Reports to Campus & Director's Meetings by Ancy Skaria

June (CO)

ancyskariapals09 — 2021-10-05 14:25:14 UTC

1. Student Surveys
2. Spring Engagement Report
3. Exit codes
4. Summer programming

July (CO)

ancyskariapals09 — 2021-10-05 14:25:33 UTC

1. Major Analysis (retention trends by major)
2. Equity gaps (credit accumulation & retention)

October

ancyskariapals09 — 2021-10-05 14:25:43 UTC

Report: Recruitment (preliminary--LaGCC & KBCC are still recruiting)

Topic: Future Retention
Cohesion of
-Tech Council
-Retention Plans
-Engagement Working Groups

*Data Developer: Diana & Zineta

November

ancyskariapals09 — 2021-10-05 14:25:52 UTC

(in a normal year) 1. Retention & Graduation Report (from prior semester). *Note: we moved this from October to November because we are always scrambling to get this out (due to extension in recruitment, causing for delays in official enrollment). In future years, we will move this at the director's meeting to November so there's enough time to plan.

January (Directors Meeting)

ancyskariapals09 — 2021-10-05 14:26:13 UTC

*Report: Fall Semester Engagement Report
Report: Academic Performance (Cohort, GPA, Credit Accumulation). *Ask Z to add in filter by major*, *Preliminary*
*Report: Support Level Analysis for current semester (after census date) *Preliminary*
*Report: Enrollment data (more of the conversation point)

*Data Developer: Alexis & Alex
Data Developer: Engagement
Alex/Alexis; Academic Performance - Zineta

March (Directors Meeting)

ancyskariapals09 — 2021-10-05 14:27:16 UTC

1. Spring Enrollment ASAP wide (this was inclusive of LaGCC & KBCC)
2. January/February Contact for Advisement
3. February Contact for CS benchmark
4. Refresh of support level analysis

*Zineta - reporting out

February (Directors Meeting)

ancyskariapals09 — 2021-10-05 14:27:24 UTC

1. Report: Wage Data & Student Survey surrounding career

*Data Developer: Di Wage Data

2. Report: Transfer Data

*Data Developer: Di

--Ask about projected grad, is this accurate, etc.

April (Directors Meeting)

ancyskariapals09 — 2021-10-05 14:27:32 UTC

Report: Spring Retention & Grad Report (highlights & Trends)
*Data Developer: Zineta
Report: Spring Enrollment ASAP wide (inclusive of LaGCC & KBCC) *can choose to remove if we want*
Report: February & March, preliminary April Engagement Report, check in on Starfish now moving to ASAPi (touch on new processes ASAPi, new triage, etc.)

*Note: If we see any big trends of W, mention it at April's director's meeting
**Note: If the leaver survey is ready, we can add this into the agenda

December (Directors Meeting)

ancyskariapals09 — 2021-10-05 14:30:34 UTC

Announcement: Support Level Analysis (to explain to campuses that after January 1, they have one week to put in support levels for students. If they don't do this then their students will not show up on some reports)
Report: Withdrawal & Exit Codes

*Data Developer: Alexis & Alex

February (CO)

ancyskariapals09 — 2021-10-05 14:31:25 UTC

*R&E Freeze due to MC Distribution & Enrollment Verification
1. Support Level Analysis will be refreshed

1st week of February, Zineta will come with analysis on the wage data

*Start to send out withdrawal report (Discussion on process)

August

ancyskariapals09 — 2021-10-05 14:39:16 UTC

July (Directors Meeting)

ancyskariapals09 — 2021-10-05 14:39:20 UTC

1. Student Survey
2. Spring Engagement Report
3. Exit codes (if we decide to add)
~~4. Withdrawal~~

*Developer: Alexis & Alex

August & January

ancyskariapals09 — 2021-10-05 14:47:50 UTC

1. WD & Exit Summary (every two weeks):
-Only first report should be sent by central with a note about how they should be pulling this continuously and designate a staff member.
A. Also pull Enrolled in less than 12 credits report in the first three weeks (find on academic calendar when to indicate this on calendar) and Not enrolled in Session I

2. Student not seen report: In CO email talk about how this is is connected to the withdrawal report --staff needs to pull this every two weeks as well (particularly in the middle of the month).
*Data calendar: 15th of the month

3. Starfish/EAB: Can see who they have scheduled and met with--figure out who is missing at the two week mark
*Data calendar: 15th of the month

4. Course enrollment & Grades
*Data Calendar: 3 weeks before the semester begins - encourage advisors to run (with checks from AD) and check it against students not enrolled & enrolled in less than 12 credits
-This is the second most popular report

5. Fall Enrollment Verification sent to directors (last week of August) *Alex T sends this out
-Associate Directors & Recruitment staff should be added to this

3. Spring Semester Engagement Report

September/February

ancyskariapals09 — 2021-10-05 14:48:04 UTC

* R&E freeze due to MC distribution & Enrollment Verification

For campuses to pull:
1. Enrolled in less than 12 credits session I (can add classes until February 4rd) in coordination with Not enrolled in session 1
2. Student Financial Aid (EFC) - financial aid specialists or advisors
4. Active in CF, not active in ASAPi - to ensure that they are coded properly
5. Not Active in CF but Active in ASAPi - Need to do this before enrollment verification (Alex specifies). This should be pulled every week
6. Projected Graduation - Confirm all students who are about to graduate
7. Remedial - not enrolled
8. Students not seen (weekly)
9. Contact report (weekly)
10. Course withdrawal (weekly for the first month) - ensure that students are seeing if they are administratively withdrawn
11. Students not seen and contact benchmarks met by advisor - monthly (by advising supervisor)
12. Submit an audit report to service desk for Starfish schools

Supervisor Run:
1. ASAP/ACE student Group Code

*Data Calendar: right before they finalize enrollment

October/March

ancyskariapals09 — 2021-10-05 14:48:12 UTC

1. Contact Report (Alexis): *note for L&A --currently, this is being delayed because campuses such as BCC/BMCC are inputting extra data after initial report comes out (at times, hundreds of contacts). To streamline this, we need to find a new way to discuss this w/ campuses. Instead, we were thinking to only give them until October 1st and then refresh, this way L&A can see which campuses are inputting MANY contacts after the month is over

Notes: We will keep the 10th: This is more for an official counts--overarching synthesis.
-How can we send this intentionally to the ADs (feedback loop *L&A*)

-Put this again into the AD/retention working groups

-Last week of Oct - Development & Planning of Withdrawal/Exit report for December

Reports for staff:
1. Exit and withdrawal (Tableau) - Weekly
2. Engagement (Tableau - Monthly
3. Students not seen (weekly)
4. Contact report (weekly)
5. Course withdrawal (weekly for the first month) - ensure that students are seeing if they are administratively withdrawn
7. Students not seen and contact benchmarks met by advisor - monthly (by advising supervisor)
*8. New request: Submit an audit report to service desk for Starfish schools

R&E (maybe not put this on staff calendar so that they feel empowered?)
1. Engagement, exit and withdraw (data refresh)

November/April

ancyskariapals09 — 2021-10-05 14:48:15 UTC

1. Retention & Graduation Report (from prior semester). *Note: we moved this from October to November because we are always scrambling to get this out (due to extension in recruitment, causing for delays in official enrollment). In future years, we will move this at the director's meeting to November so there's enough time to plan.

For Staff:
1. Course enrollment and grades
-Ongoing development of Withdrawal and Exit Report
2. Reverse Transfer student look up (retention AD) - Check fro any students who transferred with 50+ credits are eligible for reverse transfer to complete degree and graduate
3. Students not seen (weekly)
4. Contact report (weekly)
5. Course withdrawal (Monthly) - ensure that students are seeing if they are administratively withdrawn
6. Students not seen and contact benchmarks met by advisor - monthly (by advising supervisor)
7. Submit an audit report to service desk for Starfish schools
8. Student Financial Aid - students who do not have financial aid issues who may be able to return (Retention staff)

(KBCC & LaGCC):
Engagement Summary Report Dashboard Data Refresh

Final SP’22 Enrollment

Spring 2021 Retention and Graduation Report – Include KCC and LaGuardia (data refreshed)

Spring 2022 Proficiency Report Dashboard Refresh – Include KCC and LaGuardia (WI’21/22 grades and SP’22 Development Education Needs and Enrollment)

R&E
1. Engagement, exit and withdraw (data refresh)

User story/Scope: Last week of November: Fall Semester Engagement Report, proficiency report to be worked on in December and presented in January

December (CO)

ancyskariapals09 — 2021-10-05 14:48:20 UTC

Refer to timeline (demo, etc.)

1. Withdrawals from the semester - indicating trends w/ courses & credit accumulation check
2. Course Enrollment report - to look for failed courses
3. Students with <2.0 and/or below credit threshold
4. Students not enrolled Spring (following semester)
5. Credits & GPA report - credit accumulation--enrolling them in winter courses if they're behind on credits
6. Pending Grads report
~~7. **Probation/dismissed (CF?)~~

Reminder of report to be created: probation/part time report

March (CO)

ancyskariapals09 — 2021-10-05 14:48:29 UTC

1. Retention & Graduation Report
2. Instead of Proficiency Dashboard -mid February(historical), change this to an ASAPi report where we can see which students are still in developmental education
-Send an email about the ASAPi report at thsi time.
(Yes--a streamlined report called Proficiency?)
**For continuing students, do this earlier? (January)**
3. Send contact report to Program team (Mid March - Alex T.)
-Yes--Here, Les & Ancy will contact the campuses
4. Engagement Report Tableau (Mid March)

*Develop the retention & graduation report from fall & proficiency dashboard

May (CO)

ancyskariapals09 — 2021-10-05 14:48:36 UTC

Advisor engagement
CS engagement
Withdrawal report --> connect to credit accumulation for summer
Exit Report

January (CO)

ancyskariapals09 — 2021-10-05 14:48:42 UTC

1st week of January - demo of these reports
1. Fall Semester Engagement Report & Exit Report
2. Proficiency Report (for continuing students)
3. Official Graduates
4. Probation/dismissed - After grades come it
5. ASAP/ACE group code
6. Enrolled in less than 12 credits
7. Students not enrolled (Spring)
8. Credits & GPA report
9. *Find report about support levels
10. Active in CF, Not Active in ASAPi
11. Not Active in CF - Active in ASAPi
12. *

-End of the second week, email program team the support level analysis

-Send reminders of what reports they should be pulling during this time

May (Directors Meeting)

ancyskariapals09 — 2021-10-05 14:48:47 UTC

Report: Withdrawal Report

Contextualize summer enrollment

June (Directors Meeting)

ancyskariapals09 — 2021-10-05 14:48:51 UTC

Report: Engagement Report
Report: Academic Performance (include major filters)

*Data Developer: Engagement Report - Alex; Academic Performance Zineta

September

ancyskariapals09 — 2021-10-05 14:48:55 UTC

1. *Preliminary* Support Level Analysis (in a normal year, not this year).

April (CO)

ancyskariapals09 — 2021-10-05 14:49:39 UTC

Report: Spring Retention & Grad for Spring (inclusive of KBCC & LaGCC) for individual meetings
Report: Projected Graduation Report (Ancy to get back to Alex & Z after talking to program team )

Process for Director's Meeting

ancyskariapals09 — 2021-10-05 15:55:03 UTC

**Note: End of month before, send out preliminary data. Ancy & report developer meets and decides what is the most relevant data to share with CO team

*Refer to timeline on Canva & Monday
Week 1: Internal CO meeting w/ key stakeholders to think about agenda
Week 1/2: Create Presentation
Week 3: Director's Meeting
Week 4: Ancy/Lesley meets w/ report developer to go over next month's report

To Do

ancyskariapals09 — 2021-10-05 16:52:48 UTC

*Add in engagement report every month (discuss w/ Alexis)
-Ensure that the support levels will disappear for the Spring
*Retention staff functions for reporting
*Process to discuss w/ campuses that are outliers
*Ad Hoc requests for special projects
*Reaching out to other units to add to the director's meeting reports (example, STEM, Recruitment, etc)
*contextualize survey results