December 10, 2015

DSPS Coordinators Guide to

MIS Reporting

Scott Valverde, CCCCO DSPSTodd Hoig, CCCCO MIS

• CCCCO Database• MIS Data Submission Process• MIS Data Elements• Student Services Reports• Comments/Questions

Agenda

EmployeeDemographics

EmployeeAssignments

Enrollments(SX)

StudentDemographics

(SB)Sections

Courses

SSSP

Sessions

Calendar Assignments

EOPSDSPS

Cal-WORKs

Assessment

Perkins

ProgramAwards

FinancialAid

SpecialPopulation

Chancellor’s Office Database

Due 30 days after the end of each term

• CalWORKs (SC and CW files)• DSPS (SD file)• EOPS/CARE (SE file)• SSSP (SS file)• Special populations (SG file)

Student Services Files Submitted by Term

Summer

Fall

Winter

Spring CCCCO MIS

Student Demographics (SB)

DSPS File (SD)

Student Demographics (SB)

DSPS File (SD)

Student Demographics (SB)

DSPS File (SD)

Student Demographics (SB)

DSPS File (SD)

Term Data Submission

• Familiarize yourself with the Data Element Dictionary• Determine where data resides in your system• Collaborate with your IT staff• Review preliminary reports• Run periodic reports throughout the year• Make quality data submission a priority

Recommendations for DSPS Coordinators

Completeness

Consistency

Timeliness

Validity & Accuracy

Data Quality

• Provides descriptions of the Chancellor’s Office Management Information System and technical specifications for data to be collected and reported

• Available on the Chancellor’s Office website at http://extranet.cccco.edu/Divisions/TechResearchInfoSys/MIS/DED.aspx

• Data File/Element Information• File Domain and Format• Data Element Definition

Data Element Dictionary (DED)

• Element ID• Element Name• Element Format• Element Description• Processing Edits

• Field Check• Integrity Check• Referential Check• Data Quality Check

• Change History

Data Element Structure

Report one record for each student who had one or more contacts during the term being reported.There must be a matching SB record reported for every SD record.

SD01 Student-Primary-DisabilitySD02 Student-Primary-Disability-Service-ContactsSD03 Student-Secondary-DisabilitySD04 Student-Secondary-Disability-Service-ContactsSD05 Student-Disability-Dept-Rehab

DSPS (SD file)

2015-2016 What Changes / What is the Same: • 2015-2016 Weighted Student Count – will now require

documentation of enrollment (SX) to be counted. • Last year of funding based on # of contacts per year• Last year requiring four contacts

Upcoming Allocation Formula Changes

Title 5 Changes and Implications on MIS data in future years: • Phase in timeline – Fall 2016 first opportunity to submit in

new categories• New and Amended Disability Categories Within SD

Element, Starting Next Year (2016-2017)• Funding Based on One Contact Per Term, Instead of Four

Per Year• All changes to DSPS Formula, Still Pending Approval by

BOG

Title 5 Changes

Changes to disability categories: • ADHD is a new disability category• Autism is a new disability category• Developmentally Delayed Learner is now ID• Psychological Disability is now Mental Health Disability• Speech/Language Impaired will be removed

ADHD and Autism will be considered as Other for 2016-2017 funding

Title 5 Changes

http://datamart.cccco.edu/

• Student Services Reports• DSPS• Financial Aid (by Special Population/Group)

• Outcomes Reports• Program Awards (by Special Population/Group)• Retention/Success Rates (by Special Population/Group)

DataMart

https://misweb.cccco.edu/ssarcc/• Categorical Term Reports

• DSPS Report of Primary and Secondary Disabilities by Contact Services• EOPS Students Served• CARE Students Served• CalWORKs Report

• Categorical Annual Headcount Reports• EOPS Annual Students Served• CARE Annual Students Served• CalWORKs Unduplicated Annual Headcount Report• DSPS Annual Student Counts Report

• Financial Aid Reconciliation Report

Other Student Services Reporting

Questions/Comments

Thank You