Learn how to request and download predefined reports and setup your file for analysis. We’ll also go over the StudentTracker 3.0 Enrollment, Graduation Outcomes and Retention and Persistence reports. These reports contain the counts that inform the KPI visualizations.
This session is intended for secondary institutions active with StudentTracker 3.0.
Resources
- StudentTracker 3.0 Web Page (General Information)
Transcript
Welcome to this StudentTracker 3.0 reports and data tutorial. When you log in to the StudentTracker 3.0 application, you're going to see a dashboard. It's going to be visuals for the account. In our case here, it's Clearinghouse Unified School District and the three key performance indicators: the enrollment, retention/persistance and credentials. A lot of people love the visuals, but there's the StudentTracker users that give me feedback, Michele, give me the counts in a spreadsheet. So that's what I'm going to show you. From the landing page, there are a few ways to get there. You could go here to request one of the new predefined reports. I'm going to start right here. This is data and reports. So I'm going to click on this. You're going to come to this page. We're going to focus specifically on this section. Under predefined reports, you can see a listing of what's available. Over here, this side takes you back to a specific KPI outcome. Click predefined reports. Here, you can select what you want. You can get what you want when you need it. Here is a list of the predefined reports. I'm going to start at the bottom with the student level detail report. We've been enhancing this report to include new columns. The analysis ready report takes the student level detail and condenses it into one row per student. We've got feedback that it's easier to understand. A tutorial on the analysis ready is ready I think you're going to like what you see. Over here you see specific high school cohort years. This enables you to choose the specific cohort you want to get the outcome for. The feedback that I've gotten is folks want to see these reports in a little bit more manageable way. This allows you to select the high school year for which you want to do your analysis, your research or see student specific data. So again, detail and analysis ready are student specific, but the other three are the ones I'm focusing on today. You see enrollment, graduation and retention and persistence. These are the counts that inform those visualizations. You can request whichever one you want for whatever years you want. I'm going to request enrollment report. You see the short description here. FERPA blocked records are included in these aggregate counts and I'm going to select class of 21-22. You go down here, you request it. This message lets you know it's been sent. And then, clicking to the requested, you can see a lot of reports here. You see the report we just requested, it's generating. The service level is designed so that the reports you request will be done within 2 hours. For this one it's already done. When it's finished, you get an email and you'll see the status is completed and you can download it. And this will download to wherever your laptop downloads data. I'm going to show you the enrollment. So this one here is the enrollment. And in this example, I requested it for class of 23, you see that right up here in the title. When it first downloads, it looks like this. This is something with the way that Excel works. So you click on it and see right here how I'm in a cell. I double click and it expands. Highlight the header row. Go under data and apply the filter and then make this bold. One more thing that you'll have to do is column F has your high school NCES code. We're starting to include the NCES codes in more of the outcomes and reports so that we can eventually start using that as the key number to track a high school. It displays as this odd formula. Highlight the column, click format cells, custom and then right here I'm going to put in zeros. The high school NCES code is 12 characters so I'm going to type 12 zeros here. Click okay. And then you see the number. That's something to get you started. Then wow there's a lot of data here, how is this set up? The first set of rows is for Clearinghouse Unified. So these are counts for the account level StudentTracker subscriber. You see over here a list of the different enrollment outcomes for which we've provided visuals. Then scroll over. This is just for the class of 22-23 and you see the counts for each of those outcomes. And then the last column will always be the grand total in case you've selected more than one high school class. Whatever outcome you might be interested in the counts are over here. Now to get your high school level counts, you can see as I scroll there's a few here. This shows Tomic High School. This is Research High School. Capital, North, Commander, Wizard. If you want to see a unique high school, going to click on Tomic, you could filter and you're going to see the outcomes down the side, the high school, the high school's ACT, the high school's NCES code and the district name. In this example, I'm looking at a single district. So it's going to be Clearinghouse Unified for all high schools. But there are different institutions that use StudentTracker that have high schools from different districts. It could be a state level institution that has 50 plus districts, it could be a consortium that has groups of high schools in different districts. So we're calling out the district to make it easier in case you want to sort or filter by the district and then of course the district's NCES code and then the counts for this high school Tomic high school for these different outcomes. Clearing your filters, you just click clear. You could filter on an individual outcome like the enrollment in college during high school. You can see how this plays out for the district and then for each of the high schools. So there is a lot of different ways you can use this. It was developed specifically for those institutions that have told me they just want to see the counts, they're familiar with Excel, they write scripts, they can write pivot tables, but it's also an easy way to filter on a high school, copy that data and share with an individual high school. Under the NCES code column, if you do see words that say "data not available", there's no NCES code in our system. It could be we just haven't updated our system with that NCES code. So if you notice this and you want to give us the NCES code, please feel free to reach out and we can change the NCES code for you. This report can help you see the counts, specific high school counts that feed the visualizations, ways to filter on a specific high school, ways to filter on a specific outcome that you're looking at, the ways we're breaking down the counts for you. I want to pull up retention and persistence. This one I ran for class of 2022 graduates. I've already gone through the process of expanding it, correcting that formula in the NCES code field. It's the same format. The top rows are for the account owner. In this case, it's the Clearinghouse Unified School District. Scrolling over you see counts for this class, all cohorts and then here you start seeing the individual high schools data. The high school name, the ACT, the NCES, the associated district. You can look at different outcomes to see it for an individual high school. You could look at a specific high school to see their counts. Lastly, the graduation completers. This is designed in the exact same way. First several rows are for the district, the owner of the account. There's a lot of rows in the completers. There is a lot of ways to break out the data. So that's how it'll appear in this spreadsheet. You could filter to look at just the account owner. In this case, the district. And see all those counts. You could choose a unique high school to see their counts. In these reports, column A corresponds to the visualizations you see when you're looking at your landing page or homepage. This will be helpful to have all of the data, all of the outcomes, all of the high schools in one spreadsheet. You can get this data real time when you need it. Hopefully this has been helpful for you to understand these reports, how to use them, how to request them. If you have any questions, you can always reach out to us. Stay tuned for more tutorials that will be posted to the Clearinghouse Academy. Thanks for watching.