DSPS Categorical Webinar Summer 2009

1. California Community College Chancellor’s Office DSPS 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 your question into the “question box” in CCC Confer • This presentation will be archived (90 days)

3. Webinar Agenda Presenters: MIS – Bonnie Edwards & Myrna Huffman DSPS Program – Scott Valverde & Campisi Annual Review Data – Barbara Kwoka 10:00 – 11:00 … Presentation, reports and data 11:00 – 11:30 … Program Updates & Q & A 11:30 – 12:00 … Annual Review Data

4. Webinar Goals DSPS MIS Data 2009 • Attendees walk away with … • 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 Pgm. Awds. Fin. Aid 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. DSPS Data Elements - Reporting • SD01 Student Primary Disability • SD02 Student Primary Disability Service Contacts • SD03 Student Secondary Disability • SD04 Student Secondary Disability Service Contacts • SD05 Student Disability Department Rehab

11. DSPS Data Elements and Uses DSPS MIS Data 2009 • Required Data Elements for DSPS Reporting • Student Characteristics (SB) • Student DSPS (SD) • Data Uses • Funding (for DSPS & EOPS) • Justification (DSPS & Matriculation) DSPS EOPS Matric Student Demographics (SB)

12. DSPS Data Reporting DSPS MIS Data 2009 Report one record per term, for each DSPS student who is… 1. Identified and/or served 2. Completes DSPS registration No enrollment record is required. Colleges may receive funding for the student prior to enrollment while preparing for the student to attend. DSPS Student Demographics (SB)

13. DSPS Reporting DSPS MIS Data 2009 • SD01 – Primary Disability • Report only one verified primary disability for a student • SD03 – Secondary Disability • If applicable, report only one secondary disability for a student. • A secondary disability does not have to be reported. DSPS Student Demographics (SB)

14. DSPS Reporting DSPS MIS Data 2009 • “Service Contact” • DSP&S service that is provided to a student related to the student's educational limitation as caused by their primary and secondary disability • SD02 – Primary Disability Service Contacts • SD04 – Secondary Disability Service Contacts • SD02 & SD04 may be reported as 0 DSPS Student Demographics (SB)

15. DSPS Reporting DSPS MIS Data 2009 • SD05 – Student Disability Depart. Rehab • This element indicates whether the student is a consumer of the Department of Rehabilitation of the State of California. • This data is presented in the legislative report DSPS Student Demographics (SB)

16. DSPS Funding DSPS MIS Data 2009 • SD01 – Primary Disability • SD02 – Primary Disability Service Contacts • SD03 – Secondary Disability • SD04 – Secondary Disability Service Contacts • Primary Contacts • Sum the number of contacts reported in SD02 per student for the academic year (Summer, Fall, Winter & Spring) • Secondary Contacts • Sum the number of contacts reported in SD04 per student for the academic year (Summer, Fall, Winter & Spring) DSPS Student Demographics (SB)

17. DSPS Funding DSPS MIS Data 2009 • Weighing Factor • Assign to the primary (SD01) and secondary (SD03) disability. • If more than one primary or secondary disability was assigned during the academic year, use the highest weighing factor. DSPS Student Demographics (SB)

18. DSPS Funding DSPS MIS Data 2009 • DSPS Special Section XB08 • (Special Class) • “This element indicates whether the section has been specifically approved as a special section of a class for disabled students.” • Flag all the DSPS students who were enrolled in a section with a DSPS Special Status (XB08) = R. DSPS Student Demographics (SB) Enrollments (SX) Sections(XB) Courses (CB)

19. DSPS Funding DSPS MIS Data 2009 • Develop unduplicated headcounts by disability: • Primary served count is the count of students who had 4+ primary disability contacts during the year and/or were enrolled in a DSPS special section. • Secondary served count is the count of students who had 4+ secondary disability contacts during the year. • Students with less than 4 contacts are not funded unless enrolled in a DSPS special section. DSPS Student Demographics (SB) Enrollments (SX) Sections(XB) Courses (CB)

20. DSPS Annual Headcount Report 2006-2007 College 123 Total of 4+ Contacts from all terms Unduplicated Count Special Section Appears only if 4 contacts are not achieved.

21. DSPS Weighted & Unweighted Counts(part of the Annual Headcount DSPS report) College 123 Unweighted total = 216

22. DSPS Analysis Report District ABC

23. DSPS – Data Mart Total Matches Analysis Report

24. Detail & Summary Reports SID College 123 SID • The error “Student ID not found in production table” means… • A DSPS 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

25. Detail & Summary Reports Student Identifier

26. 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

27. DSPS Reports

28. 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 (no password) • 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 (no password)

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

30. The Student Services Connection EOPS Touch Point Report all DSPS Contacts, even less than 4 Matric. Touch Point Include DSPS counseling as a Matriculation Counseling Session

31. EOPS Analysis Report

32. Program Year End Validation

33. 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 Lists all Students by Student ID Export to Excel or PDF MIS/Research have access S I D S

36. 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/

37. Program Update Staffing Update in DSPS Budget Update End of Year Expenditures Report / Carry-Over Impact of Carry-over / Timelines from MIS Data Submittal to Allocations

38. DSPS Information Questions and Answers Scott Valverde DSPS Program Assistant (916) 445-5809 svalverde@cccco.edu

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