This type of tracking can significantly benefit schools, districts, or organizations by shifting their focus from solely graduation rates to long-term student success and program efficacy. For schools/districts or organizations that provide direct support and ongoing support to alumni, this report type may help capture data that: 

  • Identify Critical Loss Points: Enrollment data combined with the "last date of interaction logged" and "last message and response sent" helps pinpoint exactly when students disengage or stop progressing
  • Accountability and Reporting: The metrics provide can help guide counselors to more quickly identify alumni to prioritize, and makes it easy to share big-picture insights that inform programming.
  • Data-Driven Decision Making: Build a data-driven approach for allocating resources, designing senior-year supports, and adjusting instruction to address identified gaps.


Creating the report

  • Select the menu option Data & Reports > Custom Reports
  • Select the "Alumni Data" tile
  • Click on the  . . . menu then Create a New Report 
  • Title your report, then begin adding the desired fields (see suggestions below) 
    • Add a Condition if you want to filter your data by specific criteria (ex: Graduation Year > Equals Any > 2024, 2025)
    • Select field options (columns) to include in your report ; we recommend the following fields, listed alphabetically:
      • Alumni Data - Current Status
      • Alumni Data - Date of Last Known Enrollment 
      • Alumni Data - Immediate First Fall Enrollment Type
      • Alumni Data - First Transition 
      • Alumni Data - Summer Melt? 
      • College Data - College Name
      • Student Rollups - # of Days Since Last Interaction
      • Student Rollups -  # of Days Since Last Message From Student (if using texting)
      • Student Rollups -  # of Days Since Last Message To Student
      • Student Rollups - Date of Last Interactions 
      • Student - Assigned Counselor
      • Student - Communication Email 
      • Student - Graduation Year 
      • Student - Text Messaging Opt-in? (if using texting)
      • add any additional custom fields that are applicable (found under Student - [Custom Field Name]
  • Save Report 
  • Run Report 

Here's what that report looks after it is created and columns are reorganized:


Report Insights 

  • Graduation Year and Assigned Counselor can be used to filter or sort data more easily. If the student's Assigned Counselor as an alumni should be different, this helps identify which accounts need to be updated. 
  • The Student Rollup fields for interactions or messages automatically update based on actions taken in Overgrad. If counselors are logging interactions or sending messages, then these fields will automatically update.
  • Alumni Data and College Data fields populate information from student enrollment records as high school alumni. If counselors are collecting or tracking Fall enrollments, these fields listed would help identify which students don't yet have a record on file. NSC Reports are usually released around November of the Fall term, so adding Manual Enrollments is a great way to track track first year Fall enrollment data early on.  
  • Summer Melt is an auto-calculated field in Overgrad that looks for a college application with the status "enrolled" and the immediate first fall enrollment record to determine the student's melt status. Learn more about other auto-calculated fields here. 

 

District Account Managers can add and customize a Data Summary and make this report a student list for all educators to view. Applying conditional coloring to the student list can help educators more easily track and monitor progress.