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Cal-PASS User’s Training San Diego/Imperial Data Sharing Consortium

Cal-PASS User’s Training San Diego/Imperial Data Sharing Consortium. Presented by Mary Kay Patton Cal-PASS Database Administrator. Overview of presentation . Overview of Cal-PASS Database structure Preparing data for submission Validation program Cal-PASS website

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Cal-PASS User’s Training San Diego/Imperial Data Sharing Consortium

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  1. Cal-PASS User’s Training San Diego/Imperial Data Sharing Consortium Presented by Mary Kay Patton Cal-PASS Database Administrator

  2. Overview of presentation • Overview of Cal-PASS • Database structure • Preparing data for submission • Validation program • Cal-PASS website • Cal-PASS web application demonstration • Using Cal-PASS data

  3. Overview and Status of Cal-PASS • Expansion and new Consortia • MOU’s to date: • 631 K-12 schools (41 Districts) • 54 Community Colleges (27 Districts) • 12 Universities • New MOU format (one page share list) • Grant funding till June 2006 • BCP for ongoing funding beginning July 2005

  4. Funding Chancellor’s Office for the California Community Colleges Grossmont-Cuyamaca Community College District Girard Foundation Endorsements Senator Alpert Senator Scott Assembly Member Lui The Ed Trust- West AVID CSIS Master Planning Alliance Who is Supporting Cal-PASS?

  5. Changes and Standardization • Single database structure required consistency • Looked at existing data collection systems • DED • Mapped fields to standard values

  6. New Database Structure • Each segment has 3 primary files • Primary key is school ID, academic year and student ID • One to many relationship • Must have referential integrity

  7. Linking segment files

  8. Standardized Header Fields All optional fields Optional File Optional Files • Each Consortium may elect to collect additional elements to meet local needs. • This Optional file links to the student file using the primary key (school ID, Academic year and student ID) • Optional files not loaded to production database • Repository only • New Optional file structure • V.2 Validation program will create derived keys and encrypt SSN’s

  9. Community College First Name File • Student records prior to Summer 04 • File is sent to Cal-PASS contact at district • college ID, term ID, and student ID • District returns file with first 3 letters of first name appended • Cal-PASS derived keys are created • SSN is encrypted • Cal-PASS data files created and available for download

  10. Data Element SB28 • New data element in Chancellor’s Office MIS containing first 3 letters of student’s first name • Submission is optional • Cal-PASS members should encourage campus MIS to submit • Namesshould not have punctuation • Spaces should be filled with $ • Example: student’s first name is Li, submit Li$

  11. Validation Program • Runs locally • Checks validity of data • Checks referential integrity • Student record for every course and award record • Encrypts SSN • Creates the derived keys • Generates output folder with data files ready for upload

  12. Cal-PASS website • Information Resources • Data Element Dictionary • Sample MOU • Data preparation tools • Validation program • User’s Guide • Link to demo pages • URL: www.cal-pass.org

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