EOPS CATEGORICAL WEBINAR

SUMMER 2009MIS Data = $$$$

California Community College Chancellor’s

Office

Welcome

Meeting Ground Rules and Details

We have a very large group, please Mute your phone by pressing *6 One speaker at a time Type questions in the box This presentation will be archived

90 days

Webinar Agenda

Presenters:MIS – Bonnie Edwards & Myrna HuffmanEOPS Program – Delores Daniels and Barbara KwokaAnnual Review Data – Barbara Kwoka

1:30- 2:30…… Presentation, reports and data

2:30 – 3:00…… Program Updates & Q & A

3:00 – 3:30……. Annual Review Data

Webinar Goals

DSPSMIS Data2009

Attendees walk away with … Understanding of the MIS data

flow How to find Data Reporting

Resources Understanding of Data Elements Understanding of State Reports Know how to resolve reporting

issues

Be able to say… “Yes, we are ready for

allocations”

MIS Reporting – Should it be a Priority?

“You cannot serve students if you don’t have a program.”

“As a new director, the most important thing you can do is call the Chancellor’s Office and get your funding formula.”

… quotes from an IT programmer at a district

Chancellor’s OfficeData Base

(Data Mart and Reports)

MIS DeptAt Districts

Data Submitted

External EntitiesDOF, Newspapers,Legislature, etc.

MIS Reviews Data

Data Available

Data Source

Users Review Data

Good Data at the Source=

Accurate View of Your College

Data Entered Into System

Enrollments(SX)

StudentDemographics

(SB)Sections

Courses

Matric.Emp.

Demo.

Sessions

Calendar Assignments

EOPSDSPS

Emp.Assign.

Cal-WORKs

The Chancellor’s Office Database

Assess.

VTEA

Pgm.Awds.

Fin.Aid

Timeline

Term Data is due to the state 30 days after end of term

Reports are generated after each term submission

Last day to resubmit for allocations is first Monday in August

Please Note: Local IT will require your data sooner than 30 days after term

NSC

Districts

UCCSU

EDD

DSS

Beyond the Community College System

EOPS-CARE Data Elements - Reporting

SE 01 Eligibility Factor SE 02 Term of Acceptance SE 03 End of Term Status SE 04 Units Planned SE 05 EOPS/CARE Status SE 06 CARE Term of Acceptance SE 07 CARE Martial Status SE 08 CARE Number of Dependents SE 09 CARE TANF Duration SE 10 EOPS-CARE Withdrawal/Reason

EOPS Data Elements and UsesEOPSMIS Data2009

Required Data Elements for EOPS Reporting Student Characteristics (SB) Student EOPS (SE)

Data Uses Funding - EOPS Justification - EOPS

StudentDemographics

(SB)

EOPS

EOPS Reporting

EOPSMIS Data2009

Report one record for each student served by EOPS.

A student is served who has been:1. Determined to be eligible2. Who has on file an educational plan,

mutual responsibility contract and an EOPS application.

3. Attended at least one class session during the term

For each EOPS student served, a Student Basic record must be reported.

StudentDemographics

(SB)

EOPS

EOPS ReportingAttendance VS. Enrollment

“the student must attend at least one class during the term. Enrollment does not necessarily equate to actual attendance.”

Local Enrollment RecordStudent enrolls in a class

AttendanceStudent attends the class(es) for which

they enrolled

State Enrollment RecordGenerated only if the student attends the

class(es) past first census date or received 1 hour positive attendance or resulted in mark on transcript.

StudentDemographics

(SB)

EOPS

Enrollments(SX)

EOPS Reporting

EOPS

MIS Data

2009

SE01 – EOPS Eligibility Factor If a student is determine eligible based on

multiple eligibility factors, use the data element dictionary to determine priority.

A = Not qualified for enrollment into minimum level English or MathB = Did not graduate from high school or obtain GEDC = High school GPA below 2.5D = Previously enrolled in remedial educationE = Other eligible characteristics/qualities

StudentDemographics

(SB)

EOPS

EOPS ReportingSE02 Term of AcceptanceTerm when accepted into the EOPS Program, Summer, Fall, or Spring.

If a student leaves the program and is not involved for a full term (fall or spring), then the student must reapply for admittance into the program and meet all the criteria again.  At this time the date of acceptance is the new term.

For example :  The student was admitted into the program spring 2000 The student participated for 4 terms (spring 2000 thru fall 2001)The student exited the program after fall 2001The student is reapplying fall 2009Then the student must meet all the criteria again with the latest information If accepted, their term of acceptance is the new semester – fall 2009.

EOPS MIS Funding Reports

EOPSMIS Data2009

Identify New and Continuing EOPS participants.

• New students have a term of acceptance (SE02) during the current academic year (Summer, Fall, and Spring).

• Continuing students have a term of acceptance (SE02) from a prior year.

• Funded for 12+ Units planned.

StudentDemographics

(SB)

EOPS

EOPS MIS Funding Reports

EOPS

MIS Data

2009

Two Exceptions to the 12+ units planned:

1. DSPS: Students in the DSPS file can receive EOPS funding if <12.00 Units Planned.

Terminology: Disabled Student – Student with

certified disability

StudentDemographics

(SB)

EOPSDSPS

EOPS MIS Funding Reports

EOPS

MIS Data

2009

Two Exceptions to the 12+ units planned:

2. Special Major (SM02) students can have <12.00 Units Planned.0514.30 Court Reporting1230.10 Nursing, R.N.1230.20 Nursing, L.V.N.1225.00 Radiological Technology3007.00 Cosmetology & Barbering

StudentDemographics

(SB)

EOPSMatric

EOPS MIS Funding Reports

EOPS

MIS Data

2009

Group the new students by Units Planned (SE04) in the last term of attendance: 12.00+ 9.00 – 11.99 6.00 – 8.99 4.00 – 5.99 0.01 – 3.99

Terminology “Other Reported” – Any student with 0

units planned

StudentDemographics

(SB)

EOPS

EOPS Annual Headcount Report

College 123

EOPS Analysis Report

DISTRICT: Butte CCD, COLLEGE: Butte, TERM: Spring 2009

STUDENT HEADCOUNTS FOR UNITS REGISTERED

TOTAL STUDENTS0 .01 - 3.99 4 - 5.99 6 - 8.99 9 - 11.99 12+

(1) NEW STUDENTS : Disabled0 0 1 2 3 27 33

(2) NEW STUDENTS : Special Majors0 0 0 0 4 39 43

(3) NEW STUDENTS : All Other New0 0 0 0 15 306 321

(4) CONTINUING EOPS0 0 0 3 114 818 935

(5) TERM OF ACCEPTANCE UNKNOWN0 0 0 0 0 0 0

COLLEGE TOTAL0 0 1 5 136 1,190 1,332

ABCCollege 123 Spring 2009

EOPS Data Mart

Matches Analysis Report Count

Detail & Summary Reports

SID

SID

• These reports are generated during the data submission process and list errors generated during the submission process.

• Local MIS may need to work with local data owners to correct the issues

• The error “Student ID not found in production table” means… An EOPS record was submitted but a record in the SB(Student Basic) file was not found.

College 123

College 123

Detail & Summary ReportSID SID SID SID

Rule: Term of Acceptance - Cannot be prior than 6 semesters or9 quarters, excluding summer

Fall 2005

Fall 1998

Data Submission Errors Errors can be eliminated and/or

reduced if…

The data are reviewed and corrected by the program before local MIS submits data to the state

This review process needs to be developed locally

EOPS Reports

Summer• Detail &

Summary Reports (errors)

• Analysis Report

• Data Mart

Fall

• Detail & Summary Reports (errors)

• Analysis Report

• Data Mart

Winter

• Detail & Summary Reports (errors)

• Analysis Report

• Data Mart

Spring

• Detail & Summary Reports (errors)

• Analysis Report

• Data Mart

• Annual Headcount

Finding and Accessing ReportsPassword Protected:•Analysis and Annual Headcount Reports

•Request the General Access Password from your CISO

www.cccco.edu / Chancellor’s Office / Divisions / MIS / >>Data Submission…

Are my reports available? Select Submission History

Where is my term end report? Select Analysis Report

Where is my annual funding report? Select Annual Headcount Reports

Were there any errors during the data submission process? View Detail and Summary Reports

Local MIS has access to these reports What is the headcount in my program by

demographics? Select the Data Mart

Submission History

*If a date does not appear next to “Last Load to Production” then the data has not been loaded.

The Student Services ConnectionDSPS Touch Point

All DSPS Contacts, even less than 4.

Matric. Touch Points

Include EOPS counseling as a Matriculation Counseling Session

&

SM02 Student Matric. Major

EOPS

DSPS

DSPS & EOPS

All DSPS Students should be reported, even if less than 4 contacts

SD01 STUDENT-PRIMARY-DISABILITY This element indicates the type of disability

which is the student's primary disability.

SD02 STUDENT-PRIMARY-DISABILITY-SERVICE-CONTACTS This element indicates the number of

service contacts the student received during the reporting

term pertaining to the student's primary disability.

StudentDemographics

(SB)

EOPSDSPS

DSPS Analysis ReportDISTRICT: North Orange County CCD, COLLEGE:

Fullerton, TERM: Spring 2007

CONTACTS

TOTAL STUDENTS0 Contacts 1-3 Contacts 4+ Contacts

DISABILITY TYPE CATEGORIES0 0 30 30Primary Disability Acquired Brain Injury

Developmentally Delayed Learner0 0 45 45

Hearing Impaired 0 0 16 16Learning Disabled 2 0 353 355Mobility Impaired 1 0 55 56Other Disability 1 0 114 115Psychological Disability 1 0 75 76Speech/Language Impaired 0 0 28 28Visually Impaired 0 0 14 14Total 5 0 730 735

Secondary Disability Acquired Brain Injury 0 0 1 1Developmentally Delayed Learner

0 0 3 3Hearing Impaired 0 0 2 2Learning Disabled 0 0 1 1Mobility Impaired 1 0 18 19Did not have Secondary Disability

616 0 0 616Other Disability 0 0 52 52Psychological Disability 0 0 29 29Speech/Language Impaired 0 0 8 8Visually Impaired 0 0 4 4Total 617 0 118 735

District ABCCollege 123 Term Spring

Matriculation Data Element SM02

STUDENT-MATRICULATION_MAJOR This element identifies the student's major or

program area of emphasis, while enrolled in the reporting college, as reported by the student during the reporting term.

If a matriculation record is found for an EOPS student and the major is a special major, the student may have less than 12 units planned.Student

Demographics(SB)

EOPSMatric

Categorical Year End Validation

Loca

l MIS

Spring MIS Data SubmittedDue 30 Days After Term

Syst

em O

ffice

MISAnnual

Headcount Report Created

Coor

dina

tors

/Loc

al M

ISValidate / Correct Prior to FundingPassword RequiredResubmit as Needed

Data On Demand: Pre-allocation Reports Trouble Shoot the Annual Headcount Report

Lists all of the students included in the Annual Headcount Report

Now you can compare your list to ours to determine missing or “extra” student counts

Or, find out information not available on the existing reports

Pre-Allocation Report

Pre-Allocation Report

SIDS

ResourcesData Element Dictionary http://www.cccco.edu/SystemOffice/Divisions/TechResearchInfo/MIS/DED/tabid/266/Default.aspx MIS Presentations

http://www.cccco.edu/SystemOffice/Divisions/TechResearchInfo/MIS/Presentations/tabid/437/Default.aspx

CCCSO MIS Data Sites Analysis Reports http://edit2.cccco.edu/CFM/research/summarylogon.cfm Annual Headcount http://edit2.cccco.edu/CFM/anlcnts/anlcnts_logon.cfm

CCC Data Mart http://www.cccco.edu/SystemOffice/Divisions/TechResearchInfo/MIS/DataMartandReports/tabid/282/Default.aspx

Submission History https://webdata.cccco.edu/history.cfm

Data On Demand Pre-Allocation Reports (must be pulled by Research or MIS) https://misweb.cccco.edu/dataondemand/

Barbara KwokaDelores Daniels

Program Update

Barbara Kwoka

Annual Review Data

Annual Review Data

August 20092005-2006, 2006-2007, 2007-2008

January 20102005-2006, 2006-2007, 2007-2008, 2008-2009