Using Your Data to Understand and Guide Strategic Enrollment Management Decisions

©2011 National Student Clearinghouse. All rights reserved.

Using Your Data to Understand and Guide Strategic Enrollment

Management Decisions

Doug ShapiroExecutive Research Director


Did my lost admissions enroll somewhere else?Which ones went where?Where did our transfer-out students attend and

what degrees have they earned?Did our graduates continue on to a 4-year college

or to graduate school?Which of our students are concurrently enrolled

elsewhere?

Perplexing Questions


A cost effective way to replace survey and anecdotal information with

documented enrollment and degree data

StudentTracker


Institutional Research

Identify important enrollment trends and patternsTrack concurrent enrollment of your studentsDetermine cohort graduation ratesFulfill federal reporting requirementsVerify and correct cohort default rates

StudentTracker Query Types


Admissions & Enrollment Management

Learn who is competing with you for which studentsImprove your ability to target, select and retain

studentsVerify prior enrollments for transfer applicantsTarget non-returning students for effective follow-up



Financial Aid

Track graduated/transferred Perkins borrowersVerify parent/sibling enrollmentsVerify/Challenge ED cohort default dataSupport mid year transfer monitoring processDetermine who holds students’ loans (web)



Transfer-Out Rate

30.8%

10.8%

0% 10% 20% 30% 40%

Aggregate ClearinghouseData Only

Unit MarylandState Data Only

Prince George’s Community CollegeMeasured transfer-out rate for a cohort of first-time freshmen,

comparing results using Maryland’s state data sharing arrangement and the Clearinghouse

Increase Matching RateState System to a National System


Cal State Long BeachAnalyses of Data Provided by theNational Student Clearinghouse

Cohort Fall 2002 Fall 2003 Fall 2004

Admitted 11,511 13,751 13,016

Enrolled 3,037 3,516 3,109

Admit yield 26.4 25.6 23.9

Admitted/Not Enrolled

8,457 10,235 9,907

% Admitted/Not Enrolled

73.6 74.4 76.1

Records found by NSC

7,784 9,258 9,113

% Not enrolled found by Clearinghouse

92.0% 90.5% 92.0%

% admits with known enrollment

94.0% 92.9% 93.9%


There were 960 students concurrently enrolled at BYU and another institution during

fall or winter semesters of 2001-02

96 different schools were represented

Concurrent Enrollments


Reporting system designed by APLU and AASCU for institutions to report standard outcomes in an accessible way.

The Clearinghouse provides enrollment and completion data via StudentTracker that populates the Undergraduate Success & Progress Rate Chart.

Posted on www.collegeportraits.org

Voluntary System of Accountability (VSA)

http://www.collegeportraits.org/


VSA- Chart for Undergraduate Success and Progress Rate at University of Wisconsin-La Crosse

• 92% of First-Time Full-Time Students had either completed a 4-yr degree or were still enrolled at a 4-yr institution 6 Years Later.

• 67% completed locally at UW-Lax (green)

• 17% Completed at a different 4-yr or 2-yr institution (lavender)

• 2% were still enrolled at UW-Lax (Yellow)

• 6% were still enrolled elsewhere (blue)


For those who transfer out:

Are majors equally represented?Are GPA’s evenly distributed?Is there unequal gender representation?Do socio-economic factors tell us anything?What about ethnic groups?

Providing Unit Data


How StudentTracker Works1. Submit cohort 2. Run file against

our database3. Matches compiled in a

StudentTracker report

4. Email you when your report is ready

*Instant queries for individual students

can be performed via the Web


Cohort Request File RequirementsNameDate of BirthYour School Code

95% or greater match rate if these elements are accurate

StudentTracker


The Clearinghouse returns . . .

Control ReportOverview of Results

Summary ReportContains totals of students enrolled by institution

Unit Record FileContains individual student records (except FERPA blocked

records)

Response Files


NATIONAL STUDENT CLEARINGHOUSE

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

YOUR FILE CREATION DATE: 5/23/2012

RANGE OF SEARCH DATES PROVIDED IN REQUEST FILE: 07/03/2006 - 01/16/2012

TOTAL STUDENTS IN YOUR REQUEST FILE: 111

TOTAL STUDENTS WITH NO RESPONSE DATA AVAILABLE: 13

TOTAL STUDENTS FOUND AND INCLUDED IN AGGREGATE REPORT: 98

LESS: STUDENT LEVELREPORTING BLOCKED BY SCHOOL: 0

LESS: STUDENT LEVEL REPORTING BLOCKED BY STUDENT: 4

TOTAL STUDENTS REPORTED AT DETAIL LEVEL: 94

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


Student identifierInstitution name and OPE codeInstitution type (4 yr+, 2 yr, <2 yrs)Public/PrivateTerm datesEnrollment Status (Full, Half, Less than Half Time)Multiple school sequence numberGraduation indicator (Y/N)

Sample Unit Record File


Class Level (Fr, So, Jr, Sr, Grad)Enrolled major (up to 2)CIP Code for major (up to 2)

Graduation dateDegree title Major course of study (up to 4)Degree CIP code (up to 4)

Sample Unit Record File (cont)

For DegreeVerifySchools Only

For A2 DataSchools Only


As of 5/12/2010

% of Colleges with Active StudentTracker Accounts (Enrollment-weighted)StudentTracker In Use


There are three options:•Pay an annual fee equal to school's enrollment times 10¢ ($300 minimum )•Reduce fee by 50% (5¢ times enrollment or $150 minimum) by:

Participating in DegreeVerify & EnrollmentVerify, OR Reporting additional data elements (A2)

•Get StudentTracker for FREE by: Participating in DegreeVerify & EnrollmentVerify, AND Reporting additional data elements (A2)

StudentTracker Fees


Provides unit-level and summary data for local and national research studiesExtremely flexible and easy-to-use100 million student records archivedDegree and enrollment data availableFully FERPA compliant

StudentTracker Benefits


Leveraging StudentTracker Research Services

for Strategic Enrollment Management


Colleges and universities raise all the money they can and spend all the money they raise in search for power, influence and prestige.

Students as revenueSelectivity as prestigeDiversity as excellenceCampus-based aid

(non-endowed) as expenditures

MANAGE THE NEXUS

Setting the Context: Bowen's Laws of Higher Education Finance & EM


Externally focused activities to shape the class

Internally focused, the interpretive strategy to shape expectations of senior policy makers

The Dual Responsibilities for Senior Enrollment Officers


Number of studentsPathways of studentsPerformance & OutcomesBudgeting StrategyCharacteristics of studentsInstitutional image

External: Tangible, Visible, & Can Be Benchmarked


Characteristics of students

Institutional imagePosition with Key

StakeholdersShape realistic

enrollment & revenue projections

Academic PlanningAccountability

expectations


Meta level – we have to understand…Who are our students?Where they have come from?Why do the come to us?How they progress through our

institution?What their experiences are like?Do they graduate?With new HEA, what happens to them

after they graduate?And now cohort default rates too

Data Drives EM


Impacts of changing demographics of traditional age students

Great recessionAccountability around

transfer and degree completion

Growing competition

Increasing admissions melt rate for publics

Containing discount rateTracking effects of new

cohort default rateConcurrent & dual credit

enrollments

Enrollment Related Issues Institutions Are Encountering


If You Don’t Know What’s Happening,

You Can’t Do Anything About It

Business Intelligence Gathering from StudentTracker

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Using Your Data to Understand and Guide Strategic Enrollment Management Decisions

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