Cohort Tracking Tool Presented by: Robert Berman Wayne State University March 24, 2009 Course ID...

Cohort Tracking Tool

Presented by: Robert Berman Wayne State University

March 24, 2009

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CONNECT TO COMMUNITY.At SunGard Summit, come together as a community dedicated to education.

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Session Rules of Etiquette

• Please turn off your cell phone/pager

• If you must leave the session early, please do so as discreetly as possible

• Please avoid side conversation during the session

• Kindly refrain from

— Snoring, spitting , or throwing sharp objects

Thank you for your cooperation!

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Cohort Tracking Tool

Robert Berman

[email protected]

Wayne State University

March 24, 2009

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Topics

• Introduction

• Student Tracking Advising and Retention System (STARS)—Student Profile—Reporting

• Cohort Tracking Tool (CTT)—Cohort Structure—Cohort Submission—Parameter Selection Form—Output

• Detail• Summary

—Retention Sub-report—Under the Hood

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Introduction

• The purpose of this presentation is to demonstrate the Cohort Tracking Tool (CTT), a web application created by the author to manage and analyze cohorts (groups of students) of interest to Wayne State University (WSU).

• The CTT is tightly integrated with Banner and Census files and provides both formative and summative data relating to cohorts.

• The CTT is implemented as a report (together with sub-reports) within the reporting module of the WSU advising application STARS (Student Tracking, Advising, and Retention System)

STARS Student Tracking, Advising, Retention System

http://www.stars.wayne.edu


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STARS (the WSU Student Advising System)

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STARS (the WSU Student Advising System)

• STARS consists primarily of two parts: —Student Profile

• Provides a user-friendly interface to data relating to individual students in key areas of Banner (including data from Admissions, Student, Course, Registration, Transfer Credits, etc.) as well as certain WSU databases

—Reports Module• Consists of a family of reports modeled on a reporting

paradigm that provides a family of sub-reports based on subsets of students determined by the report parameter selection form.

• All reports have drill-down capability to individual students.

• The CTT is one of the reports.

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STARS Login and CTT Access

• STARS users consist of Advisors, Faculty and Academic Staff who have been granted permission to use the application.

• Users must agree to an online Code of Responsibility (COR).

• Users logon with their standard WSU LDAP credentials AccessID/Password credentials to either the Student Profile or Reports module.

• A discussion relating to STARS access is linked from the logon pages.

• Login to the CTT is further restricted to specific STARS users. Also, there are levels of finer grained access with certain users of the CTT able to access only specific groups of cohorts (Learning Communities, GRS, etc.)

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Link to Discussion of STARS Access and COR

STARS Student Profile


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STARS Student Profile Logon Screen

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• Allows selection of student by ID or name

• Provide individual student data in pages dealing with:—Contact Information—Academic (General Student, Application, Degrees, Holds,

etc.)—Classes in Academic History—Transfer Courses and Previous Education—Grade Point Averages (GPA’s) – Term, Cum, Level, by

School or Subject)—Degree Audit —Registration and Midterm Grades—Tests

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STARS Student Profile – Sample Page

STARS Reporting


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Reports Logon Screen

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STARS Reporting Component - Menu

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Reports - Cohort Tracking and Census Submenu

Cohort Tracking Tool (CTT)Cohort Structure


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Cohorts – What are they and what is their Importance?

• Typically, a University has certain groups of students that they want to manage or track.

• WSU Examples:—Presidential Scholars—Academic Success Center Participants—Learning Community Members—First-Time, Full-Time, Degree Seeking students starting at

the beginning of an academic year—Chicano Boricua Studies—Division of Community Education

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Cohorts – What are they and what is their Importance?

• In essence, the group of students is determined as a list of PIDM’s together with Cohort Code and Term Eff.

—The PIDM is the unique internal Banner identifier for a student

• Ex: 12345—A Cohort Code is one that can be designated for a

recurring type of new student• Ex: GRS – Graduate Rate Survey Cohort consists of

First Time, Full Time, Degree Seeking Students—Term Eff – each term there is a new group of students of

the type specified by the Cohort Code• Ex: Starting 1996 to 2008 there is a term code for new

students in the GRS Cohort (199609, … 200809)

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Cohort Submission for Inclusion in CTT

• Rules for cohort submission are available online for the cohort owners. Generally there are two ways to submit:—Specify Conditions necessary for extracting the data set

from Banner. Example:Admit Student Type = ‘F’ (first time)Admission Major = ‘ABC’ (some major code)Term Admit = ‘200609’ (Fall 2006)

—Provide an Excel Spreadsheet list

A B C D E F

1 Cohort Code Term Eff PIDM ID Last First

2 ABC 200609 000111111 James Jonathan

3 ABC 200609 000222222 Doe Sue

4 ABC 200609 000333333 Smith Robert

5 ABC 200609 000444444 Walsh Joseph

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Cohort Submission and Inclusion in CTT

• STARS maintains separate copies of the Banner Cohort Table SGRCHRT and Validation Table STVCHRT. Why?

—Management of data is more efficient since there is no requirement to use Banner forms; ODBC is convenient for this purpose

—Addition fields are added to STVCHRT to give supplemental information about cohorts including owners and e-mail addresses

Cohort Tracking Tool (CTT)Cohort Submission


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Cohort Submission and Inclusion in CTT

• Typically, owners submit cohorts in spreadsheet form with columns that include Banner ID, Last Name, and First Name

• A student assistant then carries out the following tasks:—Validates that the Banner ID’s correspond correctly to the

Last Name and First Name in Banner. If not, the list of errors is sent back to the Cohort owner and the data is corrected

—Adds a column containing the student PIDM’s (the unique internal Banner identifiers)

• The data is then easily uploaded into the STARS SGRCHRT table

Cohort Tracking Tool (CTT)Parameter Selection Form


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Reports – Cohort Tracking Tool – (CTT) Selection Form

•

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Selections in the CTT Selection Form

• Cohort: approximately 200 codes (ASC – Acad Succ Center, PSC – Pres Schol, GRS – Grad Rate Survey, etc.)

• Term Eff: term for which a group of students is added for a cohort code

• Sub-Report: Admission Apps, Registration and Grades, Retention, Degrees, etc.

• Report Type: Detail or Summary• Output Type: HTML or Excel• Term Vars: term for which additionally selected

variables (fields) are evaluated. (It may play a dual role.)• Sort: how detailed student data is sorted (Last, First or

ID) • Student Variables: additional variables (fields) that can

be selected and added into the report

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CTT Selection Form – Context-Sensitive Help

• Clicking the Question Mark at the top of the page moves to a bookmark on the same page below the form with context-sensitive help.

• The help information is maintained in a separate STARS database table.

• The cohort field help also pulls data relative to the specific cohort indicating its owner, contact information for its owner, and other pertinent information. The label for the cohort field has a linked page that gives general information about cohorts and explains how they are to be submitted for new terms effective.

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CTT Selection Form – Context-Sensitive Help - Cohort

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Context-Sensitive Help in the CTT

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CTT Selection Form – Sub-Reports (Currently 30)

• Acad Std – Academic Standing• Adm All – All Admissions (Apps with specific decision codes)• App Last – Last Application prior to selected end term• Classes – Hist – Classes in Academic History• Classes – Reg – Classes in Registration Detail• Contact – Address, Phone, E-mail • Early Assessment – Students with low midterm grades• Financial Aid – All award information• GPA – Term, Cumulative, and Level Grade Point Averages• Grad Apps – Graduation applications and diploma information• Graduation – Degrees granted• High School – High School attended and related data• Holds – Classified as Academic/Financial and Active/Inactive• Incompletes – Along with follow-up grades in same course• Nonattendance – Registration in any term

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CTT Selection Form – Sub-Reports

• Population – Name, ID, basic demographic information• Prior Institutions – prior community colleges and universities• Retention – Re-enrollment, Graduation, Stop-Drop Out Rates• Sports – Sports information• Tests – ACT – Max and Last Composite ACT Score• Tests - Bio Place (ACT) – BIO course placement based on ACT• Tests - Bio Place (Exam) – BIO course placement based on Exam• Tests - Eng Place (ACT) – ENG course placement based on ACT• Tests - Eng Place (Exam) – ENG course placement based on Exam• Tests – Law – LSAT and other Law Scores• Tests - Math Place (ACT) – MAT course placement based on ACT• Tests - Math Place (Exam) – MAT course placement Exam based• Tests - TER GMAT – GMAT scores maintained by Testing & Eval• Tests - TER GRE – GRE scores maintained by Testing & Eval• Tests - TER General – Qualifying Exam scores, Testing & Eval• Tests – TOEFL – language proficiency exam• Track – student tracking across terms

Cohort Tracking Tool (CTT)Output - Detail


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Sub-Report: Population, Detail

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Sub-Report: Population, Detail

• The Output displayed is HTML; the user has the choice of HTML (web page) or Excel spreadsheet

• The ID of each student listed is linked back to the Student Profile. Example: Click the ID in the second line:

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Sub-Report – Population, Report Type - Detail

• No. – record number • Cohort Code - the same for all records (ex. PRJ) • Banner ID – 9 digit Banner ID (Spriden ID) hyperlinked back to the STARS student

profile • Pidm - Banner unique numerical idenfier for student • Term Eff - The effective term for the cohort • Access ID - WSU AccessID (e.g., xy1234) • Email - WSU AccessID e-mail address (e.g., [email protected]) • Email Status Ind - whether the individual is considered active • Ldap Status Ind - whether the individual has an active LDAP account • Name - student name • Gender Code - M/F • Gender Description - Male/Female • Birth Date - student's birth date • Ethnic Code - WH, BL, AS, ... • Ethnic Desc - White Non-Hisp, Black Non-Hisp, Asian/Pacific Islander, ... • Citizenship Code - C/N • Citizenship Description - Citizen/Non-Citizen • Cohort Active Ind - active in the cohort • Cohort Reason Code - not in use • Cohort Activity Date - date student activated in cohort

Cohort Tracking Tool (CTT)Output Summary


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Sub-Report – Population, Report Type - Summary

• Selecting (and stratifying) by two Census VariablesEx: Cohort SAMPLE, Term Eff 200609

No. Cohort Code Headcount

1 SAMPLE 8

No. In

Census Term for Sel Vars

Cohort Code

Age Group (IPEDS)

Full/Part Time Desc (IPEDS)

Headcount

1 N SAMPLE 4

2 Y 200709 SAMPLE 02: 18 - 19 1. Full Time 1

3 Y 200709 SAMPLE 04: 22 - 24 1. Full Time 1

4 Y 200709 SAMPLE 08: 40 - 49 2. Part Time 2

Cohort Tracking Tool (CTT)Output Summary – Retention Report


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Sub-Report – Retention, Report Type - Summary

No. Term Start Term End Count Start Count End % Re-Enroll

1 200709 200709 2820 2820 100

2 200709 200801 2820 2429 86.13

3 200709 200809 2820 1965 69.68

4 200709 200901 2820 1809 64.15

No. Term Start

Term End Degrees Prior to Term

% Grad Prior to

End

Count Remaining

No Deg

% Re-Enroll No Deg

Prior End

1 200709 200709 0 0 2820 100

2 200709 200801 0 0 2429 86.13

3 200709 200809 1 0.04 1965 69.68

4 200709 200901 1 0.04 1809 64.15

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Sub-Report – Retention, Report Type - Summary

No. Term Start Term End Count Stop-Drop Out

% Stop-Drop End

1 200709 200709 0 0

2 200709 200801 391 13.87

3 200709 200809 854 30.28

4 200709 200901 1010 35.82

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Stratification of Summary or Analysis

• You can stratify a summary or analysis by one or more variables by selecting them from a list. Example: Ethnic Category

No. Term Start Ethnic Term End Count Start Count End % Re-Enroll

1 200709 1. Non-Resident Alien

200709 105 105 100


200801 105 100 95.24


200809 105 86 81.9


200901 105 82 78.1

5 200709 2. Asian/Pacific Islander

200709 7 7 100


200801 7 6 85.71


200809 7 5 71.43


200901 7 5 71.43

Cohort Tracking Tool (CTT)Under the Hood


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Under the Hood

• CTT is implemented as a report in STARS• STARS uses two servers, a web and a database server • The STARS web application is implemented as an ASP

web application on the web server based on the VBScript scripting language

• STARS has its own oracle database on the database server to maintain non-Banner data such as copies of the tables SGRCHRT and STVCHRT as well as a Help Table

• Oracle SQL is used to retrieve data from Banner and the STARS database

• Certain sub-reports pull data from other databases such as the WSU SQL server Testing database - this requires a blend of two dialects of SQL, MS and Oracle in order to manipulate the data

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Summary

• The CTT is allows WSU to track, advise and report on students in special groups (cohorts) of interest

• Standard relatively simple procedures have been established to submit cohorts for inclusion in the CTT

• There are 30 Sub-reports (detail and summary)

• Detail reports can be drilled down to individual student profiles in STARS

• Variables (optional fields) can be added into sub-reports

• Output choices are standard web pages or Excel spreadsheets

• The report paradigm lends itself to easily adding new sub-reports as needed

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Try It Out

• The following link initiates the STARS Reports Module in Demo Mode:

https://www.stars.wayne.edu/reports/DatamartDisplayReportList.asp

In this mode you can run the CTT with one cohort having cohort code SAMPLE.

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Thank You!

Robert Berman

[email protected]

Please complete the online class evaluation form

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SunGard, the SunGard logo, Banner, Campus Pipeline, Luminis, PowerCAMPUS, Matrix, and Plus are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. Third-party names and marks referenced herein are trademarks or registered trademarks of their respective owners.

© 2009 SunGard. All rights reserved.

Questions: Please feel free to ask questions now, after the talk, or

by e-mail

Cohort Tracking Tool Presented by: Robert Berman Wayne State University March 24, 2009 Course ID...

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