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Badalyan, Anna (City)

From: Abel, Lara <label@santarosa.edu>Sent: Wednesday, December 14, 2016 11:42 AMTo: Badalyan, Anna (City); Greaney, KCCc: Tillberg, Rebecca W.; Pearl, Maury Y.Subject: RE: LACCD - CTE Outcomes Survey student Data

Hi Anna,  We’d be happy to receive one file, but per our MOU we have to send the initial 9 files to the the people identified by the CIOs when they filled out the survey. The data contacts, or primary contacts where a data contact was not specified are:  

East Los Angeles College  Christopher Whiteside 

Los Angeles City College Ms. Fabiola Mora Los Angeles Harbor

College Sandra Sanchez 

Los Angeles Mission College  Sarah Master Los Angeles Pierce

College Sheri Berger Los Angeles Southwest

College Ms. Linda Jones Los Angeles Trade-Tech

College Tania Yanes 

Los Angeles Valley College Michelle Fowles 

West Los Angeles College  Aracely Aguiar 

   

 The files will all be formatted exactly the same, so will be easy to join.  Thank you, Lara  Lara Abel Research Technician Santa Rosa Junior College (707)778‐4191   

From: Badalyan, Anna (City) [mailto:badalya@lacitycollege.edu]  Sent: Tuesday, December 13, 2016 2:44 PM To: Greaney, KC <kgreaney@santarosa.edu>; Abel, Lara <label@santarosa.edu> Cc: Tillberg, Rebecca W. <tillberw@wlac.edu>; Pearl, Maury Y. <pearlmy@email.laccd.edu> Subject: LACCD ‐ CTE Outcomes Survey student Data  Dear KC and Lara, My name is Anna Badalyan, we met recently at CAIR. I’m the chair of the LACCD Research Committee. I don’t know if you are aware, LACCD colleges (9) share 1 common database. So instead of running 9 reports we can run just one and 

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send you all the data for LACCD colleges in one file. Thus, will it be feasible to provide us 1 joined file for the entire LACCD and we will submit to you only 1 for the entire district?     Thank you,  

Dr. Anna Badalyan Dean of Institutional Effectiveness Los Angeles City College 855 N. Vermont Ave, Los Angeles, CA 90029 (323) 953-4000, Ext. 2372 badalya@lacitycollege.edu    

CTE Outcomes Survey Statewide Survey, 2017 Instructions to colleges for supplying additional data, and for data transmission

I. Data needed from each college

For all students

Conduct a match with student records using SSN/SID to provide the following data fields:

• Full first name • Full last name • Address1 • (address2) • City • State

• ZIP • Email1 • (email2) • Phone1 • (phone2)

II. Steps for data transmission

Your college data will be in an excel file stored on a secure server (with an https address) at Santa Rosa Junior College. You will access your file with a tool called “File Depot” which will encrypt the data during transmission. To further enhance security, accessing the file will require a password. You will receive an e-mail with the specific File Depot URL to access your file, but passwords will be provided separately to enhance security. After you have conducted the data match and updated the spreadsheet on your end, we ask that you delete the SSN/SID column prior to transmitting the file back to File Depot on our secured server.

We recommend that you limit access to the spreadsheet on your end to just those who have a need to access, and that you save it on a secure server or take other steps to ensure the security on your end.

Step 1: Using the URL and password (provided from SRJC e-mailed under separate cover), download your file to a secure location at your college.

When you open the spreadsheet, you will see that all columns have headings. Most data in the file has an associated MIS data element code (which is included in parentheses in the column heading). To facilitate making the statewide cohort, please keep the current order of the columns.

The columns highlighted in yellow are the ones that need data.

Step 2: Conduct a data match and provide the necessary information. The data file layout is straightforward, and we included variable names as column headings. We have included the following chart for additional clarity.

NOTE: The data file contains duplicated cases (because many students receive more than one award). Please return contact information to us for all (duplicated) cases -- we will unduplicate on our end after we receive student contact information prior to administering the survey.

Who will be included in the survey? For the 2016-17 survey, the cohort of students will include those who in the 2014-2015 academic year: Completers: Have received a vocational/CTE award that is Chancellor’s Office approved and enroll in 0-5 units each semester the next year (not enrolled or only minimally enrolled). Terminal Certificates: Received a vocational/CTE award of at least 6 units that is not Chancellor’s Office approved (such as certificates with less than 12 units) and are not enrolled the following year. Skills Builders: Have completed 9 units that are SAM coded A-D, with at least one course SAM coded A-C (within the prior 3 years), have not received a vocational/CTE award of 6 or more units, and are not enrolled the following year.

Column Current data Action required by college A – College ID College ID None B – Unique Student ID for Survey

Unique Student ID for Survey

None

C/D – SSN/SID SSN/SID (MIS #SB00) For security purposes, Delete these columns prior to submitting data file back to SRJC

E – Student ID Status Student ID Status (MIS #SB01)

None

F – First Name First three letters of first name (SB31)

Insert full first name

G – Last Name First three letters of last name (SB32)

Insert full last name

H – address1 Insert street address (first line) I – address2 Insert second line of street address, if applicable J -- City Insert City K -- State Insert state abbreviation (e.g., CA) L -- ZIP Insert ZIP code , either 5 or 9 digit M --Email1 Insert email address N – Email2 Insert alternate e-mail address, if available O – phone1 Insert telephone number (10 digits, no punctuation,

if possible) P – phone2 Insert alternate telephone number, if available (10

digits, no punctuation, if possible)

Step 3: Please remember to delete the SSN/SID column of data (highlighted in green) prior to submission (we have assigned a unique survey identification number to each student, so we will not need you to send back their SSN/SID).

Submit the data back to SRJC via File Depot by accessing this link: http://www2.santarosa.edu/file-depot/dropbox.php This will take you to a secure (https) site that will ask you to fill in some basic information

1. Recipient’s email address. Please send to: label@santarosa.edu 2. Your e-mail address. 3. File to upload (includes a browse feature). 4. Description. Please say something like: CTEOS data file from ______ (your college name) 5. Password (optional, but we suggest you set a password—the password will be automatically sent to us

from File Depot)

If you have any questions, please contact:

KC Greaney, Ph.D. Director of Institutional Research, Santa Rosa Junior College kgreaney@santarosa.edu (707)778-4188 Or: Lara Abel Research Technician, Santa Rosa Junior College label@santarosa.edu (707)778-4191

(12/14/2016)

Other specialized databases (non-PeopleSoft)

CEN_RDB MIS

(in PS tables)

IRDS (DRC

design)

FTE_RDB/ D9500

Z Reg Stat

PeopleSoft Data Sets

Production Database (Transactions)

Screens (read only)

Data Warehouse Day Old Copy

ODBC

Last copy of Protocol in SQL Server

Last copy of

FTE RDB

Last copy of SIS

Last copy of FAMS

Last copy of

CEN_RDB

SAP BW Query I-51

Historic Data to Archive

Researcher Data Access

1. Transaction Database – The data here will be accessible exclusively by the PeopleSoft System. Direct access to the transaction database is not available to anyone via ODBC. The data from the SIS_RDB will be converted into this database.

2. Day Old Copy – This would be an exact copy of the transaction database, including the structure of the database. This structure is different from that in the DEC SIS_RDB in that the data is stored in much smaller units than the tables in SIS_RDB. Documentation of the structure is in PeopleBooks.

a. The Day Old Copy can be scheduled to be created at any specified interval from, for example, every hour to every day. We discussed the desirability of creating the copy on a nightly basis.

b. Will be accessible via ODBC. c. Used for analysis d. Has a granular layer, with more summarized layers. There could be views of the data.

3. Data Warehouse – The data warehouse is the standard data warehouse that is available with PeopleSoft/Oracle, and comes with pre-defined fields and queries. This may not be useful to researchers in the standard configuration. However, IT plans to begin customizing the data warehouse in 2018

4. Other Specialized Databases – These are the data extracts that researchers use regularly for most major institutional research projects. These are the databases that will be evaluated and be made available in the new environment. The databases could be copied exactly, if that meets the need, or there could be a revised design to better meet the research data needs. In addition, if there are unmet data needs, new databases could be designed. All specialized databases will be accessible via ODBC.

a. The specialized databases will be transferred to either an Oracle database or SQL Server, still to be determined.

b. So far, we have: i. CEN_RDB – The CCFS-320 data used in FTES reporting to the State

ii. FTE_RDB – The nightly extract of select Section/Schedule data, based on the D9500 file. This is used for ‘relative day comparison’ enrollment reports.

iii. IRDS (IRD_RDB)– This is a database designed by the DRC to meet specific institutional research needs.

5. Last Copy of SIS – This a copy of the SIS_RDB database after all transactions have completed for the Summer 2017 Session. The DBMS is yet to be determine, but structure, table names and fields will remain.

6. Last Copy of FAMS – This is a copy of the FAMS_RDB database after all transactions have completed. Same approach as with the SIS_RDB.