Alumni Tracking Tool - Beyond 12

Alumni Tracking Tool Version 2.2 User Guide

Modified October 28, 2012

Alumni Tracking Tool Version 2.2

2012 For licensed users of Beyond 12’s Alumni Tracking Tool only 2

Contents I. Introduction to Beyond 12 ......................................................................................................................... 4

II. Getting Started .......................................................................................................................................... 5

Logging In .................................................................................................................................................. 5

Resetting your password .......................................................................................................................... 6

III. Introduction to the Alumni Tracking Tool ................................................................................................ 7

Top Nav ..................................................................................................................................................... 7

Left Nav ..................................................................................................................................................... 8

Core Resources ......................................................................................................................................... 8

IV. Finding an Alumnus ................................................................................................................................. 9

V. Editing an Alumnus’ Profile ..................................................................................................................... 10

VI. Understanding Your Alumni Profiles ..................................................................................................... 12

Contact Details ........................................................................................................................................ 12

High School and Family Information ....................................................................................................... 13

Post Secondary Information ................................................................................................................... 13

Educational History & Term Data ....................................................................................................... 13

Costs & Contributions ......................................................................................................................... 17

Qualitative Information .......................................................................................................................... 20

VII. Communicating with Students, Maintaining Notes & Attachments, and Assigning Tasks .................. 21

Communication History, Notes & Attachments ..................................................................................... 21

Communicating with a Single Alumnus .................................................................................................. 22

Communicating with Multiple Alumni .................................................................................................... 23

Select the Group/View of Students .................................................................................................... 23

Confirm Recipients .............................................................................................................................. 23

Email, Facebook & Text Functionalities .................................................................................................. 24

Send an Email ...................................................................................................................................... 24

Facebook ............................................................................................................................................. 25

Text Messages ..................................................................................................................................... 26

VIII. Understanding Reports ........................................................................................................................ 27

IX. Using the Dashboard .............................................................................................................................. 29



X. Viewing a High School or College ............................................................................................................ 31

XI. Understanding Support Staff ................................................................................................................. 32

XII. Creating a New Alumnus or Resource Record ...................................................................................... 33

XIII. Updating Your Logo, Getting Additional Help, and Providing Feedback ............................................. 34

Appendix A: Organizational Summary of Beyond 12 .................................................................................. 35

Appendix B: Fields in an Alumnus’ Profile .................................................................................................. 38



I. Introduction to Beyond 12

Beyond 12 is a national nonprofit organization whose mission is to increase the number of low-income,

first generation, and historically underrepresented students who graduate from our nation’s colleges

and universities. Through an innovative technology platform and a student coaching service, Beyond 12

helps high schools and colleges connect with and support their students to ensure they earn a

postsecondary degree. Beyond 12’s vision is that one day every student who enrolls in college will be

prepared to handle the rigors of higher education and will earn a degree that provides them with

meaningful economic and personal prospects. In order to realize this vision, Beyond 12 will act as a data

and service bridge between our lower and higher education systems. By creating a critical feedback loop

between K-12 and higher education, Beyond 12 will eliminate the artificial barriers between both

systems and formalize the sharing of data so students, particularly those who have historically been

underserved by our educational institutions, become better equipped to thrive and succeed at all levels

of their educational journey.

Please refer to the appendix for additional information about Beyond 12.



II. Getting Started

Beyond 12 has partnered with Salesforce.com to develop the Alumni Tracking Tool, so our partners

receive all of the world-class security measures that Salesforce.com offers. Because of this, some of the

emails that you receive from us will come from a Salesforce.com email address. To learn more about

Beyond 12’s and Salesforce.com’s security, visit http://trust.salesforce.com/trust/security/. If you have

any questions about the authenticity of messages that you receive, you can contact us directly at

[email protected].

Logging In

To get started, you should have received an email inviting you to log into Beyond 12’s Alumni Tracking

Tool. Complete the following steps to log in for the first time:

1) Go to the url listed in the welcome email or go to http://beyond12.force.com and locate the

login prompt seen in the image below:

2) Enter the username and temporary password that was included in your welcome email. You will

then be prompted to change your password.

3) Once you create a new password and a password reminder, you will enter the Alumni Tracking

Tool.

Note: If you are a new user, you may be asked to activate your computer. If this is the case, you

will receive an email from [email protected] that will ask you to click on a link to

authenticate your identify. This is a security measure to prevent unauthorized access to your

account.

http://trust.salesforce.com/trust/security/

mailto:[email protected]

http://beyond12.force.com/




Resetting your password

If you ever need to reset your password or forget your password, click on the “Forgot Your Password?”

link on the login screen. You will then be prompted for your Username. Once you enter your Username,

you will receive an email that will allow you to reset your password.



III. Introduction to the Alumni Tracking Tool

When you first log into the Alumni Tracking Tool, you will land on the Home page. The Home page is the

starting point of the system and is where you can find all of the features you need to manage your

alumni. (While using the Alumni Tracking Tool, you will find that we refer to all students as

Alumnus/Alumni irrespective of their progress towards college graduation.)

The page is divided into three sections, as noted in the screenshot below:

Image: Home 1

Top Nav

1) The first section is the top nav. The top nav will appear throughout the system and allows you

to quickly go to the following sections:

Home - Anytime you need to return to the home page, you can click on the “Home” tab

in the top nav.

Dashboard - To access the Dashboard, you can click on the “Dashboard” tab.

Reports – To go to the Reports library, you can click on the “Reports” tab.



Left Nav

2) The second section is the left nav. The left nav will also appear throughout the system and

allows you to quickly access the following sections:

Quick Search – Use the Quick Search to quickly find alumni, schools, or other records

within the system.

View – The links below View give you access to frequently accessed lists. These include

lists of Alumni, High Schools, Colleges, Support Staff, and Reports

Create – The links below Create allow you to add new Alumni and Resources (e.g.,

support staff) to the system

Core Resources

3) The center of the Home page gives you additional links to the more commonly used sections

and Resources available through the Top Nav and Left Nav. For new users, this is also an area to

learn more about the different sections. In addition, commonly used Tools can be accessed here

in addition to any Updates from Beyond 12.

Tip: As you type, notice that

recently searched items will

appear as a drop list.



IV. Finding an Alumnus

There are two ways to find an alumnus in the system.

1) Use the Quick Search section in the Left Nav. Simply type in a portion of the alumnus’ name and

click GO. Possible matches will appear on the Search Results screen (see Image: Alumni 1).

Image: Alumni 1

Click on the correct record and you will be taken to their alumnus profile.

2) Click on Alumni under the View section of the Left Nav. In this section, you will have access to

different Views of your alumni. Select the appropriate View from the drop list and look for the

alumnus using the letter links at the top and bottom of the list (see Image: Alumni 2).

Image: Alumni 2

Click on the correct record and you will be taken to their alumnus profile.



V. Editing an Alumnus’ Profile

There are two ways to edit data about an alumnus.

1) Click on the Alumni link on the Left Nav. Select the view that contains the alumnus’ record that

you would like to update. When you find the record, select Edit in the Action column next to

their name (see Image: Edit 1). Clicking on this will take you to Edit mode where you can edit

the data (see Image: Edit 2). When editing is complete, select Save or Cancel to exit.

Image: Edit 1

Image: Edit 2



2) Alternatively, you can edit an alumnus’ information when you are in the Alumnus’ Profile. At the

top of the Profile page, you will see the Edit button (see Image: Edit 3). Click on the button to

enter Edit mode.

Image: Edit 3



VI. Understanding Your Alumni Profiles

When you select an alumnus to view, you will be taken to their Profile page. You will notice that the Left

Nav has expanded to display additional links within the Alumni section (see Image: Alumni 3). Each of

these links represents a section of the Alumnus’ Profile. Click on any of the links to go directly to that

section of the Profile.

Image: Alumni 3

Contact Details

The contact details page is where you will find the basic contact information and contact preferences for

an alumnus.

If the alumnus is a part of Beyond 12’s coaching program, you can view the profile of their Beyond 12

coach by selecting the Coach’s Profile button at the top of the page. To see if the alumnus is part of the

Beyond 12 coaching program, view the Beyond 12 Coach field within the profile (see Image: Alumni 4).

Image: Alumni 4



High School and Family Information

This is where you will manage your alumnus’ family information, including parent/guardian names,

contact information and education level, as well as information on their siblings, spouse and children.

Key demographic data is also tracked here, including

Ethnicity/Race

First generation college student

English is first language

Individualized Education Program

Educational Opportunity Program Participant

You can also enter a High School Educational History record so you can track high school performance

information such as:

Annual GPAs through high school

Standardized Test Scores

AP Courses

Honors Courses

For current seniors, you can also use the College Application Interest Tracking section to track which

colleges they are interested in and the general status of their application.

Post Secondary Information

The Post-Secondary Information section is where you will manage the details of an alumnus’ current

enrollment status, academic performance, costs & contributions, and financial aid information.

Educational History & Term Data

1) To enter enrollment details click the one of three New Educational History buttons.

Image: Education History 1



a. Select New Post-Secondary Ed History to enter information on college enrollment.

b. Select New Post-Secondary NSC Ed History to enter data obtained from National

Student Clearinghouse.

c. Select Graduate School Ed History to enter data on graduate level programs.

2) Complete the field on the screen:

a. Use the magnifying glass to search for the name of the school where the student is

enrolled. Note: If the student is enrolled at more than one institution, you will need to

enter a New Educational History record for each school.

b. Click Save.

3) Click the New Term button to begin entering the enrollment status information.


4) In the next screen, select Standard Ed History Term and click Continue. Entering the Term data

will update the other fields now visible on the Educational History record.

Image: Term History 1



5) Enter the following information on the Term form and click Save.

a. Term Information

i. Give the record a descriptive name in the Term Name field, such as:

[Season][Year] – “Fall 2012”

ii. Term Enrollment Status: select the appropriate value (Graduated, Part-time,

Full-time, Not Enrolled, Dropped Out, Military, Unknown if Full or Part-time)

1. NOTE: You should still enter a Term record even if the student is not

enrolled. You should also come back and update this field should the

student drop out.

2. NOTE: This field updates the Enrollment Status on the Educational

History record and on the main Contact record. It is a critical field that

drives a number of reports.

iii. Season: select from picklist.

iv. Term Start Date: first day of the term (approximate is fine if you aren’t sure)

v. Term End Date: last day of the term (approximate is fine if you aren’t sure)

vi. Engagement Frequency: how frequently do you plan to engage with the

student?

vii. Reasons not enrolled: If the student dropped out or is not enrolled, complete

this field.

viii. Degree Type: select from picklist

ix. Major: select from picklist. You can enter in two separate majors. The options

listed are provided by College Board

x. Major subcategory: provide more details about student’s specific major

xi. College Program: use this field if there is a distinct program other than regular

enrollment

xii. Non Traditional Enrollment: use this if this term is to track a Summer Program or

Study Abroad

xiii. Study Aboard Country: location of student’s study abroad program

xiv. Residence information: select from picklist

b. Credits

i. Credit Hours Attempted: Enter this information at the start of the term

ii. Course Load: select from picklist

iii. Credit Hours Towards Graduation Earned: Enter non-remedial credit hour

information at the end of the term

1. Note: This information will help us to track their progress towards

graduation.

iv. Remedial Credit Hours Earned: Enter remedial credit hour information at the

end of the term



1. Note: This information will help us to track their progress towards

graduation.

v. Transcript Status: select from picklist

c. Academic Performance

i. GPA: Note that this is current term GPA.

ii. Cumulative GPA: Note that this is cumulative GPA and not current GPA.

iii. Low Grades: select from picklist

iv. Academic Probation: select from picklist yes/no

d. Extracurricular Activities

i. Number of Extracurricular Activities

ii. Extracurricular Activities Description

6) After you have saved Term information, you have the option to enter course details by clicking

New Course for each course the student is taking.

7) Educational History and Term data also update what you see on the main portion of the Post-

Secondary information screen.

Image: Term History 2

A note on the importance of the term data

You will need to create a new term record each semester/quarter for each student, even if they are not

enrolled in college. This enables us to create persistence reports. Without this information, we are not

able to report on college retention rates.

The Date Last Known field on the Educational History record is the end date from the most recent term.

It is assumed that the enrollment information is current until that date has passed. Once that date

passes, the Enrollment Status Needs Confirmation field will automatically change to “Yes.” This is your

queue to add a new term record with the proper enrollment status. Reports and views are available to

help you keep track of alumni whose records need to be updated.




Costs & Contributions

You also have the option to track Costs & Contributions for an alumnus to understand their financial

situation and to provide guidance.

1) To enter financial details click the New Financial Aid & Contributions button on the Post-

Secondary Information page.

Image: Costs & Contributions 1

2) Enter the following information on the page titled Step 1: Financial Aid and Contributions.

a. Details

i. Give the record a descriptive name in the Costs & Contributions field, such as:

[School][Year] – “San Francisco State 2012”sdfadf

ii. School Year: specify school year for this record



iii. FAFSA Completed by Priority Date: checkbox

b. Personal & Family Contributions

i. Expected Family Contribution: this amount is not included in the calculation of

Total Parent and Student Contributions

ii. Actual Parent Contribution

iii. EFC Unavailable: check-box

iv. Actual Student Contribution

c. Financial Aid (Can enter multiple records)

i. Aid Source: select from picklist of most common Aid Sources

ii. Aid Source - OTHER: use this text box if aid source cannot be found in the

picklist

iii. Aid Source Sub-Category: use this to record any other details specific to the aid

source

iv. Type of Aid: select from picklist

v. Scholarship Type: select from picklist

vi. Frequency of Disbursement: select from picklist

vii. CAFC Organization: If selecting "CAFC Scholarship" as Aid Source, please identify

your organization.

viii. Grant on Hold: check-box

ix. Aid Amount Awarded

x. Aid Amount Accepted

xi. Financial Aid & Scholarship Notes

d. If you need to enter more Financial Aid records, click on Add Additional Financial Aid




e. If you want to enter in cost of attendance information, click on Save and Calculate Cost

of Attendance.

f. If you don’t have cost of attendance information, click on Save and Go to Summary.

3) If you are entering cost of attendance information, fill in the fields on the page titled Step 2:

Cost of Attendance.

a. Cost of Attendance Inputs. Beyond 12 has a number of Cost of Attendance data in the

Beyond 12 system. If the data is available for the school in question for that school year,

the cost of attendance data will automatically populate.

i. College/University Attending: Enter the school the student is attending

ii. In State/Out of State Student: select from picklist

iii. Living Situation: select from picklist

b. Cost of Attendance. If the data is not available in the database, please feel free to input

the costs information in manually.

i. Tuition & Fees

ii. Room & Board

iii. Books & Supplies

iv. Other Expenses

v. Health Insurance

vi. Cost of Attendance Notes

c. Once complete, please click on Save and Go to Summary.




4) After you have saved the information, the system will calculate Total Cost of Attendance, Total

Parent & Student Contribution, Total Aid Awarded/ Accepted and the Difference in Costs & Aid

Awarded/Accepted on the page titled Step 3: Summary. This page also shows you the detailed

information you have saved. From this page, you can Edit the data or Return to Student Profile.

Qualitative Information

The Qualitative Information portion of the Alumnus Profile contains survey data and observational data.

Each survey or observation represents a snapshot of the alumnus and is therefore stored and not

overwritten. To add a new set of data, click on “New Qualitative Information”.

Image: Qualitative Information

Tip: On many of the pages, you will find a Clone button next to the Edit button. When you Clone a

record, the system creates a replicate of the existing record to save you data entry time. You can then

make edits to the fields that need to be updated.



VII. Communicating with Students, Maintaining Notes & Attachments, and

Assigning Tasks

Communication History, Notes & Attachments

To view a history of communications, notes, tasks, and attachments about an alumnus, click on the

Attachments, Email and Tasks section of their Alumnus Profile (see Image: Log 1)

Image: Log 1

Here, you will see four areas, as noted in Image: Log 1.

1) Notes & Attachments – In this section, you can log any notes or attach documents about the

alumnus. Examples may be summaries of conversations you have had with the alumnus or self

submitted transcripts or recommendation letters.

2) Open Activities – In this section, you can create Tasks for yourself or others. Examples of tasks

are reminders to call the alumnus to check in or reminders to collect information from the

alumnus. In addition, you can create an event to add to your calendar. Examples of events are

scheduled phone calls or in-person meetings.

3) Activity History – This section contains all instances of communication with an alumnus. After

every interaction, a best practice is to log the communication by selecting the Log a Call button

and entering the details of the interaction (see Image: Log 2). In addition, you can send emails to

the alumnus from this section (see section on Communicating with a Single Alumnus).

4) Private Activities – This section allows you to log in communication with an alumnus that you

would like to keep private. You have the option of keeping it private to yourself or to share it

with other members of your organization.



Image: Log 2

Communicating with a Single Alumnus You have the option of communicating to an alumnus using email, text or Facebook. All communications

that you send will be logged in the Activity History section for future reference.

1) From any page of an alumnus’ profile you can send an email, communicate via Facebook or send

a text message.

Image: Alumni 5



Communicating with Multiple Alumni

The Alumni Tracking Tool allows you to send messages to groups of alumni via SMS text messages,

Facebook wall posts and inbox messages, and mass emails.

Select the Group/View of Students

1) Click on Alumni under the View section of the Left Nav. In this section, you will have access to

different Views of your alumni. Select the appropriate View from the drop list containing the

group of students you would like to communicate with (see Images: Mass Communication 1).

You will have the ability to unselect specific students later if you do not wish to include everyone

in the communication.

2) Select Email, Facebook or Text as your communication method (see Image: Mass

Communication 1).

Image: Mass Communication 1

Confirm Recipients

1) All students included in the view are automatically included in the email recipient list (See

Image: Confirm Recipient List).

2) Using the arrows, move any students you do not wish to receive the communication to the “List

of Alumni to Exclude from Send” list.

a. The maximum number of people that you can email at once time is 1,000.

b. The maximum number of people that you can text at one time is 250.

3) Click “Next Step”.

Image: Confirm Recipient List



Email, Facebook & Text Functionalities

Send an Email

The second option for sending emails is pressing the upper right Email button (see Image: Alumni 5)

that you see on the student profile.

1) The “To” fields shows you the total number of recipients for your message. If you click on that

number, you will be taken back to the previous screen (see Image: Email 3).

2) Check the “Send me a copy” box if you’d like a copy of the email to be sent to the email address

associated with your account.

3) Enter any additional recipients in the “CC” field.

4) Enter text into the body of the email. You can use the formatting toolbar to format your text.

5) When you are satisfied with the list of recipients, the subject, and the body of the message,

select Preview to view the message as it will be seen by recipients or select Send to send the

email.

Note that a date stamped Activity History record linking to the email message will be automatically

tagged to each recipient’s record for future reference.



Image: Email 3

Facebook

The Facebook communication feature integrates with the Beyond 12 Facebook application. Students

must first access the Beyond 12 application within Facebook and complete the Welcome Wizard before

you are able to communicate with them. They will not appear in the “List of Alumni to Include in Send”

list in Step 1 if they haven’t completed the Welcome Wizard.

1) The “To” fields shows you the total number of recipients for your message. If you click on that

number, you will be taken back to the previous screen.

2) You have two options on how to communicate via Facebook (see Image: Facebook):

a. You can send a private message to the students’ Facebook inbox.

b. Or you can post a public message that will appear on their Beyond 12 Facebook wall.

i. Some students provide the option to post to their main Facebook wall as well.

3) Enter the subject

4) Enter the body of the message.

5) When you are satisfied with the list of recipients, the subject, and the body of the message,

select Send.

Note that a date stamped Activity History record linking to the email message will be automatically


To view any responses to your Facebook messages or posts, you will need to log into the Beyond 12

Facebook application.



Image: Facebook

Text Messages

1) The “To” field shows you the total number of recipients for your message. If you click on that

number, you will be taken back to the previous screen.

2) Enter the body of the message not to exceed 160 characters.

3) When you are satisfied with the list of recipients and the body of the message, select Send.

Recipients will not be able to respond to your text message. This is for broadcasting purposes only.

Note that a date stamped Activity History record linking to the text message will be automatically


Image: Text Message



VIII. Understanding Reports

During the implementation phase with Beyond 12, your organization provided specifications for custom

reports. These custom reports, along with Beyond 12’s standard reports, are all available in the Reports

section of the Alumni Tracking Tool. To access the Reports section, click on the Reports link in the View

area of the Left Nav or the Reports tab in the Top Nav. The reports are organized into Folders, which

you can access through the Folder drop list (see Image: Reports 1).

Image: Report 1

You can also access reports by viewing all of your reports or by viewing the most recent reports that you

have accessed. You can do this by clicking on the buttons highlighted in Image: Report 2.

Image: Report 2

Once you locate the report that you want to access, click on the report to see the details. Once you

access the report, you can do the following through the buttons at the top of the screen (see Image:

Reports 3):



Image: Report 3

1) Run Report – click this to refresh the report

2) Show Details – click this to see the details of the individual alumni contained in the report

3) Printable View – click this to see the report in an easy to print format

4) Export Details – click this to export as an Excel or comma separated file (see Image: Reports 4)

Image: Report 4

Tip: Reports can be customized to include any fields that you collect within the system. If there

is a report that would be helpful to you and you are unable to find it in the Reports library,

contact us at [email protected] and describe the report you would like to see. In most cases,

we will have the custom report ready for you in the system within two business days.




IX. Using the Dashboard

The Dashboard provides valuable at-a-glance summaries of key data about your alumni. To access the

Dashboard section, click on the Dashboard tab in the Top Nav. There are currently six Dashboard charts

available in this section. Other reports of your data can be found in the Reports section.

The six available Dashboard charts are:

1) Current Enrollment Status

2) Progress Towards Graduation

3) Top 10 Schools by Enrollment

4) Enrollment by Institution Type

5) Profile Completion Tracking

6) Alumni with Recent Profile Updates

In each chart, you can select up to two filters (see area labeled 1 in Image: Dashboard 1). The available

filters are:

1) High school graduation year

2) Secondary school

3) Qualified for free/reduced lunch

4) % tuition covered by financial aid

Image: Dashboard 1



You may also filter out the records with no data available. These will remove the “null” values that you

see on the dashboard graph.

After selecting one or more criteria in the drop lists, click “Run dashboard with filters” to apply the

filters. To clear the filters, click the “Run dashboard without filters” button.

You can also view the data behind the chart by clicking on the dashboard chart (see area labeled 2 in

Image: Dashboard 1). The resulting report will display all of the data behind the dashboard chart and

will not apply any selected filters (see area labeled 3 in Image: Dashboard 1 for a sample of this report).

Once you are in the report, there are four additional actions you can take. Please see the Report section

for more details.

Image: Dashboard 2

Tip: You can copy chart images from the Dashboard to use in Word, PowerPoint, and other

documents. To copy, right-click on the desired chart and select “Save Picture As” or “Save As.” (See

image.) This will open up a window for you to select where you want to save the image.



X. Viewing a High School or College

The Alumni Tracking Tool also stores information about the high school(s) whose alumni you have

access to as well as all of the accredited colleges and universities recognized by College Board. To search

and access a school, click on either the High School(s) or College(s) link in the Left Nav. Similar to

searching for Alumni (see section on Finding an Alumnus), you can use views to search for schools. Once

you find the school you are looking for, you can access the school profile.

This profile is useful in several ways (see Image: View School 1).

1) You can search for alumni that are either from the high school or attending the college and you

can keep contact information about staff at the schools that you may interact with.

2) You can track activity and communication history associated with that school. See section on

Communicating with Students, Maintaining Notes & Attachments, and Assigning Tasks for

information on using these features.

3) You can keep notes about schools and store frequently used documents associated with

schools. See section on Communicating with Students, Maintaining Notes & Attachments, and

Assigning Tasks for information on using these features.

4) You can keep track of financial aid and scholarship information for your alumni from the high

school or attending the college. See section on Costs & Contributions & Financial Aid for

information on using these features.

Image: View School 1



XI. Understanding Support Staff

The Alumni Tracking Tool also stores information about counselors and other support staff that are

working with your alumni. These could be any support staff within your organization. To see the list of

Support Staff in the system, click on the Support Staff link in the View section of the Left Nav. Similar to

searching for Alumni (see section on Finding an Alumnus), you can use views to search for your support

staff.

To assign a support staff member to an alumnus, you can follow these steps:

1) Find the alumnus that you want to assign a staff member to (see section on Finding an

Alumnus).

2) In the Alumnus’ Profile, go to the Coach & Resource Contacts and select New Assignment (see

Image: Support 1).

3) In the Select Assignment Record Type screen, select the type of staff member.

4) In the New Assignment screen, enter the Coach/Resource name, role, and dates of service.

5) They will now appear in the Coach & Resource Contacts section of the Alumnus’ Profile.

Image: Support 1



XII. Creating a New Alumnus or Resource Record

To add a new alumnus or resource (e.g., support staff) record, click on the New Alumnus or New

Resource link in the Create area of the Left Nav. Once you click on the desired action, you will see a

screen where you can enter data about the new alumnus or resource (see Image: Create 1). Note that

fields with a red vertical bar are required in order to create the record.

Image: Create 1



XIII. Updating Your Logo, Getting Additional Help, and Providing Feedback

If you need to update your logo, request additional reports, or have any questions, do not hesitate to

contact one of our staff members directly or through [email protected]. If you have any product

suggestions or feedback, you can reach our product development team directly at

[email protected].





Appendix A: Organizational Summary of Beyond 12

Mission and Vision

Beyond 12 is a national nonprofit organization whose mission is to increase the number of low-income,

first generation, and historically underrepresented students who graduate from our nation’s colleges

and universities. Through an innovative technology platform and a student coaching service, Beyond 12

helps high schools and colleges connect with and support their students to ensure they earn a

postsecondary degree. Beyond 12’s vision is that one day every student who enrolls in college will be

prepared to handle the rigors of higher education and will earn a degree that provides them with

meaningful economic and personal prospects. In order to realize this vision, Beyond 12 will act as a data

and service bridge between our lower and higher education systems. By creating a critical feedback loop

between K-12 and higher education, Beyond 12 will eliminate the artificial barriers between both

systems and formalize the sharing of data so students, particularly those who have historically been

underserved by our educational institutions, become better equipped to thrive and succeed at all levels

of their educational journey.

The Need

In today’s global economy, education, and a college degree in particular, is key to economic and social

mobility. According to the U.S. Census Bureau, a four-year college graduate can expect to earn about

one million dollars more than a high school graduate over the course of his/her lifetime. In addition,

college graduates are reported to experience increased personal and professional mobility, lower rates

of unemployment, better health and life expectancy, and improved quality of life. Despite widespread

agreement about the transformative effect of higher education, each year more and more young people

fail to complete college. Only half of all high school students enroll in college and only 55% of students

who start bachelor’s degrees at four-year colleges end up with a degree six years later. For underserved

students, the numbers are even more startling. By age 24, 9% of students in the bottom income quartile

have earned a bachelor’s degree as compared to 75% of students in the top income quartile. African

American students earn bachelor’s degrees at one-half and Latino students at one-third the rate of

White students.1 Students from homes where neither parent has earned a bachelor’s degree are twice

as likely as those with a college-educated parent to leave before their second year.2 Beyond 12 hopes to

eliminate these college graduation gaps by helping secondary and postsecondary institutions provide

their students with the academic, social and emotional support they need to succeed in higher

education.

1 Haycock, Kati, “Promise Abandoned: How Policy Choices and Institutional Practices Restrict College Opportunities.” The

Education Trust, 2006. 2 Choy, S. (2002). Access and Persistence: Findings from 10 Years of Longitudinal Research on Students. American Council on

Education. http://www.acenet.edu/bookstore/pdf/2002_access&persistence.pdf.



Products and Services

Beyond 12 is a technology-based services organization that advances its mission through two core

activities:

1) Web-based Platform (the Technology)

The Beyond 12 platform will allow schools to track and analyze quantitative and qualitative student

performance data to enable them to evaluate the efficacy of their instructional models, systems and

support services. Key components of the system include: a Facebook application and goal-achievement

software for students and their postsecondary advisors; an alumni tracker for high schools; and an early

warning system for colleges and universities. Beyond 12 will also provide high schools and colleges with

effective reporting tools and technology consulting services to translate the data into actionable steps

and ensure the data will be put to immediate and tangible use for organizational learning and student

support.

Students High Schools Colleges

PURPOSE NETWORKING

Facebook application that

allows students to connect

with other students who

share common academic and

career goals, as well as with

mentors and career advisors

Goal-achievement tool that

allows students to work with

a personal coach to establish

short and long-term goals

ALUMNI TRACKING

Tracking tool that allows high

schools to access quantitative

and qualitative data about

their alumni to evaluate the

efficacy of their college-

readiness programs

Connection to alumni for

future jobs, speaking

engagements, reunions,

donations, etc.

EARLY DETECTION

Early warning and student

tracking tool that allows

colleges to collect real-time

student progress data to

identify and assist high-risk

students before they

withdraw

Email alerts and notifications

to designated administrators

and advisors

2) Postsecondary Coaching (the Service)

While the technology platform is a key component of increasing student persistence and success, it is

not sufficient. Beyond 12 is creating a national network of postsecondary coaches who provide 1:1

coaching services to students who attend Beyond 12 partner institutions, beginning in their senior year

of high school and continuing through the end of their second year of college. While most coaching or

advising models work with students either in high school or in college, Beyond 12 provides a service to

both secondary and postsecondary schools that bridges the gap between high school and college and

reduces the network/resource disruption that often leads students to feel isolated and disengaged upon

first arriving on their college campuses. Recent college graduates who successfully completed their own

college degrees are assigned to college-bound high school seniors. In addition to being matched based

on shared academic, professional and personal interests, coaches will eventually be matched with



students who will attend their alma mater so they can provide context-specific guidance. Coaches are

carefully screened, selected and trained, and commit to working with their students for a minimum of

two years.

Beyond 12 coaches help students navigate the difficult high school-to-college transition and, once

students arrive on their college campuses, improve their effectiveness in and out of the classroom.

Coaches initially meet face-to-face with their students during a 2-day bridge program that takes place

the summer after a student’s senior year of high school. Students and coaches maintain regular contact

via email, phone, Skype, text messaging and the Beyond 12 alumni success site. Ultimately, coaches help

students make the most of their college experience by helping them become academically and socially

engaged in campus life.



Appendix B: Fields in an Alumnus’ Profile

Section (Accessible from Left Nav)

Sub-Section (Section on Page)

Fields

Contact Details Contact Information Name (First, Middle, Last)

Nickname

Suffix

Account Name (aka High School)

CMO Student Associated With

Email

Alternative Email

Home Phone

Mobile

Other Phone

IM Address

Skype Name

Facebook Username

Social Networks

Engagement Level

Student Need/Risk Level

Reason Flagged

Student Tag

Most Recent Attempted Date

Most Recent Connected Date

Contact Preference Best Way to Contact

Textable

Access to Internet

Do Not Call

Access to Computer

Email Opt Out

Do Not Assign Coach

Do Not Track

Beyond 12 Resource Assignments

Beyond 12 Coach

Alumni Ambassador Assignment

Address Information Mailing Address

Other Address

Employment Information Employment Status [Pulled from Employment History]

Employer Name [Pulled from Employment History]

Hours Worked Per Week (range) [Pulled from Employment History]

System Information Created by

Contact Owner

Last Modified By

Completeness

RELATED LISTS Coach & Resource Contacts



Employment History Type

Work Study

Work Location

Start and End Dates

Employer

Title

Job Description

Hours per week (range)

Organization Affiliations Organization

Abbreviated Name

Type

Status

Start and End Dates

Reason for Departures

Description

Role

Signed FERPA

Student ID at Org

Beyond 12 Partner

High School & Family Info High School Information High School Attended

High School Status

High School Weighted GPA Range

High School Weighted GPA

Highest Combo SAT

Highest SAT

Highest ACT

Honors Courses

AP Courses

High School Start Date

High School Graduation Date

High School Graduation Year

a-g Status

Military Status

Counselor’s Name

State Student ID

Demographics Gender

Birthdate

Qualify for free/reduced lunch

English is first language

First generation college student

Individualized Education Program

Educational EOP Program Participant

Residency

Ethnicity

Race

Asian & Pacific Islander

Middle School Information Middle School Name

Middle School CMO



Middle School GPA

Middle School Start Date

8th

Grade Graduation Date

Middle School Grad Year

Emergency Contact Information

Emergency Contact Name

Emergency Contact Phone

Family & Financial Information

Parent/Guardian Name 1

Parent/Guardian Name 1 Education Level

Parent/Guardian 1 Email

Parent/Guardian 1 Mobile

Parent/Guardian 1 Work Phone

Parent/Guardian 1 Other Phone

Parent/Guardian Name 2

Parent/Guardian Name 2 Education Level

Parent/Guardian 2 Email

Parent/Guardian 2 Mobile

Parent/Guardian 2 Work Phone

Parent/Guardian 2 Other Phone

Permanently Reside With

Spouse & Children Information

Name of spouse

Name of child 1

Age of child 1

Name of child 2

Age of child 3

Name of child 3

Age of child 3

Sibling Information Sibling 1 Name

Sibling 1 High School Graduated From

Sibling 1 High School Graduation Year

Sibling 1 College Graduated From

RELATED LISTS Education History High School Name

Current Grade in High School

Is the high school degree granting?

Honors Courses

9th

-12th

Grade Term 1 GPA

9th

-12th

Grade Term 2 GPA

9th

-12th

Grade Cumulative GPA

5th Grade Term 1 GPA

5th Grade Term 2 GPA

5th Grade Cumulative GPA

Final High School Cumulative GPA

Final High School Weighted GPA

AP Courses

AP Course 1-8

AP Course Score



Date of SAT Test 1,2

SAT Critical Reading - Test 1,2

SAT Math - Test 1,2

SAT Writing - Test 1,2

SAT Total - Test 1,2

Highest Combined SAT Score

Date of ACT Test 1,2

ACT Composite - Test 1,2

Act English - Test 1,2

ACT Math - Test 1,2

ACT Reading - Test 1,2

ACT Reading - Test 1,2

High School Exit Exam Name

High School Test 2 Name

Date of High School Test 1,2

High School Test 1,2 Section 1 Name

High School Test 1,2 Section 1 Score







High School Test 1,2 Total Score

College Interest & Application Tracking

College Interest File Name

College Name

Stretch/Safety

Application Deadline Date

Application Status

Date Application Submitted

Plans to Attend

College Interest & Application Notes

Post-Secondary Information Post-Secondary Information Current Enrollment Status [Pulled from Educational History]

Current Post-Secondary School [Pulled from Educational History]

Current Post Secondary School Type [Pulled from Educational History]

Current Post Secondary School Start Date [Pulled from Educational History]

Current Post Secondary School End Date [Pulled from Educational History]

Major [Pulled from Educational History]

Major 2 [Pulled from Educational History]

Major 1 Subcategory [Pulled from Educational History]

Major 2 Subcategory [Pulled from Educational



History]

Data from NSC? [Pulled from Educational History]

Residence [Pulled from Educational History]

Expected College Graduation Year

Is student degree seeking

Remedial Classes Needed

Current enrollment status from Facebook [Pulled from Facebook App]

Current post-secondary school from Facebook [Pulled from Facebook App]

Cumulative GPA [Pulled from Educational History]

Cumulative GPA Range [Pulled from Educational History]

Currently on Academic Probation [Pulled from Educational History]

Current Course Load [Pulled from Educational History]

# of Terms in Academic Probation [Pulled from Educational History]

Academic Probation Notes [Pulled from Educational History]

Current Degree Type [Pulled from Educational History]

Number of Consecutive Semesters

Number of Consecutive Semesters (NSC)

Progress Based on Credit Hours Earned [Pulled from Educational History]

Total Credit Hours Attempted [Pulled from Educational History]

Total Credit Hours towards Grad Earned [Pulled from Educational History]

Total Remedial Credit Hours Earned [Pulled from Educational History]

Year in School

Transfer Status [Pulled from Educational History]

Transfer from 2-yr to 4-yr [Pulled from Educational History]

Transfer from 4-yr to 2-yr [Pulled from Educational History]

Original Post-Secondary School [Pulled from Educational History]

NSC Match

Intended Post-Secondary School

Intended Major

RELATED LISTS Education History (Standard) School

Term Term Name



Term Enrollment Status

Season

Term Start Date

Term End Date

Degree type

Major

Major 2

Major 1 Subcategory

Major 2 Subcategory

College program

Non-Traditional Enrollment

Study Abroad Country

Residence

Engagement Frequency

Reasons not enrolled

Credit Hours Attempted

Credit Hours towards Graduation Earned

Remedial Credit Hours Earned

Course Load

Transcript Status

GPA

Cumulative GPA

Low Grades

Academic Probation

Courses Course Title

credits

Grade

Remedial Course

Costs & Contributions Costs & Contributions Name

School Year

FAFSA Completed by Priority Date

Expected Family Contribution

EFC Unavailable

Actual Parent Contribution

Actual Student Contribution

Financial Aid Aid Source

Aid Source – OTHER

Aid Course Sub-category

Type of Aid

Scholarship Type

Frequency of Scholarship Disbursement

Grant on Hold

CAFC Organization

Aid Amount Awarded

Aid Amount Accepted

Financial Aid & Scholarship Notes

College/University Attending

In State/Out of State Student



Living Situation

Tuition & Fees

Room & Board

Books & Supplies

Other Expenses

Health Insurance

Cost of Attendance Notes

Student Success Metrics Reasons Not Enrolled

Attributes of Struggle

Attributes of Success

Performance Rubric Score

Qualitative Information High School Senior Survey Date of Information

Beyond 12 Partner

Intended Fall Enrollment Plans

Plan to enroll in college this fall

Intended College

Intended Fall Enrollment Status

Intended Major

Career Interests

Top 3 Reasons College Chosen

Fall Non-College Plans Plans for Future College Enrollment

Top 3 reasons for not attending college

Activity During Non-Enrollment

Intended College Activities Plan to Work in College

Plan to Join Campus Org/Sport/Activity

Planned Number of Work Hours

Type of Org to Join

Anticipated College Challenges

Feeling less smart than others

Feeling less prepared than others

Teachers Thinking I am Not as Smart

Negative gender stereotype

Not fitting in

Not having enough confidence

Financial worries

Negative race/ethnicity stereotype

Confident in Ability to Perform Well

Able to Manage External Commitments

College Requires Same Effort Level as HS

Ready to Study More

Solve Problems on My Own

School Conflicts w/Fam Responsibilities

Areas lacking knowledge

Effectiveness of High School Experience

Effectiveness of academic classes

Effectiveness of advisory

Effectiveness of after school program

Effectiveness of AP classes



Effectiveness of career workshops

Effectiveness of college advising

Effectiveness of college tours/visits

Effectiveness of counselors

Effectiveness of financial aid workshops

Effectiveness of independent study

Effectiveness of on/off college courses

Effectiveness of senior projects

Effectiveness of teachers/staff

Effectiveness summer programs/internship

Effectiveness test preparation classes

Pre-Collegiate College Supports

Support College Application

Support Scholarship Application

Support Financial Aid Application

Build Confidence To Pursue Ed Post-HS

Develop Skills To Succeed In College

Expand Knowledge of Careers

Develop Work Related Skills

Make Resp Choices & Know Indiv Rights

How well did org prepare you

Recommended changes

Mid-term Survey Date of Information

Current Enrollment Status

Current College Enrollment Top 3 Reasons College Chosen

Paying for college

Plans for Transfer from 2-year to 4-year

Plan to Attend Graduate School

Intended Year of College Graduation

Major

Non-Enrollment Status Top 3 reasons for not attending college

Plans for Future College Enrollment

Activity During Non-Enrollment

Drop Out Reason

Coursework # of Classes Attempted This Term

# Units Towards Grad Attempted Term

Academic Difficult in # of Classes

Hours Studying Outside Class Weekly

Frequency in Missing Classes

Frequency Completing Coursework Weekly

Faculty & Academic Advisor Know Academic Advisor

# Conv with Academic Advisor This Term

Discussed Schedule w/Academic Advisor

Frequency of Faculty Meeting Term

Extracurricular Activities & Work

On-Campus Extracurricular Activities

Number of Work Hours Weekly

Experience with College Feeling less smart than others



Challenges

Feeling less prepared than others

Teachers Thinking I am Not as Smart

Negative gender stereotype

Not fitting in

Not having enough confidence

Financial worries

Negative race/ethnicity stereotype

College Resources Diff Finding Right Study Environment

Go to Tutoring Center When Needed

College Provides Resource to Help Adjust

Fit with College & Students I have friends at my college/university

This college/univ is a good fit socially

Comfortable Talking to Other Students

Someone in Class for Questions

I feel lonely at this institution

I belong at this college/university

End of Term Survey Date of Information

Term (Season)

Term (Year)

Performance in College # Units Towards Grad Attempted Term

# of Units Towards Grad Completed Term

Current Term GPA

Cumulative GPA

Completed All Attempted Classes

Reflection on Term Areas Lacking Knowledge

I plan to return next term

How’s Beyond 12 Date of Information

Beyond 12 Coach

Coach Ratings Offers helpful advice/quality guidance

Is supportive

Understands me and where I’m coming from

Motivates me to succeed in college

Is accessible and responsive

Wants to cont build a relationship

Overall, I think my coach is

Knowledge Level about College Before & After Coaching

Financial Aid: BEFORE

Registration Process: BEFORE

Creating an Academic Plan: BEFORE

Creating a Financial Plan: BEFORE

Transferring to Another College: BEFORE

Campus Student Resources: BEFORE

Clubs/Activities: BEFORE

Financial Aid: AFTER

Registration Process: AFTER

Creating an Academic Plan: AFTER



Creating a Financial Plan: AFTER

Transferring to Another College: AFTER

Campus Student Resources: AFTER

Clubs/Activities: AFTER

Overall Assessment Motivation Level for College Graduation

Key Element towards College Success

Recommended Changes

Activities New Task Subject

Task/Even Description

Mode of Communication

Type of Call

Due Date

Priority

Status

Comments

Alumni Tracking Tool - Beyond 12

Documents