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Data Collection, storage and reporting for college access programs

Data Collection, storage and reporting for college access programs. The University of North Carolina General Administration February 22, 2012. The Importance of Data Collection and Assessment. Difficult economic times require increased justification for resources Transparency Save money

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Data Collection, storage and reporting for college access programs

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  1. Data Collection, storage and reporting for college access programs The University of North Carolina General Administration February 22, 2012

  2. The Importance of Data Collection and Assessment • Difficult economic times require increased justification for resources • Transparency • Save money • Improve decision making • Improve quality of services to students

  3. Data Types for Educational Programs • Demographic and Contact Data (eg. name, address, race, e-mail, gender, lunch status, income, grade, age…) • Service Data (eg. date, start time, end time, duration, attendance…) • Outcome Data (eg. GPA, FAFSA completion, college enrollment, college retention, evaluation/exam score…)

  4. What is the CPDMS? The College Preparatory Data Management System is… A database for co-curricular college preparatory programs to store information about their students and services and longitudinally track student outcomes.

  5. History • 2008- Developed by The University of North Carolina General Administration • Financed by the College Access Challenge Grant and GEAR UP • GEAR UP NC and 3 Partnerships Grants first to use • 2010- Additional programs joining • NC-Mathematics and Science Education Network • TRIO Upward Bound • TRIO Educational Talent Search

  6. Longitudinal Student-Level Tracking

  7. CPDMS Features • Upload/ Enter/ Store: • Student Data • Parent Data • Staff Data • Event/ Service/ Professional Development Data • Assessment Data • Other Information- Customizable • Internal Reports • Regular (Monthly/ Weekly/ Annual) Reports • Program/ Process Improvement • External Reports • Grant Reports • Governmental Reports

  8. CPDMS Additional Features • DPI Data Transfer • GPA, EOG, EOC, attendance, drop-out, promotion, courses, and grades • National Student Clearinghouse Transfer (fee) • Customized Reporting • Raw Data Access • Secure, virtual desktop • Microsoft Access, SAS, SPSS, etc. • Secure Web-Based Portal • Access Anywhere • No Hardware or Software Costs for Users

  9. Security • Online Access to CPDMS through secure, password protected portal • Varying Access Levels • Confidentiality Agreement • Adherence to FERPA guidelines • Not communicating (written or oral) personal information • Not sharing access information • Data recording restrictions

  10. Use of Data • Programmatic Decisions • Target Services • Study Outcomes • Communicate Effectiveness • Policy-makers • Community Members • Funding Sources • Research (STATEWIDE)

  11. Benefits

  12. Benefits: Program-Level • Cost Effective- Collaboration (Economies of Scale) • Improve Decision Making • Improve services and outcomes for students • Effective resource allocation • Justify Resources • Outcomes data • In-line with grant requirements (accountability, 3rd party data, collaboration) • Statewide research • Transparency- 1 Version of the Truth

  13. Benefits: UNC System-Level • Programs help students to apply to college and financial aid • Better prepared students • Program service population: low income and first generation students that largely go to in-state public schools

  14. Benefits: State and Federal Government- Level • Justify Spending of Tax Payer Dollars (Accountability) • Show Impact on the Economy • Justification to Argue for Resources • Transparency

  15. http://guest.cpdm.northcarolina.edu/

  16. QUESTIONS & DISCUSSION Funded by the U.S. Department of Education College Access Challenge Grant, P378A110017

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