Ivy Tech Region 6 Introductory Data Day Ryan R. Johnson Director of Institutional Research Topics Introduction Central Office Reports/Online Data Discoverer Basics Discoverer Standard Reports Overview of ODS Excel Basics Resources for Additional Discoverer Training Introduction Ryan R. Johnson, MBA Director of Institutional Research 765-289-2291, x1725 email: [email protected] IR Bouncelist email: [email protected] Role of Institutional Research Provide information on students, faculty, programs and financial aspects of the community college. Culture of Evidence “…refers to each college’s ability to know and show how their students move through the institution, from their first day on campus through graduation, to reach their educational goals. Ideally, the data and information derived from transactions with students is used to improve institutional processes, drive decision-making and provide accountability to external and internal stakeholders, including those students themselves.” From Association for Institutional Research Data & Decisions Academy Course Central Office Reports/Online Data Central Office sends out standardized reports, primarily on census dates, detailing headcounts/FTE, student outcomes http://www.ivytech.edu/institutional-research/ http://wwwcc.ivytech.edu/employee/infonet/instituti onal-research/ http://www.ivytech.edu/institutional-research/ Regional Data A wealth of Region 6 data is available Discoverer Reports Custom IR Data Requests Discoverer reports include detailed information on many topics, including: Enrollment Student outcomes Advising Class lists Compass scores Demographics VA WED Programs IR Data Request Form – Region 6 IR Survey Request From – Region 6 Submit requests to IR Bouncelist email: [email protected] Discoverer Reports – AR Library With Description when Available Report Name Description Owner AR Touchnet Emails AR_LIBRARY AR Web Payments AR_LIBRARY Collections Report AR_LIBRARY Consumable Fees By Region AR_LIBRARY Nelnet Students AR_LIBRARY Student AR AR_LIBRARY Student Holds AR_LIBRARY Students with Credit Balance and State-ITCC Grants AR_LIBRARY Discoverer Reports – Financial Aid Library With Description when Available ACG Self Reports FINANCIAL_AID_LIBRARY Aid Matriculated to Ineligible Majors FINANCIAL_AID_LIBRARY All Drops, F's, I's, and W's List student when offered Title IV aid > ZERO and all courses are coded as dropped, withdrawn and/or grades of F or I. FINANCIAL_AID_LIBRARY Alternative Loan Status FINANCIAL_AID_LIBRARY Award Recipient Mailings FINANCIAL_AID_LIBRARY Award Reports FINANCIAL_AID_LIBRARY COD Grant Disbursement Error Report FINANCIAL_AID_LIBRARY County Scholarship Report FINANCIAL_AID_LIBRARY Direct Loan Disbursement Status Report FINANCIAL_AID_LIBRARY Direct Loan Draw Down Report FINANCIAL_AID_LIBRARY Direct Loan Origination Status FINANCIAL_AID_LIBRARY Discoverer Reports – Financial Aid Library Cont’d With Description when Available Direct Loan Requirements FINANCIAL_AID_LIBRARY Disbursement Reports FINANCIAL_AID_LIBRARY Enrollment Not Equal to Budget Assignment FINANCIAL_AID_LIBRARY Federal SEOG Review Report FINANCIAL_AID_LIBRARY Financial Aid - Multiple Census FINANCIAL_AID_LIBRARY Financial Aid - Remedial Coursework FINANCIAL_AID_LIBRARY Financial Aid - State Nursing Scholarship FINANCIAL_AID_LIBRARY Financial Aid - Undeclared Students FINANCIAL_AID_LIBRARY Financial Aid Awards and Disbursements FINANCIAL_AID_LIBRARY Financial Aid CVO FINANCIAL_AID_LIBRARY Discoverer Reports – Financial Aid Library Cont’d With Description when Available Financial Aid Expenditures FINANCIAL_AID_LIBRARY Financial Aid Holds FINANCIAL_AID_LIBRARY Financial Aid Profile FINANCIAL_AID_LIBRARY Financial Aid Registration Activity FINANCIAL_AID_LIBRARY Graduate Borrowers by Term List of student who have a graduation status WG(will graduate) by academic period and campus. FINANCIAL_AID_LIBRARY No FAFSA Marketing Report FINANCIAL_AID_LIBRARY Outstanding Loan Files FINANCIAL_AID_LIBRARY Overawards FINANCIAL_AID_LIBRARY Package Complete Date Null FINANCIAL_AID_LIBRARY Packaging Report FINANCIAL_AID_LIBRARY Discoverer Reports – Financial Aid Library Cont’d With Description when Available Paid Amount Greater than Accept Amount FINANCIAL_AID_LIBRARY PLUS Loan Processing FINANCIAL_AID_LIBRARY Registered FA Applicants FINANCIAL_AID_LIBRARY Registered with no FAFSA App FINANCIAL_AID_LIBRARY Return of Title IV Funding (R2T4) FINANCIAL_AID_LIBRARY RFIBUDG FINANCIAL_AID_LIBRARY SAP FINANCIAL_AID_LIBRARY Scholarship Extract Report FINANCIAL_AID_LIBRARY Tracking Complete for Packaging but Not Verified FINANCIAL_AID_LIBRARY Tuition Specific Aid FINANCIAL_AID_LIBRARY Verification Status Report FINANCIAL_AID_LIBRARY Year in College Review FINANCIAL_AID_LIBRARY Discoverer Reports – Student Library With Description when Available Student Paid Status ODSMGR Veteran Counts ODSMGR Ability To Benefit STUDENT_LIBRARY Academic Standing List of all degree seeking student's Academic Standing for a specfic academic period and campus. Active Programs STUDENT_LIBRARY STUDENT_LIBRARY Admissions Push List of student applications by push process date, application added date, campus and academic period. STUDENT_LIBRARY Admitted Students by Admit Type List of admitted students by campus, academic period and admissions populations. STUDENT_LIBRARY Admitted Students Missing Acceptance Letter List of students who are missing their acceptance letter by campus, academic period and the option of registered or not registered. STUDENT_LIBRARY Admitted, Not Registered List of students who have applied and been admitted and are not registered by academic period and campus. STUDENT_LIBRARY Admitted, Not Registered Any Future Term STUDENT_LIBRARY Advisee List STUDENT_LIBRARY All-USA Academic Team STUDENT_LIBRARY Applicant and Admit Counts Total count of applicants via the web and manual for all regions for a specfic academic period or date. STUDENT_LIBRARY Discoverer Reports – Student Library Cont’d With Description when Available Applied, Not Admitted List of students who have applied and have not been admitted. STUDENT_LIBRARY Apprenticeship Report List of students in the apprenticeship programs by academic period and campus with or w/o AR DATA. STUDENT_LIBRARY Assessment Scores List of Recruit or Applicant test scores by academic period, campus and test description. STUDENT_LIBRARY ATD Tracking STUDENT_LIBRARY Blackboard Download STUDENT_LIBRARY CAAP Course Student Registrations STUDENT_LIBRARY Career Services Contact STUDENT_LIBRARY Certification Embedded 10-Day Enrollment STUDENT_LIBRARY Class List STUDENT_LIBRARY Class Schedule List of Courses by campus, academic period and enrollment. STUDENT_LIBRARY Class Schedule with Waitlist List of Courses by campus, academic period and enrollment and waitlisted students. STUDENT_LIBRARY College for Working Adults List of students interested or accepted or not registered, if accepted, in the College of Working Adults by academic period and campus. STUDENT_LIBRARY COMPASS Complete, Not Registered STUDENT_LIBRARY Dean's List List of students who have achieved Dean's List status for a specfic academic period and campus. STUDENT_LIBRARY Demographics List of recruits or admitted students demographic information (i.e. ID, name, address, phone, age, ethnicity, gender & email) by campus, academic period and admissions populations. STUDENT_LIBRARY Discoverer Reports – Student Library Cont’d With Description when Available Dropped Students List of students who have been dropped by academic period, campus and registration status date. STUDENT_LIBRARY Dual Credit Report List of students who have a registration status of RD(dual credit) by academic period and campus. STUDENT_LIBRARY Facilities Report Graduates By Term STUDENT_LIBRARY List of student who have a graduation status WG(will graduate) by academic period and campus. Graduation Process HS Graduate Information STUDENT_LIBRARY STUDENT_LIBRARY List of students who have not turned in an official HS transcript or HS students who have enorlled by academic period and campus. Immunization STUDENT_LIBRARY STUDENT_LIBRARY Incomplete Grades List of students with an incomplete grade for a specfic academic period and campus. STUDENT_LIBRARY International Students List of international student by academic period and campus. STUDENT_LIBRARY JG Graduates By Term List of student who have a graduation status WG(will graduate) by academic period and campus. STUDENT_LIBRARY Missing Admissions Checklist Items List of students who are missing items on the admissions checklist. STUDENT_LIBRARY Missing Grades List of students missing a grade for a specfic academic period and campus. STUDENT_LIBRARY Modified Course Roster STUDENT_LIBRARY Non-Returning Students List of students who attended and didn't return in the subsquent term by campus and academic period. STUDENT_LIBRARY Prereq Audit STUDENT_LIBRARY Discoverer Reports – Student Library Cont’d With Description when Available Program Certificates STUDENT_LIBRARY PTK Report List of Students with the PTK attribute for a specfic academic period and campus. STUDENT_LIBRARY Recruit Counts Count of recruits by academic period and campus or campus and date. STUDENT_LIBRARY Recruits, Not Applied List of recruits who have not applied by academic period and campus. STUDENT_LIBRARY Registration Activity Registration activity by academic period, campus and date. STUDENT_LIBRARY SMAPROG report STUDENT_LIBRARY Solomon List of enrolled student directory information by academic period and campus. STUDENT_LIBRARY Student Count Headcount and FTE data for an academic term and campus. STUDENT_LIBRARY Student Count - Demographics List of enrolled students based on course campus and academic period with demographic data and attributes i.e. ICN. STUDENT_LIBRARY Student Counts - NEW Student Counts – Revised 201010 STUDENT_LIBRARY Student Grade Changes Student Grades STUDENT_LIBRARY List of students by campus and academic period assigned an NW (no-show) grade . Student IvyTech Email Address Student Registrations Student Withdrawals STUDENT_LIBRARY STUDENT_LIBRARY List of students by campus and academic period in various registration status i.e. DE, VA, Waitlisted, Cancelled courses. STUDENT_LIBRARY STUDENT_LIBRARY Discoverer Reports – Student Library Cont’d With Description when Available Students Enrolled in Specific Programs List of student enrolled by academic period, campus and specfic program. STUDENT_LIBRARY Students Registered and Admitted In Different Terms List all students registered for classes in an academic period who don't have admissions during that academic period. STUDENT_LIBRARY Students with Concentrations Missing STUDENT_LIBRARY Transcript Requests to Colleges STUDENT_LIBRARY Transfer Students List of students in transfer degrees by campus and academic period. STUDENT_LIBRARY Undeclared Students List of students with an Undeclared Major by academic period and campus. STUDENT_LIBRARY VA Academic Standing List of all degree seeking student's Academic Standing for a specfic academic period and campus. STUDENT_LIBRARY VA Ch. 33 Student Account Holds VA Students: Non-passing grades STUDENT_LIBRARY List of VA-Students with grades other than passing (i.e. F, W) by academic period and campus. STUDENT_LIBRARY WED Enrollment Overview STUDENT_LIBRARY WED Program Analysis STUDENT_LIBRARY Accessing Discoverer Reports http://www.ivytech.edu/banner Discoverer Login Report Selection Parameters F% used for wildcard Output Discoverer Preferences Operational Data Store (ODS) Defined Operational Data Store (ODS) A database designed for queries on transactional data. An ODS is often an interim or staging area for a data warehouse, but differs in that its contents are updated in the course of business, whereas a data warehouse contains static data. An ODS is designed for performance and numerous queries on small amounts of data such as an account balance. A data warehouse is generally designed for elaborate queries on large amounts of data. Source: PC Magazine Encyclopedia at http://www.pcmag.com/encyclopedia_term/0,2542,t=ODS&i=48283,00.asp Significance of ODS Limitations The Ivy Tech ODS is updated nightly with information from the previous day. The data in the ODS will always be current as of the previous day. The ODS/Banner System is a transactional database. It is important to understand that reports will generate different results when ran on different days, even if the original parameters are unchanged. A transactional database requires data snapshots and warehousing to produce accurate historical reports. Snapshots are maintained for the region and state by Institutional Research Excel Filter Identify Duplicate Values Remove Duplicates Pivot Tables Pivot Tables Pivot Tables Pivot Tables FileDrop Provides additional layer of security for non-aggregate data Allows for large file transfer, and helps prevent inbox from becoming too large FileDrop FileDrop Additional Discoverer Training Future Data Day events will be announced Online training available via Ivy Tech Training Portal by searching for ODS Questions?