Withdrawal Tracker: Analysis and Reporting Tool

Transcription

1 Withdrawal Tracker: Analysis and Reporting Tool Contents Contents... 1 Introduction... 2 Accessing the Application... 2 General... 2 Data... 2 Colours... 2 Standard Filters... 3 YTD Filters... 3 Location Filters... 4 Basic Filters... 4 Additional Filters... 4 Dashboard... 5 Withdrawals by School... 6 Total Withdrawals... 6 Difference Compared to Previous Year... 6 Withdrawals per Year / Level of Course... 7 Withdrawal Trends... 8 Total Withdrawals... 8 Demographic Analysis... 9 Withdrawals per Demographic Category Year Trend Geographic Analysis Withdrawal Date Analysis Non-Specific Withdrawal Reasons SPR vs SCJ Status Data Alerts

2 Introduction This document describes the QlikView withdrawal tracking application. The application is designed as an aid to monitoring withdrawals from courses and replaces the Monthly Leavers Report and complements the annual data analysis report providing trend data on retention, non-continuation, and transfers. Accessing the Application The application is accessed via the following URL: Log in with your usual UoB username and password when prompted. The name of the application is: Withdrawal Tracker.qvw and it falls under the Category of Retention. Click on the icon to launch the application. Note that if you cannot see the application, it is probably because you have not yet been given permission to use it. To obtain permission to use the application, please contact Rachel Bowden in the Strategic Planning Office. General Data Data is drawn from the data warehouse and is refreshed weekly at every Monday morning. Colours Colours are used to help emphasize the direction of change: green is used to emphasise a decrease in withdrawals; dark grey an increase in withdrawals.

3 Standard Filters Filters can be applied to the data in order to zoom-in on a particular view of the data set e.g. show numbers for international fee payers who withdrew from a particular course. On opening the application a default set of filters is applied: this has been defined so as to show: YTD Filters Option 1. YTD is selected as a filter. Option 2: YTD 2 Months is selected as a filter. There are two YTD filter buttons as shown above. Because withdrawals are often processed retrospectively, figures as at today may understate the position compared to the same date last year, as there may still be withdrawals in the system to process. It was found that on average there is a delay of approximately two months. The default view is to show a year to date comparison (option 1). So, if the current date is 20 October 2014, the data you can see is effectively comparing 20 October 2014 with 20 October 2013 and 20 October If you wish to exclude the last two months, then click on the button labelled YTD-2 Months (option 2). The data is now comparing 20 August 2014 with 20 August 2013 and 20 August The default filter can be re-applied by clicking the button labelled Apply. Two other standard filters are defined: the first defines 1 st year, full-time, home fee students; the second 1 st year, full-time non-home fee students. Again they can be applied by clicking on the appropriate Apply button.

4 Location Filters Selecting this button allows you to filter by: Organisation Campus School name Course Basic Filters Selecting this button allows you to filter by: Withdrawal sub-group Level of study Mode of attendance Fee status School name Course Additional Filters Selecting this button allows you to filter by: Year / level of course Year of student Entry type Entry via UBIC Application route

5 Highest qualification on entry Dashboard The dashboard highlights the main set of figures of interest. The number of withdrawals to date for the current academic year (defined as starting on the 1 August) is shown. This number is also shown as a percentage of the total student population. The total student population is defined as: Current, fully enrolled On hold, intermitting On hold, intercalating In transit, other (e.g. debtor) Course completions for the current academic year Withdrawals for the academic year Below these figures are two graphs that show withdrawals per month and the top 5 five reasons for leaving. On the graphs, a figure such as 188 (1.2%) should be interpreted as the number of withdrawals is 188, which represents 1.2% of the total student population. Below that are four other charts. These charts display withdrawals over different dimensions: by Country of Domicile Area, and by Year / Level of Course. The bar charts to the left show the numbers of withdrawals by each category of demographic and the corresponding pie chart to the right shows the student population for that category. Looking at the case of where the country of domicile area is UK, in the example shown below, the figure 389 (2.7%) should be interpreted as the number of withdrawals of students classed as having a domicile area of UK is 389, which represents 2.7% of the total student population who are classed as having a domicile area of UK (14, 158).

6 Withdrawals by School This screen provides a more detailed analysis of withdrawals by school and course. Total Withdrawals The number of withdrawals to date for this academic year (defined as starting on the 1 August) is shown. The figure is put into context by comparing it to this time one year ago; additionally the total number of withdrawals for the previous year is stated. Difference Compared to Previous Year One bar chart is displayed which highlights the change in withdrawals compared to this time last year, over the dimension Year / Level of Course.

7 Withdrawals per Year / Level of Course Below that a set of similar bar charts showing withdrawals per Year / Level of Course. The bar shows the number of withdrawals this academic year. The figure 78 (1) should be interpreted as the number of withdrawals is 78, 1 more than this time last year. The figure 33 (-7) should be interpreted as the number of withdrawals is 33, 7 fewer than this time last year. Note that if there have been zero withdrawals this year and zero withdrawals the previous year then no data is shown on the graph. A crosstab shows the number of withdrawals over Year / Level of Course and Year of Student; the Year / Level of Course equates to the year of the course; the Year of Student equates to the year of study. E.g. the combination of a Year / Level of Course of 1, and a Year of Student of 2, is interpreted as a student on their second year of study on year / level one of the course. In the example below, there are 19 students in this group recorded as having withdrawn.

8 A second similar crosstab shows the number of withdrawals over Reason for Leaving by Year / Level of Course. Withdrawal Trends This screen gives comparative figures for withdrawals over the last three years. Total Withdrawals The number of withdrawals to date for this academic year (defined as starting on the 1 August) is shown. The figure is put into context by comparing it to this time one year ago; additionally the total number of withdrawals for the previous year is stated. In addition a similar set of figures is shown for the previous year. The figure for two years previous has no context associated with it.

9 Below the headline figures are graphs showing: Withdrawals per Year / Level of Course Withdrawals per Month Accumulated withdrawals per Month Months on a course before withdrawing Demographic Analysis This screen shows figures for withdrawals for different demographic categories. Clicking on the button labelled Show Available Demographics provides a pop-up window that lists and gives a brief description of the demographics.

10 Click on the button labelled Hide Info to close the pop-up window. Withdrawals per Demographic Category Two charts show the number of students who are withdrawing by demographic category for the current year. The bar chart shows the numbers per category (with an indication of whether it is up or down on the previous year). The pivot table shows the same numbers broken down by school. These graphs allow to you to cycle through the various demographics, but using the circular arrow button. Simply clicking on it, sets the graph to the next demographic in the list, however rightclicking on the icon brings up a drop-down list which allows you to select from the available list of demographics. Note that when you select some of these categories as a filter, then the reporting features (i.e. reports that identify individual students) are switched off. Removing the filters on demographic categories re-instates the reporting features. The demographic categories that will disable reporting features if they are selected are: Ethnicity NS-SEC POLAR Bursary Compact / Aim Higher Disability

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12 3 Year Trend This chart simply shows the numbers per category over the last 3 years. Again it will highlight if any group is rising, or going against the trend. Geographic Analysis This sheet plots withdrawals to date over a map of the world. The size of the bubble indicates the size of the withdrawing population. Green is used to emphasise a downward movement; black an upward movement. The figures by country are also available in tabular form. At the top of the screen a filter is available to allow you to select a geographic area. You can also search for an individual country.

13 Withdrawal Date Analysis This screen shows the difference in months between the date the withdrawal was recorded on SITS and the actual date given for the students' last attendance. Figures are for the last complete academic year. Headline figures are given for: The time for recording 25% of withdrawals The time for recording 50% of withdrawals The time for recording 75% of withdrawals Below that a graph shows the spread of time per school. The interpretation of bars is described below: The time to record 25% of withdrawals The time to record 75% of withdrawals The time to record 50% of withdrawals Measurements are in months, so looking at this example we can see that 25% of withdrawals were recorded in around 0.06 months; 50% of withdrawals were recorded in 0.9 months, and 75% of withdrawals were recorded in just under 2.8 months. We can also infer that 25% of withdrawals took longer than 2.8 months to record. A list report can be viewed by selecting the tab labelled Process Time List Report.

14 Non-Specific Withdrawal Reasons For the current academic year, figures are shown for the use of non-specific withdrawal reasons, Not Known or Other, compared to the total number of recorded withdrawals. The example above shows that out of 424 withdrawals recorded, 95 use a non-specific reason. As a percentage this is represented on the gauge (22%). Below that a bar chart shows the breakdown of the reasons used. A bar chart at the bottom of the screen shows the percentage of non-specific reasons per school and course. The example below shows that the school has used non-specific reasons in just over 25% of cases. SPR vs SCJ Status Because of the way that SITS functions there are times where the enrolment status of the student is not always consistent across different screens that are available. This screen highlights those cases where 1. The SCJ status indicates withdrawn, but the SPR status indicates something else. 2. The SPR status indicates withdrawn, but the SCJ status indicates something else. The main figures and quoted along with two graphs showing status mismatches.

15 So, for example, looking at the graph to the left, out of the 99 records flagged as having an incompatible SPR status, 76 have the SPR status of Completed Course and 23 the SPR status Current. Clicking on the button labelled List Report will generate a report of the records. For example, clicking on the button to the left will generate a list report of those 99 records in question. Similarly, clicking on the button to the right will generate a list report of those 538 records which have an SCJ status that is incompatible with an SPR status of withdrawn. Depending on which button you click, the other graph will be greyed out to emphasise which collection of records you re viewing. In the screen shot below, the list report for incompatible SPR statuses has been produced; the graph relating to incompatible SCJ statuses has been greyed out.

16 Data Alerts. This screen highlights where data quality issues have been uncovered. A table report at the top of screen may be exported to Excel. The fields that are in question are highlighted to indicate how the alert was generated. At bottom of the screen, some basic figures are given, indicating the percentage of records without an alert; who the alerts break down by type (date or status issues) and below that the numbers of records per alert type. Note that one record may have more than one alert.