Graduation Rates - Pivot Table Instructions *Instructions use Microsoft Excel 2010 and Internet Explorer 8. ~Accessing the PivoTable file~

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1 Graduation Rates - Pivot Table Instructions *Instructions use Microsoft Excel 2010 and Internet Explorer 8 ~Accessing the PivoTable file~ The PivoTable file can be found on the Office of Institutional If link does not work, from UND s main site hover over research then click institutional research. On the left side menu click the green + symbol next to Dashboards and then Retention/Graduation rates. Under Transfers click Data site for authorized users (password protected). Finally, under Graduation Rates click Interactive pivot table. Under Graduation Rates click the link interactive pivot table. You will be prompted to either open or save the file. Click save and save the file somewhere on your computer. After selecting a save and the file downloads, another window may give you the option to open it. Otherwise, find the file on your computer and open the file in EXCEL An Internet Explorer Security window may come up after clicking open - click Allow After the EXCEL file opens a Protected View message will be present across the top. You will need to click Enable Editing in order to use the features of the pivot table. Page 1

2 Once open and editing allowed, the screen should very similiar to that below with the PivoTable displayed on the left and the PivoTable Field List on the right listing the variables that can be used in the table. By default, the PivoTable displays 4-.5-,6-,7-,8-year graduation rates (percentage) for cohort years At the bottom you notice another tab in the file, Readme. This tab has definitions for the variables displayed in the table such as for EN and N* and descriptions for abbreviations that may be used in the table. If you are new to using PivoTables there are many resources available via the web. Using Google or another search engine to search using pivot tables in excel 2010 results in a number of resources including: How-To Geek.com - a great write-up with pictures: Youtube video series on PivoTables: Page 2

3 ~Changing diplay values~ The default table shows values as row percentages (the % of students from each year that graduated in 4, 5, 6, 7, or 8 years. You may need to know the exact numbers instead of percentages. To do this, you will have to change the display values in the table. Within in the table display, right click on any cell that has a percentage displayed, mouse down to show values as and you will see a check mark next to % of Row Total, click on No Calculation to display the raw count. To return to percentage you can either undo (shortcut: ctrl + z) or right-click within the table again, show values as and select % of Row Total --> note: if you do it this way, the formatting within the table may change so that percentages will show up with 2 decimal places instead of the default 0 decimal places. You can correct this by higlighting the data cells, right click, select format cells. On the left side of the format cells window, percentage should be highlighted. On the right you can adust the number decimal places. Then click ok. When changing display values back and forth, make sure you have selected % Row Total and not any of the other % options. Page 3

4 ~Using the filter options (by Major)~ By default, the PivoTable displays data for all UND students. However, by using the filter options you can narrow the data to only include certain colleges, majors, or display men and women separately. The filter variables are located in the upper left portion of the PivoTable as drop down menus. Clicking the arrow gives you a number of check boxes to choose from (to filter by). You may want to look at the graduation rates for students of a particular major. The filter option InitMajor shows All. Clicking on the down arrow brings up a list of majors sorted alphabetically. By clicking the box with a checkmark next to All you will unselect all the majors. Clicking All again with recheck it and select all students. For example, perhaps you want to know the graduation rates for Anthropology majors. Click the down arrow next to InitMajor, click the box next to All to unselect all majors, then simply check the box next to Anthropology. Now your table will display only the graduation rates for Anthropology majors. (Note: Majors will differ in terms of their graduates, not all will have 4-, 5-, 6-,7-, and 8-year rates.) To return to all students, simply check All under the InitMajor filter menu. Page 4

5 ~Using the filter options (by Gender)~ Also by default, the PivoTable has a gender filter option menu allowing you to look at only men s or only women s graduation rates. Simply click the down arrow next to the Gender filter option and click to highlight either F for female or M for male to see graduation rates separately and then click OK. In the example below, female was selected and the PivoTable displays on female graduation rates for all UND students. You can also use the filter options in conjuction with each other. If, for example, you wanted to know the graduation rates for females students who majored in english. Select the InitMajor menu, click All to clear selections, then scroll down and click the box next to English and click OK. Now, select the Gender menu, click to highlight F and click OK. Your table should now display the graduation rates for female english majors. Page 5

6 ~Using the filter options (by College)~ The default table does not have college inserted as a filter variable so you will have to add it. To do this, go to the right side PivoTable Field List, click the blank space in the top box, then mouse over InitClg - it will highlight in orange. Now click, hold, and drag it down to the Report Filter and drop it underneath Gender. You should now see the InitClg filter option on the left side PivoTable display. Now you will be able to use this drop-down menu to select individual colleges at UND. The example at the very bottom of this page is for the college of Arts & Sciences Page 6