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Fall 2017 IRC Meeting Notes October 4-5, 2017 Fox Valley Technical College, Appleton Campus (Room A170)1825 N Bluemound DriveAppleton, WI 54912Wednesday, October 4th Welcome & Introductions (Patricia (Patti) Frohrib FVTC, Ph.D. Director of College Effectiveness)FVTC Strategic Plan:Focus on what is important: limited to brochureRedo/refocus every yearPublish and postMonitorAlignment (link typos of objectives to Vice presidents)Measures:Vitality checkup report (red, yellow, green)Directions:Marketing, Admission, and EnrollmentStudent Success and Persistence Graduation and Employment WTCS Updates (Julie Tyznik, WTCS)Follow-up SurveysEmployer and longitudinal survey are not on the same timeline (every 4 years, staggered) Dates for employer follow-up surveyMost are doing immediate follow-upGraduate Follow-up sample is now availableNew Tableau DashboardsComing later in OctoberMeant for wider distribution than the cubes Manual will be available All 16 colleges will get dashboardsAccess: limited # per college to startColleges will decide who gets itThrough data access coordinatorDissemination: more to come (likely trainings, manuals, etc.)QuestionsUpdates on Perkins metricsCurrent: waiting on UI match, but almost available Report cards coming soonTES in 30s: still have to do it, but not counted in PerkinsNext: still largely in limboKnow: focus on 1) credential, 2) wage, 3) employment, 4) NTO Still tied to WIOA Not as urgent as it was in the past Data Integrity and Consistency in Reports Used (All)NTCIssues: different areas have their own reports :ex: H.S. Dual enrollment)Not officially recorded (Peoplesoft) until the endRoles tied to person instead of positionEmphasis on consistency Started with listRequirement, report, who’s responsible More centralized flowCome through College Advancement Tagged requests to I.T. Help DeskCommon “official” dataKeyed into marketingHow many officially have data governance? Lakeshore, SWTC, WITC, MATC, (WILM)WILM (Tanya to Pres. Cabinet)PPT AvailableRequest systemMoraine Park: Project management tool, 90% effective (don’t handle request without form)WITC: just implementedMATC: just moved to google form. Being used more often. Sometimes fill in form for end-user, but use it as tracking system. LTC: same as WITC. Culture change, but going well.Accreditation Where does Data Governance Live?LTC: cross-functionalWCTC: Banner Governance Team Backdating issue (common among other schools)Discouraged, but still happens Client reporting based on a final pullArchived source with some misalignment based on backdating SouthwestCross-functional TeamIR, Financial Aid, IT, Student Services 1 or 3 meetings per monthModel has been effectiveProactively identifying errors before client reportingCoding to run error reports – daily and includes last editor – sent to supervisorsFunctional area owners for specify reports (Western)WTCS error reports: if reoccurring, add it to the processSubmit errors 2x per month (Moraine Park)Work with IT for fixesIPEDS and Gainful EmploymentGainful EmploymentWCTC – Some new templates, but changes keep coming (“new version of the new version”)CVTC – I.T. involvement. Still doing each template one by one.SWTC – biggest challenge: student communication. Started before requirement was postponed. (how do you catch students before they make any financial commitment) WITC – I.T. InvolvementMost coordinate through ITIPEDS OutcomesChanges every year“first time in college” – using clearing house Conversations with IPEDS help desk – “Do the best that you can do”Cube potentialWould it be helpful to put the elements that come from Client reporting MaybeDifficult because it’s always changingBest Practices in use of IPEDS DataNTC – using financial aid information. Using human resources info for benchmarking for college accreditationCVTC – board reports WITC – college scorecards Data Center Use for benchmarkingIPEDS does a good job w/ training ROI feature (available with explanation on formula) Finding Peers NTC - Looked at Aspen “best in class” winners Western – setting aspiration vs. finding similar collegesWCTC – empirically. Created similarity scores. Determine cut. (results made sense) IPEDS Training OpportunityAIR provides free 1.5 day IPEDS trainingCatch: other non-WTCS schools are invitedInterest: 11 colleges interested in attendingPossible Location: NCTFollow-up: Bojan will check on datesEMSI – DOL Change on Job Openings and possible TrainingDOL switched model for projecting job openings Result: substantially higher estimatesExplanation:the difference is likely in the way the calculate “churn” (moving from one job to another with the same SOC)get clarification from EMSIPossible training opportunityMATC working with EMSI repInviting other schools to a webinarDates will be sentWrap Up, Parking Lot, Elect New Treasurer, Select Date and Location for Spring of 2018 meetingTreasurer: Laura Waurio, FVTCLocation: WITC – New Richmond Dates (Tentative): May 2nd and 3rdMove future fall meetings to after 10/15Thursday, October 5th Client Reporting Updates and Introduction to Anna Richter (Mike Carney and Anna Richter, WTCS)Client ReportingNew WIOA in placeNew data elements addedIncarceration release datesFederal change:AEFL – Mid-Dec to Mid-OctoberMoving client reporting deadline to Aug 15Sept 1 final close Edits:New edits are available but not being runExpect some new edits to come soonQuestions: would districts find “valid district of residence” error usefullMust would like to knowWill “incarcerated” be an issueMore errors occurring on highest grade because more edits are being runAdded veteran and 1st gen data elements (S1)Report what you haveTons of errors nowDoes not impact veterans uploadAEFL Submission (what needs to be “Clean”Mostly S7 – test scores Needs to be done quarterly per audit results “clean” means clean as possibleOBFCapped at 30%Added 10th measure (CPLE)Pick 7 or 10Using 3 year average Presidents will receive numbers at the end of April. Pick 7 by late mayCube Manuals Coming, but no timeline Access check coming (sent to access coordinators)HS GPA and ACT as predictors of success (Viktor Brenner, WCTC)Discussion (during tech setup)Schools using GPA cut points FVTC and CVTC: Mixed methods Blackhawk: using multiple predictors Known assessment for college or college w/ support “just in time” developmental workWITC: modeling after CVTCWCTC Research on GPA and ACT (Viktor Presentation)Looked at students served over past year – GPA as alternative form of placement (only one year of data)Linear relationship with test scores and enrollment (no plateau or sudden jump)Looked at GPA by H.S.H.S. GPAGPA came up as best predictor“H.S. in last 5 years” also a predictorStudents further from H.S. grad do better but also have more remedial work. Practical use:Now considering GPA from up to 15 years agoACTACT Reading note as helpful as expected After GPA accounted for, GPA not contributorTakeaway: current ACT cutoffs are likely too highRecommendationsACT cut off from 17 to 15GPA cut off at 2.6Variation in quality of H.S. a concern, but proved to be a non-issue for WCTCOther school: weighted measure based on DPI accountability scoreOther: included non-cognitive scoring as part of placement of students below traditional cutoffsFTE Modeling, Formulas, and Dashboards (Sara Willkomm, MATC and All)Helpful Excel functions and formulas“IFNA” for removing “#N/A” errors (usually used with Vlookup)“Hlookup” for horizontal tables If statements ConcatenateData model function in pivot tableHelpful website using some form or dashboards Examples include: NTC vitality instruction process (program health dashboards)CVTC: Focus on enrollment dashboards with drill down reports SWTC: comprehensive with drilldowns (presented last year)MATC: daily “enrollment funnel”, QRP scorecards Concerns/issues Looking at too much too often?Getting on the same page with definitionsRole in giving info vs. suggesting where/what to look at“coal mining” vs. “Gold mining” (we aren’t going to provide a single, perfect dashboard or metric)FTE ModelingDoing it in various forms Accuracy has been difficult Old models largely haven’t worked post-recession MATC:Project underwayEmphasis on tying modeling for FTE to actionable information/useful resources Special requests from outside of the college (common data sets, open records, etc.) (Lexi Michels, CVTC and All)Problem: deciding on which to do, monitoring the process, and how to allocate the timeDept of education study requestFVTC and CVTC did it, but it took a ton of time (20-40)Open recordsUsually start in other area, but fall to IRExternal requests: should go through IRB approvalIRB examples FVTC quarterly reviewMATC monthly standing meeting but canceled if there are no requests Composition includes: IR, MPS rep, legal, instructorsCITI certification: required by BlackhawkPromise Initiative Report Outs (All)“Promise” initiative billed as “tuition-free” college for disadvantaged studentsLargely a “last dollar” guarantee to cover costs not covered by financial aid10 of 16 schools have an initiative in some formCommon issuesFewer qualifiers than expected Classifying a “promise” studentPitched as “free school”, but there isn’t an alternative for students that that fail to maintain requirements Future ideasLooking into stipend above tuitionOpening up to returning adults that are no longer FAFSA eligible Additional support for students that fall out of “Promise” criteriaPromise for non-traditional students (“Post-Traditional Promise”)Leaver Analysis: how to assess students that don’t make it to graduation? (Laura Waurio, FVTC and All)FVTC: Interview with incentive to participate ($75 Amazon gift card)Varied reasons for leaving (largely unexpected “life” change)“Jobbing out” did not come up as a reasonLakeshore:Calling effort – similar results to FCTCLargely financial reasons Very limited Job outsNCTSurvey sent and phrased as “why haven’t you returned”Asked for contact info for future outreachWCTCUsed clearinghouse for applied but did not enroll students. What would we design as our “perfect model” for reaching out to non-returners?Idea: look at data you have while they are thereGet a better idea of student intent (HLC suggestion)“Program” students with specific goal of not completing, but need the program code for Financial Aid.Look at/record intent as discussed with advisors (integrate CRM)Track with student support services (ex: library use leads to increased chance of success)Recent findings/project sharing (All)WCTCNew public websiteNew CRM (Ellucian Recruiter)Cloud based sever HLC Site visit: positive feedback on initiatives started but not yet finishedAccreditation Systems (Assurance)New system: “best practice” = copy and paste into formLink as many pdf’s as possible NewslettersExamples: Once a month or 2x per semester Electronic or bulletin distribution FVTC:Infographics on purpose of technical college What we do? For whom? What cost?NTC“pie-chart”: what semester did they leave?Interesting or Pressing IR Topics not Covered (Tom Walsh, MATC and All)Strategic enrollment planningCommittee makeupModel for student placementStudent Success Centered ConversationWhat have colleges done with benchmarked survey results? (Noel Levitz, PACE, etc.)Online Noel-Levitz (SWTC)Student Success: Online vs. Traditional vs. Mixed Appropriate size of institution HLC: Deferred co-curricular “Soft Skills”/Core Ability updates ................
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