DATA COLLECTION, STORAGE AND REPORTING

FOR COLLEGE ACCESS PROGRAMS

The University of North Carolina General AdministrationFebruary 22, 2012

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

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…)

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.

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

Longitudinal Student-Level Tracking

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

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

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

Use of Data

Programmatic Decisions Target Services Study Outcomes

Communicate Effectiveness Policy-makers Community Members Funding Sources

Research (STATEWIDE)

BENEFITS

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

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

Benefits: State and Federal Government- Level

Justify Spending of Tax Payer Dollars (Accountability)

Show Impact on the Economy Justification to Argue for Resources Transparency

HTTP://GUEST.CPDM.NORTHCAROLINA.EDU/

QUESTIONS &

DISCUSSIONFunded by the U.S. Department of Education College Access Challenge Grant, P378A110017