Matriculation Webinar Summer 2009

MATRICULATION WEBINARSUMMER 2009

MIS 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 Enter your question into the

question box and we will read the question and respond

One speaker at a time This presentation will be archived

for 90 days

Webinar Agenda

Presenters:MIS – Bonnie Edwards & Myrna HuffmanMatric Program – Arnold Bojorquez & Cheun ChanAnnual 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

MatriculationMIS 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 Identifying and Correcting

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

Matriculation Data Elements and Uses


Required Data Elements for Matriculation Reporting Student Characteristics (SB) Student Matriculation (SM)

Data Uses Justification of Matriculation Program Funding (EOPS)

StudentDemographics

(SB)

Matric

Matriculation Reporting

Matriculation

MIS Data

2009

Report a Student Matriculation record for each credit and noncredit student who:

1. Enrolled in at least one class as of first census or later for daily or weekly census classes, or

2. Attended at least one meeting of a positive attendance class, or

3. Enrolled in at least one class that resulted in a notation on the student's official record, or

4. Who received pre-enrollment matriculation services.

You must submit a Student Basic record for each student reported.

The services are to be reported in the term they

were received.

StudentDemographics

(SB)

Matric



Validate and Update Every Reporting Term

SM01 – Goals SM02 – Major SM03 – Special Services Need SM09 – Assessment Services, Other SM12 – Counseling / Advisement

Services SM13 – Academic Follow-Up Services

StudentDemographics

(SB)

Matric


Matriculation

MIS Data

2009

Could change over time…

SM07 – Orientation Services SM08 – Assessment Services,

Placement

StudentDemographics

(SB)

Matric


Matriculation

MIS Data

2009

Does not change over time…

SM04 – Orientation Exempt Status SM05 – Assessment Exempt Status SM06 – Counseling/Advisement

Exempt StatusStudent

Demographics(SB)

Matric

Credit Matriculation

Matriculation Funding

Credit Matriculation FundingStudent Body

Fall or Spring Term

CAResident

Stop

Headcount StatusA,B,C

Stop

Enrolled in 3 priorYears or

Special Admit.

Continuing Student New Student

NO

NO

YES

YES

YES

NO

Matriculation: New and Continuing

Enrolled in a primary term

Credit student Enrolled in a weekly or daily census class

past the census point Earned 0.5 units or attended at least eight

(8) hours in credit positive attendance class(es)

Earned 0.5 units in a credit independent study class

California resident


New Students Did not meet the cohort criteria in the prior

three years.

Continuing Students Met the cohort criteria in at least one of the

prior three years. Looking only at the college. All Special Admit Students (SB11 = 10000) are

considered to be Continuing.


Matriculation

MIS Data

2009

1. The following elements are used to determine a student's credit status:

CB04 Course-Credit-StatusXB01 Section-Accounting-MethodSX03 Enrollment-Units-EarnedSX05 Enrollment-Positive-

Attendance-HoursSXD2 Enrollment-Credit-StatusSTD7 Student-Headcount-Status

2. The following element is used to determine a student's residency status:

SB09 Student-Residence-Code3. The following element is used to determine a

student's special admit status. SB11 Student-Education-Status

StudentDemographics

(SB)

Matric

Non-Credit Matriculation

Matriculation Funding

Non-Credit Matriculation Funding

Student In Eligible NCAcademic Yr

Total Eligible NCBy College

Total Credit CoursesAcross District

More than 6 UnitsOf Credit?

YESRemove

From Cohort

48 Hr + ofNon Credit

YES100 % Funding

50 %Funding

NO

NO

Noncredit Matriculation

Students enrolled during the academic year (Summer-Fall-Winter-Spring) in one or more noncredit courses in one of the fundable categories.

Fundable Noncredit Categories Citizenship for Immigrants

CB22 = B TOP Code 4930.90

Courses for Persons with Substantial Disabilities CB22 = E Any TOP Code

Elementary & Secondary Basic Skills CB22 = C TOP Codes 4930.00 thru 4930.72

Fundable Noncredit Categories

English as a Second Language CB22 = A TOP Codes 4930.80, 4930.81, 4930.82,

4931.00 Parenting

CB22 = F TOP Codes 1305.00 thru 1305.90

Short-term Vocational CB22 = I Any TOP Codes SAM Code A,B,C, or D

Non-Credit Matriculation Funding

The credit units attempted for each student in the cohort is totaled for the year, by district, using the Student Identifier.

Look across district to find credit units – look only at the college to find NC enrollment. Highlights SSN issue: if SSN is missing or one student with many SSN’s.Student

Demographics(SB)

Matric

Enrollments(SX) Sections(XB)

Courses(CB)

Any student who attempted 6.00+ units during the year is removed from the cohort.

The students remaining in the cohort are eligible for funding.

Non-Credit Matriculation FundingMatriculation

MIS Data

2009

StudentDemographics

(SB)

Matric

Enrollments(SX) Sections(XB)

Courses(CB)

Students who attended less than 48.0 hours in eligible courses are funded

at 50%.

Students who attended 48.0+ hours in eligible courses are funded at 100%.

What Could Impact Matriculation? Special Admits: Are they coded

correctly• Are your SI updates current?

Keeping the SSN’s updated allows tracking across the system and captures all records that belong to a student.

• Student recorded as CA Resident.• Course coded correctly – credit/non-

credit• Non-credit student hours reported

correctly

Matriculation Reports

Summer

• Detail & Summary Reports

• Analysis Report (pending design)

• Data Mart

Fall



• Data Mart

Winter



• Data Mart

Spring



• Data Mart

• Annual Headcount

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… A Matriculation record was submitted but a record in the SB(Student Basic) file was not found.

Detail & Summary ReportsMissing

Student ID Unknown Goal & Major

Records will not reject with unknown goal/major but resubmission is recommended after gathering this data.

Annual Headcount Report

Each line represents a college within the district

District Total……….

GoalCredit Students

Non-Credit Student Total

A = Obtain an AA degree and transfer to a 4-year institution. ### ## ####B = Transfer to a 4-year institution without an AA degree. ### ## ####C = Obtain a two year associate's degree without transfer. ### ## ####D = Obtain a two year vocational degree without transfer. ### ## ####E = Earn a vocational certificate without transfer. ### ## ####F = Discover/formulate career interests, plans, goals. ### ## ####G = Prepare for a new career (acquire job skills). ### ## ####H = Advance in current job/career (update job skills). ### ## ####I = Maintain certificate or license (e.g. Nursing, Real Estate) ### ## ####J = Educational development (intellectual, cultural). ### ## ####K = Improve basic skills in English, reading or math. ### ## ####L = Complete credits for high school diploma or GED. ### ## ####M = Undecided on goal. ### ## ####N = To move from noncredit coursework to credit coursework. ### ## ####

O = 4 year college student taking courses to meet 4 year college requirements. ### ## ####X = Uncollected/unreported. ### ## ####Y = Not applicable. ### ## ####

Counseling and Advisement ServicesCredit Students

Non-Credit Student Total

A = Student received counseling/advisement services. ### ## ####

P = Student received assistance in development of a Student Education Plan. ### ## ####

Example – Analysis Report for Matriculation (Example ONLY, design is pending)

Funding vs. Justification

Annual Headcount Report

• Does not use Matriculation Data

• Not monitored or maintained by matriculation staff

Analysis Report• Term by Term

Validation of Matriculation Data

• Analyze health of program and data quality

• May be monitored & maintained by matriculation staff

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 (pending design for Matriculation)

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 (is being redesigned)

http://www.cccco.edu/

Submission History

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

The Student Services Connection

Matric. Touch PointsCapture DSPS, EOPS & CalWORKs counseling as a Matriculation Counseling Session

Matriculation

EOPSCalWORK

s

EOPS Analysis Report

DISTRICT: Los Angeles CCD, COLLEGE: Los Angeles City, TERM: Fall

2005

STUDENT HEADCOUNTS FOR UNITS REGISTERED

TOTAL STUDENT

S0.01 - 3.99 4 - 5.99 6 - 8.99 9 - 11.99 12+

(1) NEW STUDENTS : Disabled 0 0 0 26 16 58 100(2) NEW STUDENTS : Special Majors 0 0 0 1 0 4 5(3) NEW STUDENTS : All Other New 0 2 0 3 1 910 916(4) CONTINUING EOPS

0 52 21 171 1661,751 2,161

(5) TERM OF ACCEPTANCE UNKNOWN 0 0 0 0 0 0 0COLLEGE TOTAL

0 54 21 201 1832,723 3,182

Matriculation Data Element SM12

Counseling and Advisement Services

DSPS, EOPS & CalWORKs Counseling may be counted as a counseling service in Matriculation

STUDENT-MATRIC-COUNSELING/ADVISEMENT-SERVICES

This element indicates whether the student received counseling/advisement services as a part of the matriculation process of the college during the reporting term.

Student Received Counseling/Advisement Services:A = Student received counseling/advisement services.P = Student received assistance in development of a Student Education Plan.

MIS – look across your system to find all qualifying matriculation services.

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

Lists all Students by Student ID

Export to Excel or PDF

MIS/Research have access

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/

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

Arnold BojorquezChuen Chan

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

Documents

Matriculation Webinar Summer 2009