The ACCESS Data Initiative, supported by the New York Community Trust, provides cohort-level metrics on student enrollment, persistence, performance, and completion at CUNY for organizations and programs (schools, community-based organizations, etc.) to assist them in building data capacity and informing organizational programming and practice. Through broader dissemination and increased understanding of data, we aim to improve performance of college access, transition and success programs for all New Yorkers. As part of ACCESS Data, CUNY’s Office of Institutional Research and Assessment (OIRA) match program participant records with CUNY administrative records, in groups or cohorts determined by the submitting organization, and provide aggregate reports for eligible programs on an annual or semester basis.

See a sample report here.

Eligibility & Process for Participating Organizations

Eligible organizations or programs provide services, and/or have a mission that connects to college outcome goals for students. To participate in the ACCESS Data Initiative you must have contact  with students and be able to provide student level information. The organization that provides this information will receive the data and can share it with others connected to their programs or services at their discretion only. Graduate NYC will not share your data. These data are not intended for third party evaluation or research purposes. We will not provide whole school or individual student data. Programs that are participating for the first time must attend an information session before submitting participant data.  Additionally, any new staff members from organizations that have already participated, must also attend the information session.

The information sessions will be used to introduce program staff to the metrics used to create the report and gain a better understanding of the uses and limitations of this kind of data. All participating programs (first-time and return),  must also attend an action planning workshop after receiving their aggregate report. Programs will submit multiple identifiers for each student in order to increase changes of a successful matching process. Data must be submitted via the Student Data Request Template (see below), provided by OIRA. Errors in any of the information may prevent OIRA from matching them to a student at CUNY (e.g. if the social security number is missing or off by one digit this may preclude a match). All student information will be transmitted confidentially via TumbleWeed. No individual student records should ever be transmitted over email to ensure security of confidential and sensitive information.

Each organization will receive an initial report that will contain the most recent year of CUNY outcome data for all students matched. Subsequent reports will come in two parts:

  1. The most recent year of CUNY outcome data for all new cohorts/students submitted to CUNY for matching.
  2. Updated data for cohorts/students previously submitted.

*Note: Reports unfortunately do not include students who are enrolled in CUNY Start or CUNY CLIP and reports cannot be run for cohorts that have five or fewer people, due to privacy concerns. The report will only include students who begin as first-time freshmen. Advanced standing transfer students will not be included.

Submission guidelines: Any interested organization needs to complete the following steps:

  1. Attend an information session
  2. Complete the Intent to Apply Survey (will be made available after the info session)
  3. Submit Non-Disclosure Agreement and Student Data Request Template

Each organization will submit only one spreadsheet per organization even if the students in the spreadsheet are in more than one program or cohort.

  • If a student is in more than one program or cohort, only list the student once – indicate all cohorts or programs a student was a part of (e.g. In 2010, there were two programs, each with a different intervention. John went to both in 2010. John should be listed once, with one cohort listed in “Program Cohort” and the second listed under “Additional Program or Cohort”.)

Students without SSN or OSIS ID cannot be matched.

Spring 2016 ACCESS Data Timeline
March 11, 2016 @  3:30PM Info session – CUNY Central Office 205 East 42nd Street
April 1, 2016   Intent to Apply Survey due (online)
May 6,  2016 Student Data (using List Template) and Non-Disclosure Agreement due
July 12, 2016 Aggregate reports completed and shared with CBOs
July 2016  – End of the month Workshop – Data Review & Action planning

Due to a generous grant from the New York Community Trust, there is no longer a fee for participation in this project.

For more information about ACCESS Data please contact Sharae Brown at sharae.brown@cuny.edu.