1. Using the Cohort Tracking (CT) file to Supplement your Graduation Rate Survey Session 3.0 Pfahl 302 Michael Williford, Ohio University

2. Topics Covered IPEDS GRS HEI CT File National Student Loan Clearinghouse Procedures CT Features, Advantages CT Disadvantages

3. Graduation Rates Institutional Emphasis http://www.ohiou.edu/instres/student/gradrates.html Institutional Comparisons http://www.regents.state.oh.us/perfrpt/student_outcomes.html http://www.regents.state.oh.us/perfrpt/pr_5_time_credit_to_degree2_10.pdf National Studies –IPEDS PAS http://www.nces.ed.gov/ipedspas/ –NCAA –CSRDE http://www.occe.ou.edu/CSRDE/

4. Handouts HEI CT Document http://www.regents.state.oh.us/hei/datasubdoc/enrollment/production/ctfile.html IPEDS GRS Form (4-Year) HEI CT Tracking Report Sample Excel Spreadsheet (Working Copy) IPEDS GRS Report Sample

5. Student Right to Know Federal Student Outcomes Reporting Title IV & Athletes Breakdowns by race/ethnicity & sex Annual IPEDS GRS Cohort Determination –Type of Institution (2- or 4-year) –Type of Degree Sought (<2; 2-4; bacc.) Completion (degree or equivalent) AIR Alerts http://www.fsu.edu/~air/Alert2u1.htm http://www.fsu.edu/~air/Alert10u2.htm

6. IPEDS GRS—What’s New Electronic Submission http://nces.ed.gov/ipeds/webbase.html Spring reporting opened 3/19/2001 Reduced form –Less detail on time to graduation –Cohorts, completions in 150% of time –Exclusions –Transfer-out Numbers

7. IPEDS GRS—What’s New Totals and edits are calculated online Persistence items are limited –Programs of 3- or 5-year duration Summary Reports –4-year totals and averages –Graduation Rates –Transfer-Out Rates

8. Transfer-Out Rates Not Required by IPEDS GRS Lobbied by Nontraditional Institutions Track through established process –HEI CT –National Student Loan Clearinghouse

9. National Student Loan Clearinghouse Enrollment Search –Purchase for $.10 per headcount –Online Service –Batch FTP Process http://www.studentclearinghouse.org/ Track Subsequent Enrollment

10. National Student Loan Clearinghouse FERPA Restrictions –Directory Information Procedure –Send Name, Birth date, Last Attended, ID –Receive Name, Date, Institution, ID Also Receive Summary Report –Type of Institution –Name of Institution

11. HEI Cohort Tracking (CT) File Part of Statewide Student Tracking System Used for Statewide Outcomes Studies Complements/Supplements IPEDS GRS Survey

12. HEI Cohort Tracking (CT) File Procedure –Annual Submission –HEI FTP –Subject to Edit/Load Specifications Invalid SSN’s Submitted in Previous Cohorts Summary Report after File Load

13. CT Features Similar to IPEDS GRS Submit Cohort, Completers, Exclusions Submit Transfers Out Flexible for Different Institution Types –Allows for PT Students in Cohort –Allows for Certificate-Seekers in Cohort Athlete Codes

14. CT Summary Report Summary Report (handout) Summary Summary by Degree-Seeking-Type Summary by Athlete Status Race/ethnicity & Sex Detail –Transfers-out for IPEDS GRS –Additional Detail

15. CT Summary Report Most of Needed Information for IPEDS GRS Athlete Detail Needed Download Feature for IPEDS GRS Import

16. CT File Uses OBOR Performance Report Transfer-Out Rates Internal Institutional Research Uses

17. Procedure Summary Perform Local Graduation Rate Study –Determine Cohort –Determine Graduates –Determine Exclusions –Determine Breakdown Characteristics Race/ethnicity Sex Athlete Status Type of Degree Sought

18. Procedure Summary Determine Noncompleters Submit Names to NSLC Match NSLC Names to Local Data Submit CT File Use CT Report to Complete IPEDS GRS

19. CT Advantages Facilitates Statewide Comparisons Provides Transfer-Out Rates Institution Can Provide Previously- Obtained Transfer-Out Data Provides Useful Institutional Research Data Flexible for Different Institution Types

20. CT Disadvantages For IPEDS GRS Spring 2001 Reporting: –Report is Currently Incomplete –Download Feature Currently Unavailable Systematic disadvantages –No Update Feature –Raw Data Is Not Returned –File Must Be Loaded before a Summary Report is Produced Flexible for Different Institution Types