eops categorical webinar summer 2009
DESCRIPTION
California Community College Chancellor’s Office. EOPS Categorical Webinar Summer 2009. MIS Data = $$$$. Welcome. Meeting Ground Rules and Details. We have a very large group, please Mute your phone by pressing *6 One speaker at a time Type questions in the box - PowerPoint PPT PresentationTRANSCRIPT
EOPS CATEGORICAL WEBINAR
SUMMER 2009MIS Data = $$$$
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