Welcome to the webinar: Data Submission Changes Our session will begin promptly at 10:30AM Please type questions into the Chat area. Before we begin: Connect

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Data Submission Changes

January 26, 2011

Today’s Topics

1.Data Element Dictionary2.Changes for Summer 2011 and Beyond3.Scheduled Downtime4.Questions

Good NewsThe NEW Data Element Dictionary is nearly ready

1. Each data element will contain:a. The definitionb. Associated editsc. A change log.

2. Several varieties of the dictionary availablea. An elementb. Only all the editsc. Only all the change logsd. Entire dictionary

California Community Colleges Management Information System

Data Element Dictionary

Data Reporting Domains and Formats Student Disability Record



Data Reporting Domains and Formats Student Disability Record

DOMAIN RECORD LENGTH

SD STUDENT DISABILITY RECORD 40

Reporting Domain The following record layout indicates the format in which the districts report information about students who have been accepted into the DSP&S program and have received a service that qualifies as a contact. Report one record for each student who had one or more contacts during the term being reported. They need not have been enrolled in a course to be reported. This record is 40 characters long and the first two positions contain the record code “SD”. The file with these records is submitted approximately one month following the end of the term. DED# Data Element Name Format Position GI90 Record-Code “SD” 001-002 GI01 District-College-Identifier X(03) 003-005 GI03 Term-Identifier X(03) 006-008 SB02 Student-Name-Partial X(03) 009-011 SB00 Student-Identifier X(09) 012-020 SD01 Student-Primary-Disability X(01) 021 SD02 Student-Primary-Disability-Service-Contacts 9(03) 022-024 SD03 Student-Secondary-Disability X(01) 025 SD04 Student-Secondary-Disability-Service-Contacts 9(03) 026-028 SD05 Student-Disability-Dept-Rehab X(01) 029 Filler X(11) 030-040 Processing Notes and Edits There must be a matching SB record reported for every SD record. The combination of elements District College Identifier (GI01) and Student-Identifier (SB00) from every SD record will be used to ensure that an SB record was reported with the same District College Identifier (GI01) and Student-Identifier (SB00) values.



DSP&S Student Data Elements

DED# DATA ELEMENT NAME FORMAT

SD02 STUDENT-PRIMARY-DISABILITY-SERVICE-CONTACTS 9(03)

This element indicates the number of service contacts the student received during the reporting term pertaining to the student’s primary disability. Coding Enter the appropriate 3 digit integer (i.e. 000, 001, 002, etc.)



DSP&S Student Data Elements

SD02 STUDENT-PRIMARY-DISABILITY-SERVICE-CONTACTS

Processing Notes and Edits FIELD CHECK Must be numeric. Cannot exceed 499.



DSP&S Student Data Elements SD02 STUDENT-PRIMARY-DISABILITY-SERVICE-CONTACTS

Change History Brought Back: 05/01/93 New Data Element Primary-Disability-Service-Contacts Last Revision: 01/02/91 Deleted Last Revision: 06/01/89 Original Name – Primary-Disability-Services-Level (X01) This element indicates the level of services received by the student for the student’s primary disability.

Coding Meaning F Full Services L Limited Services

Changes Summer 2011 and beyond??!!***

Changes for Summer 2011 and Beyond

1. SB - 2 new elements

2. SV – 1 new data element

3. SX – 1 new data element

4. SG a new file (optional Summer 2011)

5. EB / EJ – no new data elements but ……

6. CB – Some new data elements and ……

SB – Student Basic (Summer 2011)

Student’s First and Last Name

SB31 STUDENT-FIRST-NAME X(30)This data element contains the first thirty characters

of the student's first name.

SB32 STUDENT-LAST-NAME X(40)This data element contains the first forty characters

of the student's last name.

SV – Student VTEA (Summer 2011)SV10 STUDENT-WIA-VETERAN-STATUS X(01)This element indicates the student’s Workforce InvestmentAct (WIA) veteran eligibility status. Only service with abranch of the U.S. military is reported.

Coding Meaning1 WIA eligible veteran. 2 WIA eligible spouse of a veteran.3 Not a WIA eligible veteran.X Unknown / Unreported.

SV – Student VTEA

Veteran’s Priority Requirement for Workforce InvestmentAct (WIA) Nursing and Allied Health Grant Recipients

(memo – January 2010)

Reporting forms for WIA-funded grant Requests for Application (both new and renewal) will be revised to include this information. We are also working with the MIS Unit in the Chancellor’s Office to capture this data electronically and uniformly from each campus.

SX – Student Enrollment (Summer 2011)

SX06 ENROLLMENT-APPORTIONMENT-STATUS X(01)

This element indicates whether the student's enrollment will generate hours that can be claimed for State apportionment.

Coding Meaning 1 Yes 0 No

• If the Section Accounting Method (XB01) for the section enrolled in is ‘O’, then value must be reported as ‘0’.

• If the enrollment is in a credit course and the student is not a state resident for fee purposes, i.e. the Student Residence Code (SB09) is not = ‘50000’, the value must be reported as ‘0’.

SG – Student Special Population Groups

This data file will be:

Optional beginning Summer 2011AND

Mandatory beginning Summer 2012

SG – Student Special Population GroupsReporting Domain: The reporting domain for Student Special

Populations data records includes all students who (1) were enrolled in at least one class as of first census for daily or weekly census classes, or (2) attended at least one meeting of a positive attendance class, or (3) were enrolled in at least one class that resulted in a notation on the student's official record, or (4) received a service from one the college’s categorical programs;

AND have a "positive" status for one or more of the data elements included in the Special Populations data record.

Each student record reported in the Special Populations file must have a corresponding record reported in the Student Basic file.

SG – Student Special Population GroupsSG01 STUDENT-MILITARY-STATUS

X(04)SG02 STUDENT-MILITARY-DEPENDENT-STATUS

X(04)SG03 STUDENT-FOSTER-CARE-STATUS

X(01)SG04 STUDENT-INCARCERATED-PAROLEE-STATUS

X(01)SG05 STUDENT-MESA-ASEM-STATUS

X(01)SG06 STUDENT-PUENTE-STATUS

X(01)SG07 STUDENT-MCHS-ECHS-STATUS

X(01)SG08 STUDENT-UMOJA-STATUS

X(01)SG09 STUDENT-1ST-GENERATION-STATUS

X(02)SG10 STUDENT-CAA-STATUS

X(01)

SG01 – Student Military Status (Summer 2011)

SG01 STUDENT-MILITARY-STATUSX(04)

This element indicates the student’s military service status. Only service with a branch of the U.S. military is reported.Report all that apply.

Position Coding 1 – Currently serving on active duty. 0 = No, 1 = Yes2 – Veteran. 0 = No, 1 = Yes3 – Member of the Active Reserve. 0 = No, 1 = Yes4 – Member of the National Guard. 0 = No, 1 = Yes

1. If the student has never served in the military the data element should be reported as ‘0000’.2. If the information is unknown or unreported the data element should be reported as ‘XXXX’.3. Position 3 and position 4 cannot both be reported with a value of ‘1’.

SG02 – Student Military Dependent Status (Summer 2011)

SG02 STUDENT-MILITARY-DEPENDENT-STATUSX(04)

This element indicates the military service status of the student’sparent/guardian if the student is a dependent child/spouse. Only service with a branch of the U.S. military is reported.Report all that apply.Position Coding1 – Parent/Guardian is currently on active duty. 0 = No, 1 = Yes2 – Parent/Guardian is a veteran. 0 = No, 1 =

Yes3 – Parent/Guardian is a member of the Active Reserve. 0 = No, 1 = Yes4 – Parent/Guardian is a member of the National Guard. 0 = No, 1 =

Yes

1. If the student is not a military dependent the data element should be reported as ‘0000’.2. If the information is unknown or unreported the data element should be reported as ‘XXXX’.3. Position 3 and position 4 cannot both be reported with a value of ‘1’.

SG03 – Student Foster Youth Status (Summer 2011)

SG03 STUDENT-FOSTER-YOUTH-STATUSX(01)

This element indicates whether the student is now, or has ever been, in acourt-ordered out-of-home placement.

Coding Meaning 0 No. 1 Yes. X Unknown / Unreported.

Examples of out-of-home placements are:Foster homeGroup homeCourt-ordered placement with a relative

Once the data element has been reported as “1”, it should not change in subsequent term.

SG04 – Student Parolee/Incarcerated Status (Summer 2011)

SG04 STUDENT-PAROLEE/INCARCERATED-STATUSX(01)

This element indicates whether the student was incarceratedduring the reporting term or was a parolee.

Coding Meaning 0 The student is neither incarcerated nor on parole. 1 The student is a parolee. 2 The student is incarcerated in a city or county correctional facility. 3 The student is incarcerated in a California Youth Authority correctional facility. 4 The student is incarcerated in a California Department of Corrections and

Rehabilitation correctional facility. 5 The student is incarcerated in an out-of-state correctional facility. 6 The student is incarcerated in a U.S. Federal Bureau of Prisons correctional facility. 7 The student is incarcerated in a private correctional facility. X Unknown / Unreported.

The data element cannot be self-reported; the student’s status must be verified by the college.

SG05 – Student MESA ASEM Status (Summer 2011)

SG05 STUDENT-MESA-ASEM-STATUSX(01)

This element indicates whether the student met the educational and financial eligibility criteria and received services from the Mathematics, Engineering, Science Achievement (MESA) program.

If a student has a demonstrated Achievement in a Science, Engineering, or Mathematics (ASEM) major and the intent to transfer to a four-year college or university but does not fully meet all of the MESA eligibility criteria, they are to be reported as an ASEM student if they are associated with the campus MESA Center. The student may also be referred to as a “MESA Club member”, a “friend of MESA”, or “Mesa Associate”, etc.

SG05 – Student MESA ASEM Status (Summer 2011)

SG05 STUDENT-MESA-ASEM-STATUSX(01)

Coding Meaning 0 The student did not apply for services from the MESA program. 1 MESA student. 2 MESA student with the declared intent to be a teacher. 3 MESA student who withdrew from the program during the reporting term because of a change in

their major. 4 MESA student who withdrew during the reporting term. 5 MESA student who was disqualified during the reporting term. 6 ASEM student. 7 ASEM student with the declared intent to be a teacher. 8 Pre-MESA or Pre-ASEM student. The student is recognized as a future MESA or ASEM student

but did not meet the eligibility criteria at the time of application. 9 The student applied for services from the MESA program but was found to be ineligible. Y Not applicable, the school does not have a MESA program.

If a code of ‘Y’ is reported for this data element, all of the records in the file must have a code of ‘Y’.The data element cannot be self-reported; student participation in the program must be verified by the college.

SG06 – Student PUENTE Status (Summer 2011)

SG06 STUDENT-PUENTE-STATUSX(01)

This element indicates whether the student met the eligibility criteria and received services from the Puente program.

Coding Meaning 0 Not a Puente student. 1 Puente student. 2 Puente student who withdrew from the program during the

reporting term. 3 Puente student who was disqualified from the program during the

reporting term. Y The school does not have a Puente program. If a code of ‘Y’ is reported for this data element, all of the records in the file must have a code of ‘Y’.The data element cannot be self-reported; student participation in the program must be verified by the

college.

SG07 – Student MCHS ECHS Status (Summer 2011)SG07 STUDENT-MCHS-ECHS-STATUS

X(01)This element indicates whether the student met the eligibility criteria and is enrolled in either theMiddle College High School (MCHS) program or the Early College High School (ECHS) program.The difference in the two programs is the funding source. MCHS programs are funded by theCCCCO while the ECHS programs are funded by other sources.

Coding Meaning 0 The student did not participate in the ECHS or the MCHS program. 1 MCHS student. 2 MCHS student who withdrew from the program during the reporting term. 3 MCHS student who was disqualified from the program during the reporting term. 4 ECHS student. 5 ECHS student who withdrew from the program during the reporting term. 6 ECHS student who was disqualified from the program during the reporting term. Y The school has neither an ECHS nor a MCHS program.

All MCHS and ECHS students must be less than 21 years old.If a code of ‘Y’ is reported for this data element, all of the records in the file must have a code of ‘Y’.The data element cannot be self-reported; student participation in the program must be verified by the

college.

SG08 – Student UMOJA Status (Summer 2011)SG08 STUDENT-UMOJA-STATUS

X(01)This element indicates whether the student met the eligibilitycriteria and received services from the UMOJA program.

Coding Meaning 0 Not an UMOJA student. 1 UMOJA student. 2 UMOJA student who withdrew from the program during the reporting term. 3 UMOJA student who was disqualified from the program during the reporting term. Y The school does not have an UMOJA program.

1. If a code of ‘Y’ is reported for this data element, all of the records in the file must have a code of ‘Y’.2. The data element cannot be self-reported; student participation in the program must be verified by the

college.

SG09 – Student Parent/Guardian Education Level (Summer 2011)

SG09 STUDENT-PARENT/GUARDIAN-EDUCATION-LEVELX(02)

This element indicates the education level of the student’s parent(s) and/or guardian(s).

Position 1 - Parent/Guardian 1:Coding Meaning 1 Grade 9 or less. 2 Grade 10, 11, or 12 but did not graduate. 3 High school graduate. 4 Some college but no degree. 5 AA/AS degree. 6 BA/BS degree. 7 Graduate or professional degree beyond a BA/BS. X UNKNOWN / UNREPORTED.

Position 2 - Parent/Guardian 2:Coding Meaning 1 Grade 9 or less. 2 Grade 10, 11, or 12 but did not graduate. 3 High school graduate. 4 Some college but no degree. 5 AA/AS degree. 6 BA/BS degree. 7 Graduate or professional degree beyond a BA/BS. Y Not applicable, no second parent / guardian. X UNKNOWN / UNREPORTED.

SG10 – Student CAA Status (Summer 2011)SG10 STUDENT-CAA-STATUS

X(01)This element indicates whether the student is a participant in aCareer Advancement Academy (CAA).

Coding Meaning 0 Not a CAA student. 1 CAA student. Y The school does not have a CAA program.

1. If a code of ‘Y’ is reported for this data element, all of the records in the file must have a code of ‘Y’.

2. The data element cannot be self-reported; student participation in the program must be verified by the college.

EB /EJ – Employee Demographic/Assignment

Employee Work Group “Improving the Quality of the Data”

• Last change was tying the EB record to the• XE Record - Fall 2003• Most of the DED clarifications made in 2000• Revisiting all of the data elements/reports• Meet for one hour every Thursday• Implement Changes for Fall 2011

EB/EJ/XE – Employee Demographic/Assignment

1. The EB, EJ, XE changes will be mandatory beginning with Fall 2011 data (117,118,119)

2. NO new data elements3. 7 Data Elements with clarifications and/or

additional codes4. Adding examples to assist with coding5. Adding additional referential error checks6. Adding data quality error checks7. Additional Reports

EB00: Employee Identifier

1. Uniquely identifies an Employee at the DISTRICT.

2. Every Employee must be Identified by this element.

Recommendation: Use the SSN to report EB00Identifying “moonlighters” and “freeway flyers”

Changes/Clarifications

EB02 – Employee Birth DateEB07 – Employee EEO6 Occupational ActivityEB08 – Employee Employment ClassificationEB12 – Employee Annual SalaryEB13 – Employee Additional Monetary CompensationEJ01 – Employee Assignment TypeXE01 – Faculty Assignment Type

EB02 - Birth Date

This element indicates the employee's birth date.

Edit Checks:

• Employees must be between 17 and 110 years old. • 99999999 is not valid. (no unknown birth dates)

EB07 - EEO6 Occupational Activity

This element's codes describe the single primary EE06 Occupational Activity of the employee as determined by the institution.

2 Data Quality Edit Checks were added.


Data Quality Edit Checks:• Classified Administrator: Must have at least one employee in

an EEO6 category other than category 1• Classified Support: Must have at least one employee in EEO6

categories (4-7)

1. Executive, Administrative, and Managerial2. Faculty3. Professional (Non-Faculty)4. Clerical/ Secretarial 5. Technical / Paraprofessional6. Skilled Crafts7. Service / Maintenance8. Instruction/Research Assistants


• Classified Administrator: Must have at least one employee in an EEO6 category other than category 1

• Classified Support: Must have at least one employee in EEO6 categories (4-7)

EB07 (EEE06) EB08 (Classification) EJ01 (Assignment Type) EJ08 (FTE)

Classified Administrator 1 P

Classified Administrator 4,5,6,7,8 P Begins with A

The sum of the FTE for ‘A’ assignment(s) is greater than

sum of the FTE for other assignment types

Classified Professional 3 P Begins with S or I

Classified Support 4,5,6,7,8 P Begins with S or I

The sum of the FTE for the “S” or “I” assignment is greater

than sum of the FTE for other assignment types

EB08 - ClassificationThis element describes the single primary employment

classification.Edit Checks: • If EB08 equals T, C, or R, then EB07 must equal 2• Must have at least one classified administrator• Percent of change in classification from previous year must

not be greater/less than 25%

• T - Academic, Temporary, Non-Tenured, Not on Tenure Track• C - Academic, Contract, Non-Tenured on Tenure Track• R - Academic, Regular, Tenured• A - Educational Administrator• P - Classified

EB12 - ANNUAL SALARY

This element indicates the employee’s projected annualized salary.

1. When applicable for the employee report the salary that would be reported to PERS, STRS or other retirement systems for annualized amount.

2. When the PERS, STRS or other retirement systems annualized amount is not applicable to the employee report the employee’s projected annualized salary based on the employee’s assignment FTE.

EB13 - ADDITIONAL ANNUAL MONETARY COMPENSATION

This element describes any monies earned by the employee, above and beyond the amount reported in EB12 with the exception of overload/overtime reimbursement compensation.

EJ01 - Assignment Type

This element describes the type of employee's assignment.

Second Position = O (Overload)1. Paid classroom instruction or support of instruction assignment

beyond normal workload in a primary term.2. Overload teaching or support of instruction for:

EB08 = A, Educational AdministratorEB08 = R, Academic, Regular, TenuredEB08 = C, Academic, Contract, Tenure Track

XE01 - Faculty Assignment Type

This element is used to identify the nature of the faculty member's assignment to this session.

INSTRUCTIONAL ASSIGNMENTS

1 = Temporary Staff2 = Regular Staff: an OVERLOAD assignment.3 = Regular Staff: Not an OVERLOAD assignment.4 = Contract/Not a district employee

XE01 Faculty Assignment TypeThis element is used to identify the nature of the faculty

member's assignment to this session.

Notes:

• If XE01 = 1, 2 or 3 then an EB record for the employee must be submitted. • If the instructor is a non-teaching Instructor of Record who is assigned to

the course for administrative purposes only then do not submit an XE record for the instructor. Submit the XE record(s) for the teaching instructor(s).

• If the session has a guest speaker then do not submit an XE record for the guest speaker, submit the XE record(s) for the teaching instructor(s).

CB – Course Basic

1. Clarifications for many of the data elements2. Additional coding choices for some of the data elements3. Bring back deleted elements (repeatability, but maybe not with the same

codes)4. Elimination of some data elements (probably CB14, CB15, CB19, CB20)

Course CAN code and Course Crosswalk5. New data elements (pre-requisites, C-ID* number)6. Announcement in June 2011 with implementation for Summer 20127. Possibility that some of the changes may need to be implemented sooner…….

* Course Identification Numbering System (C-ID). The Course Identification Numbering System (C-ID). C-ID is a “supranumbering” system being developed to ease the transfer and articulation burdens in California’s higher educational institutions.

Downtime Schedule

Data Submission Production Website

May 10, 2011 thru May 25, 2011

August 8, 2011 thru August 28, 2011

Questions

Documents

Welcome to the webinar: Data Submission Changes Our session will begin promptly at 10:30AM Please type questions into the Chat area. Before we begin: Connect