1

Other Available Resources from NSC’s Research Center

CIP Code Lookup Table

http://nscresearchcenter.org/workingwithourdata/

2

Other Available Resources from NSC’s Research Center

Optional Data Elements – Frequency of Reporting

3

Questions?

Visit our website at: www.studentclearinghouse.org

Find out more about StudentTracker at: www.studentclearinghouse.org/colleges/studenttracker/

4

First Name Last NameRequester Return Field

Record Found Y/N Search Date

College Code Branch College Name

College State

2 year 4 year

public private

enrollment begin enrollment end

Enrollment status

graduated

graduation date degree title major

college sequence

Sicily Miller 230-U89 Y 2007-05-29041143-00NEVADA STATE COLLEGE

NV4-year Public 2007-08-27 2007-12-15

FN 1

Sicily Miller 230-U89 Y 2007-05-29041143-00NEVADA STATE COLLEGE

NV4-year Public 2008-01-22 2008-05-09

HN 1

Sicily Miller 230-U89 Y 2007-05-29041143-00NEVADA STATE COLLEGE

NV4-year Public 2008-08-25 2008-12-13

FN 1

Sicily Miller 230-U89 Y 2007-05-29041143-00NEVADA STATE COLLEGE

NV4-year Public 2009-01-20 2009-05-09

FN 1

Sicily Miller 230-U89 Y 2007-05-29041143-00NEVADA STATE COLLEGE

NV4-year Public 2009-05-18 2009-08-08

HN 1

Sicily Miller 230-U89 Y 2007-05-29041143-00NEVADA STATE COLLEGE

NV4-year Public 2009-08-24 2009-12-12

FN 1

Sicily Miller 230-U89 Y 2007-05-29041143-00NEVADA STATE COLLEGE

NV4-year Public 2010-01-19 2010-05-08

FN 1

Sicily Miller 230-U89 Y 2007-05-29010362-00COLLEGE OF SOUTHERN NEVADA

NV

4-year Public 2008-01-22 2008-05-17

H

N 2

Sicily Miller 230-U89 Y 2007-05-29041426-01 TOURO UNIVERSITYNV

4-year Private 2010-11-01 2011-02-28F

N 3

Sicily Miller 230-U89 Y 2007-05-29041426-01 TOURO UNIVERSITYNV

4-year Private 2011-02-28 2011-06-30F

N 3

Sicily Miller 230-U89 Y 2007-05-29041426-01 TOURO UNIVERSITYNV

4-year Private 2011-07-01 2011-10-31F

N 3

Sicily Miller 230-U89 Y 2007-05-29041426-01 TOURO UNIVERSITYNV

4-year Private 2011-10-31 2012-02-28L

N 3

Sicily Miller 230-U89 Y 2007-05-29041426-01 TOURO UNIVERSITYNV

4-year Private 2012-07-01 2012-10-31H

N 3

Sicily Miller 230-U89 Y 2007-05-29041426-01 TOURO UNIVERSITYNV

4-year Private 2012-11-01 2013-02-28F

N 3

Sicily Miller 230-U89 Y 2007-05-29041426-01 TOURO UNIVERSITYNV

4-year Private

Y 2013-03-08 3

Sicily Miller 230-U89 Y 2007-05-29010142-00 TOURO COLLEGE

NY

4-year Private

Y 2013-03-08BACHELOR IN SCIENCE NURSING 4

Sicily Miller 230-U89 Y 2007-05-29041426-00TOURO UNIVERSITY CALIFORNIA

CA

4-year Private

Y 2013-03-08 BS NURSING 4

5

First NameLast Name

Search Date

College Code Branch College Name

College State

2 year 4 year

public private

enrollment begin

enrollment end

Enrollment status

graduated

graduation date degree title major

college sequence

Danson Steen 2009-05-23 002569-00 UNIVERSITY OF NEVADA LAS VEGASNV 4-yearPublic 2009-08-24 2009-12-12 F N 1Danson Steen 2009-05-23 002569-00 UNIVERSITY OF NEVADA LAS VEGASNV 4-yearPublic 2010-01-11 2010-05-08 F N 1Danson Steen 2009-05-23 002569-00 UNIVERSITY OF NEVADA LAS VEGASNV 4-yearPublic 2010-08-23 2010-12-11 F N 1Danson Steen 2009-05-23 002569-00 UNIVERSITY OF NEVADA LAS VEGASNV 4-yearPublic 2011-01-18 2011-05-14 F N 1Danson Steen 2009-05-23 002569-00 UNIVERSITY OF NEVADA LAS VEGASNV 4-yearPublic 2011-05-16 2011-08-13 L N 1Danson Steen 2009-05-23 002569-00 UNIVERSITY OF NEVADA LAS VEGASNV 4-yearPublic 2011-08-29 2011-12-17 F N 1Danson Steen 2009-05-23 002569-00 UNIVERSITY OF NEVADA LAS VEGASNV 4-yearPublic 2012-01-17 2012-05-12 F N 1Danson Steen 2009-05-23 002569-00 UNIVERSITY OF NEVADA LAS VEGASNV 4-yearPublic Y 2012-05-12 1Danson Steen 2009-05-23 002569-00 UNIVERSITY OF NEVADA LAS VEGASNV 4-yearPublic Y 2012-05-12 BACHELOR OF ARTSINTERDISCIPLINARY STUDIES-MULTIDISCIPLINARY STUDIES1Danson Steen 2009-05-23 041143-00 NEVADA STATE COLLEGENV 4-yearPublic 2010-01-19 2010-05-08 L N 2Danson Steen 2009-05-23 011649-00 LOYOLA MARYMOUNT UNIVERSITYCA 4-yearPrivate 2012-08-27 2012-12-14 F N 3Danson Steen 2009-05-23 011649-00 LOYOLA MARYMOUNT UNIVERSITYCA 4-yearPrivate 2013-01-14 2013-05-10 F N 3Danson Steen 2009-05-23 011649-00 LOYOLA MARYMOUNT UNIVERSITYCA 4-yearPrivate 2013-08-26 2013-12-13 F N 3Danson Steen 2009-05-23 011649-00 LOYOLA MARYMOUNT UNIVERSITYCA 4-yearPrivate 2014-01-13 2014-05-09 F N 3Danson Steen 2009-05-23 011649-00 LOYOLA MARYMOUNT UNIVERSITYCA 4-yearPrivate 2014-05-19 2014-06-27 H N 3Danson Steen 2009-05-23 011649-00 LOYOLA MARYMOUNT UNIVERSITYCA 4-yearPrivate 2014-08-25 2014-12-12 F N 3Danson Steen 2009-05-23 011649-00 LOYOLA MARYMOUNT UNIVERSITYCA 4-yearPrivate 2015-01-12 2015-05-08 F N 3Danson Steen 2009-05-23 011649-00 LOYOLA MARYMOUNT UNIVERSITYCA 4-yearPrivate Y 2015-05-08 3Danson Steen 2009-05-23 011649-00 LOYOLA MARYMOUNT UNIVERSITYCA 4-yearPrivate Y 2015-05-10 MASTER OF ARTSTHEOLOGY 3

6

Your Unique Identifier First Name Middle Initial

Last Name Name Suffix

Requester Return Field Record Found Y/N Search Date

5023 Jennifer Tagashi P34 N 2009-05-23

7

First Name Last Name

Search Date

College Code Branch

College Name

College State

2 year 4 year

public private

enrollment begin

enrollment end

Enrollment status

graduated

graduation date degree title major

college sequence

Darwin Melendez 2008-05-29 010362-00COLLEGE OF SOUTHERN NEVADANV 4-year Public 2008-06-09 2008-08-15 F N 1Darwin Melendez 2008-05-29 010362-00COLLEGE OF SOUTHERN NEVADANV 4-year Public 2008-08-25 2008-12-13 F N 1Darwin Melendez 2008-05-29 010362-00COLLEGE OF SOUTHERN NEVADANV 4-year Public 2009-01-20 2009-05-16 F N 1Darwin Melendez 2008-05-29 010362-00COLLEGE OF SOUTHERN NEVADANV 4-year Public 2009-06-08 2009-08-15 H N 1Darwin Melendez 2008-05-29 010362-00COLLEGE OF SOUTHERN NEVADANV 4-year Public 2009-08-31 2009-12-19 F N 1Darwin Melendez 2008-05-29 010362-00COLLEGE OF SOUTHERN NEVADANV 4-year Public 2010-01-19 2010-05-15 F N 1Darwin Melendez 2008-05-29 010362-00COLLEGE OF SOUTHERN NEVADANV 4-year Public 2010-06-07 2010-08-14 F N 1Darwin Melendez 2008-05-29 010362-00COLLEGE OF SOUTHERN NEVADANV 4-year Public 2010-08-30 2010-12-19 H N 1Darwin Melendez 2008-05-29 010362-00COLLEGE OF SOUTHERN NEVADANV 4-year Public 2012-08-27 2012-12-15 L N 1Darwin Melendez 2008-05-29 010362-00COLLEGE OF SOUTHERN NEVADANV 4-year Public 2013-01-22 2013-05-18 H N 1Darwin Melendez 2008-05-29 010362-00COLLEGE OF SOUTHERN NEVADANV 4-year Public 2013-06-03 2013-08-10 L N 1Darwin Melendez 2008-05-29 010362-00COLLEGE OF SOUTHERN NEVADANV 4-year Public 2013-08-26 2013-12-15 H N 1Darwin Melendez 2008-05-29 010362-00COLLEGE OF SOUTHERN NEVADANV 4-year Public 2014-01-21 2014-05-18 L N 1Darwin Melendez 2008-05-29 010362-00COLLEGE OF SOUTHERN NEVADANV 4-year Public Y 2010-05-15 ASSOCIATE OF ARTSCRIMINAL JUSTICE1Darwin Melendez 2008-05-29 002569-00UNIVERSITY OF NEVADA LAS VEGASNV 4-year Public 2010-08-23 2010-12-11 F N 2Darwin Melendez 2008-05-29 002569-00UNIVERSITY OF NEVADA LAS VEGASNV 4-year Public 2011-01-18 2011-05-14 F N 2Darwin Melendez 2008-05-29 002569-00UNIVERSITY OF NEVADA LAS VEGASNV 4-year Public 2011-05-16 2011-08-13 H N 2Darwin Melendez 2008-05-29 002569-00UNIVERSITY OF NEVADA LAS VEGASNV 4-year Public 2011-08-29 2011-12-17 H N 2Darwin Melendez 2008-05-29 002569-00UNIVERSITY OF NEVADA LAS VEGASNV 4-year Public 2012-01-17 2012-05-12 F N 2Darwin Melendez 2008-05-29 002569-00UNIVERSITY OF NEVADA LAS VEGASNV 4-year Public 2012-05-14 2012-08-11 H N 2Darwin Melendez 2008-05-29 002569-00UNIVERSITY OF NEVADA LAS VEGASNV 4-year Public 2012-08-27 2012-12-15 H N 2Darwin Melendez 2008-05-29 002569-00UNIVERSITY OF NEVADA LAS VEGASNV 4-year Public Y 2012-12-15 BACHELOR OF ARTSCRIMINAL JUSTICE2Darwin Melendez 2008-05-29 002569-00UNIVERSITY OF NEVADA LAS VEGASNV 4-year Public Y 2012-12-15 2Darwin Melendez 2008-05-29 020530-00LIBERTY UNIVERSITYVA 4-year Private 2014-01-13 2014-05-09 F N 3Darwin Melendez 2008-05-29 020530-00LIBERTY UNIVERSITYVA 4-year Private 2014-08-18 2014-12-01 W N 3Darwin Melendez 2008-05-29 020530-00LIBERTY UNIVERSITYVA 4-year Private 2015-01-12 2015-05-08 F N 3

8

First Name Last Name Search Date

College Code Branch College Name

College State

2 year 4 year

public private

enrollment begin

enrollment end

Enrollment status

graduated

graduation date degree title major

college sequence

Alex Morrow 2009-05-23 030722-00 CHANDLER/GILBERT COMMUNITY COLLEGEAZ 2-yearPublic 2010-01-19 2010-05-14 H N 1Alex Morrow 2009-05-23 030722-00 CHANDLER/GILBERT COMMUNITY COLLEGEAZ 2-yearPublic 2010-08-21 2010-12-17 F N 1Alex Morrow 2009-05-23 030722-00 CHANDLER/GILBERT COMMUNITY COLLEGEAZ 2-yearPublic 2011-01-15 2011-05-13 F N 1Alex Morrow 2009-05-23 030722-00 CHANDLER/GILBERT COMMUNITY COLLEGEAZ 2-yearPublic 2011-08-20 2011-12-16 H N 1Alex Morrow 2009-05-23 030722-00 CHANDLER/GILBERT COMMUNITY COLLEGEAZ 2-yearPublic Y 2011-12-16 GENERAL EDUCATION CERTIFICATEARIZONA GENERAL EDUCATION CURRICULUM (AGEC-A)1Alex Morrow 2009-05-23 030722-00 CHANDLER/GILBERT COMMUNITY COLLEGEAZ 2-yearPublic Y 2011-12-16 ASSOCIATE IN ARTSNOT APPLICABLE 1Alex Morrow 2009-05-23 001081-00 ARIZONA STATE UNIVERSITYAZ 4-yearPublic 2012-08-23 2012-12-20 F N 2Alex Morrow 2009-05-23 001081-00 ARIZONA STATE UNIVERSITYAZ 4-yearPublic 2013-01-07 2013-05-09 F N 2Alex Morrow 2009-05-23 001081-00 ARIZONA STATE UNIVERSITYAZ 4-yearPublic 2013-08-22 2013-12-18 F N 2Alex Morrow 2009-05-23 001081-00 ARIZONA STATE UNIVERSITYAZ 4-yearPublic 2014-01-13 2014-05-14 F N 2Alex Morrow 2009-05-23 001081-00 ARIZONA STATE UNIVERSITYAZ 4-yearPublic Y 2014-05-14 BACHELOR OF SCIENCEPSYCHOLOGY 2Alex Morrow 2009-05-23 001081-00 ARIZONA STATE UNIVERSITYAZ 4-yearPublic Y 2014-05-14 2Alex Morrow 2009-05-23 001083-00 UNIVERSITY OF ARIZONAAZ 4-yearPublic 2014-08-25 2014-12-18 F N 3Alex Morrow 2009-05-23 001083-00 UNIVERSITY OF ARIZONAAZ 4-yearPublic 2015-01-14 2015-05-14 H N 3

9

First Name

Last Name Search Date

College Code Branch College Name

College State

2 year 4 year

public private

enrollment begin

enrollment end

Enrollment status

graduated

graduation date degree title major

college sequence

Daisy DUKES 2008-05-29 001350-00 COLORADO STATE UNIVERSITYCO 4-year Public 2012-05-14 2012-08-03 H N 1Daisy DUKES 2008-05-29 001350-00 COLORADO STATE UNIVERSITYCO 4-year Public 2012-08-20 2012-12-14 F N 1Daisy DUKES 2008-05-29 001350-00 COLORADO STATE UNIVERSITYCO 4-year Public 2013-01-22 2013-05-17 F N 1Daisy DUKES 2008-05-29 001350-00 COLORADO STATE UNIVERSITYCO 4-year Public 2013-05-20 2013-08-09 L N 1Daisy DUKES 2008-05-29 001350-00 COLORADO STATE UNIVERSITYCO 4-year Public 2013-08-26 2013-12-20 H N 1Daisy DUKES 2008-05-29 001350-00 COLORADO STATE UNIVERSITYCO 4-year Public 2014-01-21 2014-05-16 F N 1Daisy DUKES 2008-05-29 001350-00 COLORADO STATE UNIVERSITYCO 4-year Public 2014-05-19 2014-08-08 F N 1Daisy DUKES 2008-05-29 001350-00 COLORADO STATE UNIVERSITYCO 4-year Public 2014-08-25 2014-12-19 F N 1Daisy DUKES 2008-05-29 001350-00 COLORADO STATE UNIVERSITYCO 4-year Public 2015-01-20 2015-05-15 F N 1Daisy DUKES 2008-05-29 001350-00 COLORADO STATE UNIVERSITYCO 4-year Public Y 2015-05-16 MASTER OF OCCUPATIONAL THERAPYOCCUPATIONAL THERAPY 1Daisy DUKES 2008-05-29 001350-00 COLORADO STATE UNIVERSITYCO 4-year Public Y 2015-05-15 1

10

What kinds of issues might you face in converting a long file to a wide file?

11

SWIRLING STUDENTS

A student swirls between two institutions:

For example, Susie is at USC in Fall 2009 and Spring 2010, at CCC Summer 2010, back at USC in Fall 2010 and Spring 2011, at CCC Summer 2011, back at USC in Fall 2011 and Spring 2012, and then at UCSD.

Is the question more complicated for someone like Darwin who enrolled at UNLV while still at CSN?

Questions to answer:Did Susie ever transfer from USC to CCC? If so, did she transfer twice? Do you not count her transfer to CCC as she’d never really left USC?

What’s her institution sequence? #1: USC#2: CCC#3: USC#4: CCC#5: USC#6: UCSD

#1: USC#2: CCC#3: UCSD

#1: USC#2: UCSD

12

MULTIPLE GRADUATION RECORDS (per student)

For example, if a student shows multiple credentials earned on the same day, like Sicily Miller.We can see that 2 of them are BS in Nursing degrees. Is the third? Or is the third an AS in Nursing awarded on the same day?

Sicily’s show as being earned from 3 different institutions in 2 different states. Do you count them separately or as just one given that they were from the same college system on the same day?

What about Danson Steen? He shows as having earned 2 degrees from Loyola Marymount, one on 5/8/15 and the other on 5/10/15. With no specifics given on the 5/8/15 credential, are they the same credential but reported twice on different dates?

If they’re within some specified time frame, do you default to the later credential? Default to the one where details are provided?

13

SOME STUDENTS WILL ONLY SHOW A WITHDRAWN STATUS

For someone like Darwin Melendez, where his only enrollment for Fall 2014 shows as a ‘W’, do you:

- ignore this record as there’s no enrollment record showing for that term?

- count him as having been enrolled that term because a student likely enrolled before he withdrew?

14

TRACKING STUDENT PROGRESS YEAR-BY-YEAR

For example:

You are tracking outcomes with the desire that every student should earn a Bachelor’s and you come to a student like Danson Steen. He earns a bachelor’s in year 4 but then returns to school.

Do you keep him in the ‘earned bachelors’ bucket from year 4 onwards as completion of a bachelors degree is the ultimate goal?

Do you put him in ‘earned bachelors’ bucket in year 4, and then in the ‘enrolled’ bucket in years 5 & 6?

15

SOME STUDENTS SHOW AS ‘NOT FOUND’

This can mean that they are not in our database at all, that we were unable to confirm a match, or that the records we have for them are blocked. An example is Jennifer Tagashi.

Are her college enrollments outside of the search window? Did she attend an institution that doesn’t participate with the Clearinghouse? Did she block her records? Is her institution blocking her records? Was there an error in the submission file preventing Student Tracker from being able to match her?

What if you know that Jennifer attended or graduated from an institution that doesn’t participate with the Clearinghouse ? Given the time/resources, do you modify her record to include this information?

- Use the website below to determine if an institution like Fuller Theological Seminary participates with NSC

http://studentclearinghouse.org/colleges/enrollment_reporting/participating_schools.php(right click on link, ‘open link’)

16

YOU WANT TO TRACK CREDENTIALS BY DEGREE TYPE OR CIP FAMILY

A couple of things can stand in the way:

the ‘type’ of degree is a free-text field

the CIP code for credentials is not shown

Utilize the following resources found on the ‘Working with our Data’ page of NSC’s Research Center website: (see handout)

- Use the CIP code Lookup table to map a ‘Nursing’ degree to CIP code 51.3801

- Use the Credential Level Lookup table to map ‘Assoc Deg in Arts’ to ‘Associates’ 

17

YOU WANT TO INCLUDE ADDITIONAL DATA ELEMENTS IN YOUR DETAIL FILE

If you would like to have Enrollment information (class level, majors 1&2, enrollment CIPs 1&2), then your institution needs to start sending in ‘additional’ data elements, known as A2 or expanded elements.

If you would like to have Credential information (a graduation flag, degree title, majors, and CIPs), then your institution needs to join Degree Verify (DV)

18

HOW TO DETERMINE ACADEMIC YEARS

CO query: This is less of an issue as all students have the same search date.For a search date of 9/7/2006, Student Tracker uses the following:

Year 1: 9/8/06 - 9/7/07Year 2: 9/8/07 – 9/7/08 etc.

For the rest, each student has their own search date. For example: John Doe has 2/16/09, Jane has 5/3/06, etc.

Option 1: the AY’s are determined by the search dateJohn’s years would be 2/16/09-2/15/10, 2/16/10-2/15/11, etc.Jane’s years would be 5/3/06-5/2/07, 5/3/07-5/2/08, etc.

Option 2: Academic years would run from August 15th – August 14th

Option 3: Use the ‘year’ part of the earliest enrollment. John’s years would be AY1 = 2009, AY2 = 2010, etc. while Jane’s years would be AY1 = 2006, AY2 = 2007, etc.

19

DETERMINING WHICH YEAR AN ENROLLMENT OR DEGREE RECORD SHOULD BE PLACED INTO

If, for example, you’ve decided that your academic years will be:

AY1= 8/15/2007 - 8/14/2008AY2 = 8/15/2008 – 8/14/2009AY3 = 8/15/2009 – 8/14/2010 etc.

and Jane Doe has a Fall enrollment in a term that runs from 7/18/07 through 11/30/07

Does this term count in AY1 as it begins in this time frame?

Does it count in AY 2 as it ends in this time frame?

Do you count it in both?

What is an enrollment term spans an entire academic year?

20

What questions do you have?