughout our campus improve you know data utilization campus-wide but it’s an internal continuous improvement tool which is why we but that didn’t take us some time to figure out how we were actually going to make that available through our internet great thanks sure and so we had a question from someone about the JBL system and how they can go back and just into the system to see their old data so I think this was mentioned earlier in the presentation right so that database has been discontinued but achieving the dream has the legacy data as well as the latest institutional data reports institutional and benchmarking reports that were provided to you so if you email data at achieving the dream gorg we can work with you to get you that those legacy documents thanks Lori our next question is the following do the colleges have the ability to revise the data after it has been submitted to the National Student Clearinghouse high dose of all is the fun answer if it’s in the same term so let’s say you get your fall your first year first of all reporting to us here that what kids showed up the game of semester do you realize a couple weeks in that there is a mistake or da make some corrections most colleges will give us reports three to four times a term so in that next report after the add/drop period closes or that in the semester report make sure you’ve got your corrections in there submitted to us once the term is closed out you can’t really roll backwards okay and again if you have more specific questions feel free to follow up through email and we can try to answer them the best durability and all right here’s another question for you Josh are many private four-year institutions signing on with the National Student Clearinghouse we currently have about ninety four percent of all traditional private schools and we have about 78 civil for profit products great thanks our next question is regarding the effects on to your implementation plans so someone would like to know how these changes will affect our severe submitted implementation plan it seems that we are on our own with respect to any data not collected and available with the National Student Clearinghouse note next month the digital data guides will be coming out that will show the foundational data that you should be looking at they’ll be templates in there for like your top 25 highest enrolled courses you know by success rates and a variety of things that you should be looking at including you know your debit

course sequence in your gateway courses and we will be providing that resource to you next month and you have the benefit of your data coaches as well who will be partners with you on this journey great thanks Lori the next question is the following do all of the new trend reports reference National Student Clearinghouse data only or is a trend also include info that we have reported in the past the intention is to report the student outcomes using an STD or owning but we can do some exploration to see that NSC student course that comes compatible with the historical atb database cohorts so possibly we want to have a trend line a longer turns my weekend if their flower lunch we can use some public dotted lines to show historical student outcomes and then the concrete lines to show the NSC trend line that’s a possibility but we can’t guarantee that we also want to be clear that because some of the colleges are not reporting those for optional NSC optional data elements the gender the ethnicities appel the dev ed that until colleges start populating those fields there’s going to be gaps in the data and the trend line until the reporting collection catches up and we have a more comprehensive set that includes those four data element so there will be a lag until we have perfect disaggregation and trend lines for you and recover with regards to those four data elements if you have not been reporting them previously thanks Lori all right so it seems like our questions are winding down let’s see if a few more are coming in and I think we might have another one the webinar a question about when will the recording the webinar be available ideally I later on today but at least tomorrow you every attendee will be receiving a follow-up email with the direct link to the webinar and the presentation in all of these materials that we’ve given so we have a follow-up question regarding cohort definition well the National Student Clearinghouse be determining our cohorts or will we be notified of who they are as we explained earlier Dustin cohorts will be defined the same as the cohorts and using the a.d.d database so there will be first time studying at your college in the fall degree-seeking including both full and part-time so since the college has been submitting data to national student class clean house all the time so we were just giving NFC the specific instructions how to pull this student from their database thanks way so our next question is a four-year colleges which restricts access to student records will our transfer students who transfer to that college be counted in the metrics if you’re asking about four year schools that don’t generally share their students through student tracker I will decline at this time it’s like to confirm something I want to concern I want to confirm something right public safety handsome let me get the answer to a CD though and they can send it out yeah with the vmail we can include it in our materials and I have your the individual specific contact information so we can follow up with you directly alright we have another follow-up question um see how well the institutions submit the optional field to the National Student Clearinghouse the house committee is the formatting is all included the core reporting program and programming guide that your registrar’s over evers responsible for submitting that data to

us should already have if they don’t have the updated one please encourage them to get the most up-to-date one the most updated 81 on our website so just if you get the feeling that your registrar may not downloaded a copy in the last five or six years please ask that you so and take a look and we have a link to that in our transition guide as well all right and we have a question about first timers and is the cohort first time in college or first time in curricular is every sense I guess like a nice three for the cohort its first time at your college alright but again the clearing house will be you’ve given them the cohort definitions you’re submitting all the data you voice submitted plus the optional fields they will define the cohort for you right so following up on the previous cohort question um we have a question I stated the following what what about former dual credit students students at our College to matriculate here after high school traditionally we only count the students on until the formerly enroll in your college this is a bit tricky I don’t know how to do that with a messy are they are the ghouls roll students very high school 2,000 degrees the first question I’ve asked and that’s what a tag that we asked where the first foray is are they degree seeking students so under degree seeking student and the role right input and my anecdotal experience is that a lot of dual role of students that are so high schoolers are not marked out for are marked down some homies yeah we only count them through the edge of the base pony Conda on to the same degree seeking and formerly road as a community college in the cooler alright thanks and if you have again follow us to that answer just that email us directly and we’ll be happy to discuss with you personally another clarification question if we’ve already participated in the National Student Clearinghouse and past years then are we just starting to submit on let’s see are we just starting submitting on they said august 31st 2015 data o Isis I’m starting to submit the august 31st 2015 data by October sixteenth is that correct know that you’ve been submitting to us over the years passed I hope I’m going to stay here for question correctly that’s great you’ll pretty much keep doing what you’ve been doing add in those couple of those extra data elements if you have been doing that the cutoff is august 31st so whatever you don’t have to us by august 31st we won’t take into account for that how you want that together cohort so if you want to be sure you’re including someone get in by august 31st or won’t become on to the next cycle because that’s when Tennessee will be taking the snapshot of the data for your cohort and one one more clarification the August it’s an honest 31st deadline because we’re trying to give you that long to capture everyone who finished the previous spring and that summer term you don’t need to get us your fall enrollment by august 31st that beckons later so for example if everything is already up and running and all this 31st 2015 is coming up what we’re looking to capture by august 31st mars your graduates from spring and summer of 2050 not your all twenty fifteen kids already just going through our question some of these um we’re planning to follow up with you individually they’re very specific questions so if we don’t get your question right now don’t don’t worry we will we will provide you an answer we have all of your contact information and the specific person who’s asked them so we’re just looking for some more questions that are appropriate for the large audience also we wanted to extend the offer that

if there’s a state system on here or to sit a larger group of colleges that would like a custom conference call with us we are happy to set that up and offer you that as a service you bear with us is we’re just reviewing our questions you so we have another clarification question just to confirm a TV will no longer be collecting developmental education in gateway courses Tom hi that is correct and with developmental education reform in several states tracking and comparing progress through the developmental education sequence through gateway courses was becoming quite challenging as was providing meaningful benchmarks in states such as Florida students have the option to opt in or out of placement testing and developmental education all together nationally many colleges now offer co-requisites module eyes contextualized and other instructional methods to accelerate completion through developmental education we may also offer multiple gateway course options particularly in math for instance many colleges have a college algebra track as well as a statistics track so given all that variation nationally those benchmarks weren’t as meaningful so we encourage strongly encourage you to still look at examine that data and collect it institutionally and to maybe benchmark yourself within your state but not through achieving the dream where nationally being story and we have a question about privacy they’re asking what about student privacy flags are they exempted from your reports and National Student Clearinghouse uploads if a student invoke their for privacy rights as long as the cell types of long enough they’re d identify non identifiable information will people’s it in the data set if cell’s eyes or summary says particularly tiny and be possible to reverse engineer and figure out who the student was to suppress their information great thanks Josh and we’re going to round it off with this last question in the posted document it says that the National Student Clearinghouse will be calculating three fields can you tell me how the three the three fields of persistence transfer and credentials will be calculated for persistence we have four to spring as waterfowl so if the National Student Clearinghouse they find an immigrant record of a student at the same college for the fourth for the next fourth semester or a mess with the master they can count them as persistent for the transfer we’re looking at the student status at the end of the third year and four year so by the end of search for example by the end of 3rd year if the Nationals during treehouse found the students enrollment records at another institution and then they be counted as chance for students great and then the credential is also by the end of 3rd or 4th year if they found the students like a degree information or certificate information it can count them as graduate at the same institution thanks way and just to reiterate we have received over the last several minutes and throughout the Q&A section section on several questions that we’re just not going to have the time to answer and some of them are a little bit too complicated for this call but like I mentioned we will be reading through them right after this call and we’ll be following up with you individually and if you have any additional questions that you think of following this webinar feel free to contact us our information is now on the screen achieving the dream staff and nationalistic and clearing

house and our representatives from lorain county community college alright so thank you so much for joining us today for the webinar I think all of you who participated and logged in I also want to thank our panelists thank you sharra and Erica Thank You Josh and thank you way and Allison and allison is going to be sending out a brief evaluation for you and your chat frame and she will also be sending you an email after this webinar which also contains a link to to the evaluation as she said we will follow up with all questions that we received individually to the people that ask those questions okay thank you so much appreciate your time you