Seeing Students Through: Tools and Strategies for Tracking Students through College

Prepared For:

Transforming Urban America – One Student at a Time

Seeing Students Through: Tools & Strategies for Tracking Students through College April 20, 2012 Chicago, IL

National Partnership for Educational Access Conference


Agenda

  National Student Clearinghouse Overview   Review Early Tracking Efforts

  CMO Alumni Tracking Platform

  Discussion / Questions

2

Cristo Rey Network Overview


Cristo Rey Network Mission & Vision

Mission The Cristo Rey Network empowers thousands of students from underserved lower-income communities to develop their minds and hearts to become lifelong contributors to society. By providing students an extraordinary college preparatory education and a unique four-year, integrated corporate work study experience, we seek to help to transform urban America. Vision The Cristo Rey Network strives to become one of the finest educational networks in the country, demonstrating measurable impact in the crucial national imperative of launching low-income youth to and through college and into lives of productivity, meaning and consequence.

3


The Cristo Rey Network’s point of view..

•  We cannot ignore the injustice of an educational system that only offers hope to the privileged.

•  Our society cannot survive if quality education is only available to the privileged.

•  Our economy cannot support the burden of thousands of high school dropouts every year.

•  Our country cannot compete if the majority of our children do not graduate from college.

•  The excellent model of Catholic secondary education is increasingly inaccessible to the underprivileged.

4


Network Profile

5 1! 1! 1!

6!

0!2!

7!

3!2!

0! 1! 1!2!

2001" 2002" 2003" 2004" 2005" 2006" 2007" 2008" 2009" 2010" 2011" 2012" 2013"

School Openings"Projected Openings"

Network Schools Chicago-Pilsen (1996) Portland (2001) Los Angeles (2002) Denver (2003) Boston (2004) Cleveland (2004) Lawrence (2004) New York (2004) Tucson (2004) Waukegan (2004) Kansas City (2006) Sacramento (2006) Baltimore (2007) Birmingham (2007) Indianapolis (2007) Minneapolis (2007) Newark (2007) Omaha (2007) Washington DC (2007) Brooklyn (2008) Chicago-Austin(2008) Detroit (2008) Houston (2009) San Francisco (2009) Cincinnati (2011) Philadelphia (2012)

School Growth by Year & Projected Openings


Cristo Rey Student Profile

34%

55%

11%

Black Hispanic Other

Ethnicity

5,000

5,900

6,500 6,900

2008 2009 2010 2011

Enrollment

47%

32%

18%

3%

Public

Catholic

Charter

Other

School of Origin !

82% 84%

88%

97%

82% 84%

89%

96%

9th Grade 10th Grade 11th Grade 12th Grade

Student Retention Rate 2009-10 2010-11

Average family income

Average family size

Freshmen qualifying for free or reduced lunch


Cristo Rey College Enrollment Trends, 2008 – 2011 Enrollment Within One Year of High School Graduation

7

0%

20%

40%

60%

80%

100%

2008 2009 2010 2011

22% 20% 26% 25%

65% 69% 61% 61%

13% 11% 13% 14%

2-Year 4-Year Not Enrolled


Cristo Rey College Persistence, 2008 – 2009 Continued Enrollment From First Year into Second Year

8


Cristo Rey Network Alumni Growth, 2005 – 2015

9 Source: Cristo Rey Network Data Report

0

5

10

15

20

25

2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015

2 2

5

10 10 12

20 22 23 23 24

Network High Schools with Graduates

Network High Schools with Graduates


Cristo Rey Network Alumni Growth, 2005 – 2015

10

0

2000

4000

6000

8000

10000

12000

2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015

Annual Network Graduates Total Network Graduates

Source: Cristo Rey Network Data Report


Agenda

  Cristo Rey Network Overview   Review Early Tracking Efforts

  CMO Alumni Tracking Platform   Discussion / Questions

11

National Student Clearinghouse Overview


What is the National Student Clearinghouse?

  Non-profit organization serving primarily the higher education community   Created in 1993 to optimize reporting of enrollment and degree completion between

participating universities and student lenders

  Functions as a reporting agent between participating institutions (universities) and partners

  Serves a range of partners by facilitating the exchange and understanding of student enrollment, performance and related information


Who exchanges data through the Clearinghouse?

National Student

Clearinghouse

Participating Universities

Student Lending Industry

Districts / High

Schools Employers &

Recruiters

Educational Organizations

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StudentTracker for High Schools

StudentTracker for Outreach Programs


How does StudentTracker for High Schools work?

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Clearinghouse StudentTracker Service Network Data Collection and Reporting Cycle

Participating colleges report

data to Clearinghouse

High schools submit tracking files to Network

Network submits files to NSC

NSC matches graduate

records with those in its database

NSC notifies Network

reports are ready

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How accurate is Clearinghouse data?

  95% of all 2- and 4-year college enrollment (certificate programs NOT included)  Over 3,300 colleges and universities currently reporting data through Clearinghouse

  94% of nation’s Integrated Postsecondary Education Data System (IPEDS) enrollment count


What are the greatest benefits of Clearinghouse data?

Clearinghouse data is:

  Complete – includes all enrolled students (Full-time, Part-time, Withdrawn)

  Current – Data refreshed at least 3 times annually

  Comprehensive – Not bound by state boundaries or institutional sponsorship

  Third Party - Authentic, not survey or anecdotal


StudentTracker v1.5 Aggregate Reports

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(c) 2010 National Student Clearinghouse. All rights reserved.

Percent of Students Enrolled in College the Fall Immediately Following Graduation From HighSchool by Institutional Level

Page 4 USA HIGH SCHOOL


StudentTracker v1.5 Aggregate Report

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Percent of Students Enrolled in College the First Year After High School Who Returned for aSecond Year (Freshman to Sophomore Retention) by Institutional Level



StudentTracker v1.5 Aggregate Report

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Class of 2005 Postsecondary Enrollment and Progress



StudentTracker Detailed Report

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Your Requestor Record High High School College College 2/4 Public/ Enroll Grad DegreeUnique ID First Mid Last Suf. Return Field Found School Code Grad Date Code College Name State Year Private Status Grad? Date Title Major

9876543210 SUSAN M SMART CBA321 Y 100001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public 20020823 20021215 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public 20030118 20030510 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public 20030828 20031220 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public 20040122 20040516 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20040827 20041219 H N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20050122 20050515 H N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20050826 20051218 H N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20060121 20060514 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20060825 20061217 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20070120 20070515 F Y 20070515 BA HISTORY

5675675675 NANCY P SMITH MNO678 Y 100001 20030501 011462-00 CITY INSTITUTE OF TECH TX 4 Private 20030901 20031231 F N5675675675 NANCY P SMITH MNO678 Y 100001 20030501 011462-00 CITY INSTITUTE OF TECH TX 4 Private 20030901 20031231 W N

1029384757 FRANK Z JONES BLA729 N 100001 20040515

*NOTE: The three examples above are of students who exhibit the following characteristics:1. Susan Smart enrolled in college and persisted through graduation.2. Nancy Smith enrolled in college and withdrew before graduating.3. Frank Jones did not enroll in a college that participates in the Clearinghouse.

Enrollment

STUDENT DETAIL DATA SAMPLE*USA HIGH SCHOOL

Name Period of


StudentTracker Detailed Report

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Your Requestor Record High High School College College 2/4 Public/ Enroll Grad DegreeUnique ID First Mid Last Suf. Return Field Found School Code Grad Date Code College Name State Year Private Status Grad? Date Title Major

9876543210 SUSAN M SMART CBA321 Y 100001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public 20020823 20021215 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public 20030118 20030510 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public 20030828 20031220 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 222222-00 LOCAL COMMUNITY COLL NY 2 Public 20040122 20040516 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20040827 20041219 H N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20050122 20050515 H N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20050826 20051218 H N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20060121 20060514 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20060825 20061217 F N9876543210 SUSAN M SMART CBA321 Y 100001 20020501 654321-00 LEARNED COLLEGE CT 4 Private 20070120 20070515 F Y 20070515 BA HISTORY

5675675675 NANCY P SMITH MNO678 Y 100001 20030501 011462-00 CITY INSTITUTE OF TECH TX 4 Private 20030901 20031231 F N5675675675 NANCY P SMITH MNO678 Y 100001 20030501 011462-00 CITY INSTITUTE OF TECH TX 4 Private 20030901 20031231 W N

1029384757 FRANK Z JONES BLA729 N 100001 20040515

*NOTE: The three examples above are of students who exhibit the following characteristics:1. Susan Smart enrolled in college and persisted through graduation.2. Nancy Smith enrolled in college and withdrew before graduating.3. Frank Jones did not enroll in a college that participates in the Clearinghouse.

Enrollment

STUDENT DETAIL DATA SAMPLE*USA HIGH SCHOOL

Name Period of


StudentTracker 1.5 Detailed Report Guide

23

STHS_DetailReport_guide 050611 1

If you need assistance, contact [email protected].

Copyright 1997-2011 National Student Clearinghouse. All Rights Reserved

*The type codes in this document are "A" alpha, "N" numeric, and "AN" alpha numeric.

Reading the StudentTracker for High Schools Detail ReportThis guide will help you read the detail report that you will receive from the Clearinghouse whenever you make a StudentTracker inquiry. The detail report is always returned to you as a .CSV file. For reference purposes, the sample report in this guide contains annotations, formatting and a lettered header row that is not part of the report that you will receive. If you have any questions or need assistance, contact [email protected].

STUDENT DETAIL REPORT LAYOUT

ColumnPosition Field Name

Max. Length Type* Description

A Your Unique Identifier

16 AN The Social Security number as provided in your request file. In order to preserve number formatting, each SSN ends in an underscore (e.g., 123456789_). Note: this field is used only for the Pending Admission (PA) inquiry.

B First Name 20 AN Student’s first name as provided in your request file.

C Middle Initial 1 AN Student’s middle initial as provided in your request file.

D Last Name 20 AN Student’s last name as provided in your request file.

E Name Suffix 5 AN Name suffix as provided in your request file (e.g., III, Jr, Sr).

F Requestor Return Field

50 AN Data provided by you in the Requestor Return Field of your request file that you wanted returned unaltered to help you process the detail report (e.g., cohort identification, unique student ID, etc.). If no data was provided, the field is blank.

G Record Found Y/N

1 AN Y = Detail report contains student’s college recordN = Detail report does NOT contain student’s college record

H High School Code

6 N ACT code of the high school that the student attended.

I High School Grad Date

8 AN Search date or graduation date in your diploma or request.

J College Code/ Branch

9 AN OPE/FICE code of the college that the student attended.

K College Name

40 AN Name of the college that the student attended.

L College State

2 AN State in which the college that the student attended is located.

This data is returned to you exactly as you provided it to the Clearinghouse.

National Student Clearinghouse®

2300 Dulles Station Boulevard, Suite 300Herndon, Virginia 20171

703-742-4200www.studentclearinghouse.org

© 2011 National Student Clearinghouse. All rights reserved.


StudentTracker 1.5 Detailed Report Guide

24

STHS_DetailReport_guide 050611 2

If you need assistance, contact [email protected].

Copyright 1997-2011 National Student Clearinghouse. All Rights Reserved

*The type codes in this document are "A" alpha, "N" numeric, and "AN" alpha numeric.

ColumnPosition Field Name

Max. Length Type* Description

M 2-year/4-year

1 AN Type of college that the student attended:

4 = 4-year or higher institution2 = 2-year institutionL = less than 2-year institution

N Public/Private

7 AN Indicates whether the college that the student attended is a “Public” or “Private” institution.

O Enrollment Begin

8 AN Begin date for the student’s period of attendance.

P Enrollment End

8 AN End date for the student’s period of attendance.

Q Enrollment Status

1 AN The last enrollment status reported for the student:

= Full-time= Half-time= Less than half-time= Leave of absence= Withdrawn= Deceased

This field will have ‘N/A’ if the reporting college has not defined the student’s enrollment status as directory information.

R Graduated? 1 A Graduation status information available from the reporting college.

Y = College reported the student as graduatedN = College did NOT report the student as graduated

S Graduation Date

8 AN Date of student’s graduation or degree achievement as provided by reporting college.

T Degree Title 80 AN If available, the title of the degree the student received as provided by the reporting college.

U Major 80 AN If available, the major associated with the student’s degree as provided by the reporting college.

V College Sequence

2 AN The sequential order of each school that the student attended. The first record from the first school that the student attended will have a “1” in this field, the first record from the second school that the student attended will have a “2” in this field, and so on.

STUDENT DETAIL REPORT LAYOUT (cont’d)

Active DegreeVerify schools alsoreceive this

detailed degree

information.

FHLAWD


StudentTracker 2.0 Customized Reports

25


StudentTracker2.0 Web-based Tool Customized Reporting

26


Agenda

  Cristo Rey Network Overview

  National Student Clearinghouse Overview

  CMO Alumni Tracking Platform   Discussion / Questions

27

Review Early Alumni Tracking Efforts


Schools

  Alumni Open Houses

  Alumni Panels for current students

  Email blasts, phone calls, texts   Faculty & staff mentors pair up with

alumni   Social Media Connections (Facebook)

  Alumni Support Advisor Role

Alumni Engagement & Tracking Strategies Network & School

28

Network   Launch longitudinal study of graduates   Design borrowed from Consortium on

Chicago School Research

  Components: -  Quantitative (NSC) & Qualitative

Data (Surveys) -  Focus Groups -  FERPA Release, Voluntary

Consent

  Establish partnership with Clearinghouse

  Alumni Ambassadors


Partnership with the Clearinghouse

2008-09 •  10 schools •  ST 1.0

Reports

2009-10 •  15 schools •  ST 1.5 Reports

2010-11 •  19 schools •  ST 1.5 Reports •  Clearinghouse

Case Study on the Network

2011-12 •  22 schools •  Integration with

new alumni tracking platform

29


National Student Clearinghouse Lessons Learned

  Remember, the first and primary users of the data were student lenders   Take quality time to review both the aggregate & detailed (student level) reports with

college counselors

  Double check all student name spellings and date of birth

  Recognize the limitations of the data and known matching challenges

30


National Student Clearinghouse Lessons Learned

Why do you some students not show up in my report? Possible explanations for students NOT being reported enrolled by Clearinghouse: 1.  Inaccurate or incomplete tracking file data (name spellings, DOB most common)

2.  Clearinghouse matching issues

3.  FERPA Block on information by student

31


Agenda

  Cristo Rey Network Overview

  National Student Clearinghouse Overview

  Review Early Tracking Efforts

  Discussion / Questions

32

CMO Alumni Tracking Platform


  New platform allows for a scalable, cost efficiency means for tracking, connecting, and supporting graduates in college at all levels

  Key components include:

– Front end access for alumni to quickly enter contact information – Back end (administrative) access for high school staff, college support teams, and

Network staff –  Integration of enrollment, retention, and completion data from the Clearinghouse – Facebook Application – Custom survey engine – Custom data entry and note logging

New Alumni Tracking Platform Why?

33


34

  Generate timely reports on alumni progress to and through college

  Establish effective methods for communicating with alumni and collecting data beyond the Clearinghouse

  Maintain robust alumni relationships and commitment to the school

  Provide a feedback loop to school on alumni experiences in college to inform academics and college counseling

Why invest in developing our own Alumni Tracking platform?


Alumni Tracking Platform Reports

35


Alumni Tracking Platform Messaging

36


37

Alumni Tracking Platform Alumni Search


Alumni Tracking Platform Facebook Application

38


Alumni Tracking Platform Final Thoughts

  Clearinghouse data lays the foundation for other data sources to construct a complete alumni profile

  Value proposition to alumni not completely clear

  Alumni Ambassadors & School based Advisors play critical roles in implementing the platform and collecting feedback

39


40

Chris Broughton Email: [email protected] Phone: 312.784.7207

Discussion / Questions