EOPS Categorical Webinar Summer 2009

1. California Community College Chancellor’s Office EOPS Categorical WebinarSummer 2009 MIS Data = $$$$

2. 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

3. Webinar Agenda Presenters: MIS – Bonnie Edwards & Myrna Huffman EOPS Program – Delores Daniels and Barbara Kwoka Annual 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

4. Webinar Goals DSPS MIS Data 2009 • 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”

5. 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

6. Data Entered Into System MIS Dept At Districts Data Submitted Data Source MIS Reviews Data Chancellor’s Office Data Base (Data Mart and Reports) Users Review Data External Entities DOF, Newspapers, Legislature, etc. Data Available Good Data at the Source = Accurate View of Your College

7. The Chancellor’s Office Database Emp. Assign. EOPS Emp. Demo. DSPS Matric. Student Demographics (SB) Calendar Assignments Enrollments (SX) VTEA Sessions Sections Fin. Aid Pgm. Awds. Courses Cal- WORKs Assess.

8. 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

9. Beyond the Community College System DSS NSC UC CSU EDD Districts

10. 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

11. EOPS Data Elements and Uses EOPS MIS Data 2009 • Required Data Elements for EOPS Reporting • Student Characteristics (SB) • Student EOPS (SE) • Data Uses • Funding - EOPS • Justification - EOPS EOPS Student Demographics (SB)

12. EOPS Reporting EOPS MIS Data 2009 Report one record for each student served by EOPS. A student is served who has been: • Determined to be eligible • Who has on file an educational plan, mutual responsibility contract and an EOPS application. • Attended at least one class session during the term For each EOPS student served, a Student Basic record must be reported. EOPS Student Demographics (SB)

13. EOPS Reporting Attendance VS. Enrollment “the student must attend at least one class during the term. Enrollment does not necessarily equate to actual attendance.” Local Enrollment Record Student enrolls in a class Attendance Student attends the class(es) for which they enrolled State Enrollment Record Generated only if the student attends the class(es) past first census date or received 1 hour positive attendance or resulted in mark on transcript. EOPS Student Demographics (SB) Enrollments (SX)

14. 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 Math B = Did not graduate from high school or obtain GED C = High school GPA below 2.5 D = Previously enrolled in remedial education E = Other eligible characteristics/qualities EOPS Student Demographics (SB)

15. EOPS Reporting SE02 Term of Acceptance Term 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 2001 The student is reapplying fall 2009 Then the student must meet all the criteria again with the latest information If accepted, their term of acceptance is the new semester – fall 2009.

16. EOPS MIS Funding Reports EOPS MIS Data 2009 • 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. EOPS Student Demographics (SB)

17. 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 EOPS DSPS Student Demographics (SB)

18. 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 Reporting 1230.10 Nursing, R.N. 1230.20 Nursing, L.V.N. 1225.00 Radiological Technology 3007.00 Cosmetology & Barbering EOPS Matric Student Demographics (SB)

19. 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 EOPS Student Demographics (SB)

20. EOPS Annual Headcount Report College 123

21. EOPS Analysis Report ABC College 123 Spring 2009

22. EOPS Data Mart Matches Analysis Report Count

23. Detail & Summary Reports SID College 123 College 123 SID • 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. • 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

24. Detail & Summary Report SID SID SID SID Fall 2005 Fall 1998 Rule: Term of Acceptance - Cannot be prior than 6 semesters or 9 quarters, excluding summer

25. 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

26. EOPS Reports

27. Finding and Accessing Reports Password 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

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

29. The Student Services Connection DSPS Touch Point All DSPS Contacts, even less than 4. Matric. Touch Points Include EOPS counseling as a Matriculation Counseling Session & SM02 Student Matric. Major

30. 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. EOPS DSPS Student Demographics (SB)

31. DSPS Analysis Report District ABC College 123 Term Spring

32. 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. EOPS Matric Student Demographics (SB)

33. Categorical Year End Validation

34. 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

35. Pre-Allocation Report

36. Pre-Allocation Report S I D S

37. Resources • Data 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/

38. Program Update Barbara Kwoka Delores Daniels

39. Annual Review Data Barbara Kwoka

40. Annual Review Data August 2009 2005-2006, 2006-2007, 2007-2008 January 2010 2005-2006, 2006-2007, 2007-2008, 2008-2009