dsps categorical webinar summer 2009 mis data = $$$$ california community college chancellor’s...
TRANSCRIPT
DSPS CATEGORICAL WEBINAR
SUMMER 2009
MIS Data = $$$$
California Community College Chancellor’s
Office
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)
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
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”
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
Chancellor’s OfficeData Base
(Data Mart and Reports)
MIS DeptAt Districts
Data
Su
bm
itted
External EntitiesDOF, Newspapers,Legislature, etc.
MIS
Revie
ws D
ata
Data Available
Data Source
Users Review Data
Good Data at the Source=
Accurate View of Your College
Data Entered Into System
Enrollments(SX)
StudentDemographics
(SB)Sections
Courses
Matric.Emp.
Demo.
Sessions
Calendar Assignments
EOPSDSPS
Emp.Assign.
Cal-WORKs
The Chancellor’s Office Database
Assess.
VTEA
Pgm.Awds.Fin.
Aid
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
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
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)
StudentDemographics
(SB)
DSPS EOPSMatric
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.
StudentDemographics
(SB)
DSPS
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.
StudentDemographics
(SB)
DSPS
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
StudentDemographics
(SB)
DSPS
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
StudentDemographics
(SB)
DSPS
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)
StudentDemographics
(SB)
DSPS
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.Student
Demographics(SB)
DSPS
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.
StudentDemographics
(SB)
DSPS
Enrollments(SX) Sections(XB)
Courses(CB)
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.
StudentDemographics
(SB)
DSPS
Enrollments(SX) Sections(XB)
Courses(CB)
DSPS Annual Headcount Report
HEAR ABI LDVISIO
NMOBI
LOTHE
R DDLSPEEC
H PSCH TOTALFullerton 4 or more
primary contacts 25 41 445 20 65 153 57 32 102 940Enrolled Special Section
0 0 0 0 0 1 0 0 0 1Primary Served COUNT 25 41 445 20 65 154 57 32 102 941Secondary Served COUNT
2 1 1 4 22 62 4 12 33 141Under 4 Primary contacts 0 0 0 0 1 0 0 1 1 3Under 4 Secondary contacts 0 0 0 0 1 0 0 0 0 1
2006-2007
Special Section Appears only if 4 contacts are not achieved.
Total of 4+ Contacts from all terms
Unduplicated Count
College 123
DSPS Weighted & Unweighted Counts(part of the Annual Headcount DSPS report)
2006-2007
HEAR ABI LD VISION MOBIL OTHER DDL SPEECH PSCH TOTALFullerton Primary
Served COUNT
25.00 41.00 445.00 20.00 65.00 154.00 57.00 32.00 102.00 941.00Secondary Served COUNT
2.00 1.00 1.00 4.00 22.00 62.00 4.00 12.00 33.00 141.00Weighted Prim./Second.
126.63 138.61 1,403.33 49.52 100.32 244.20 76.13 38.00 45.03 2,221.77
Unweighted total = 216
College 123
DISTRICT: North Orange County CCD, COLLEGE: Fullerton, TERM: Spring 2007
CONTACTS
TOTAL STUDENTS0 Contacts 1-3 Contacts 4+ Contacts
DISABILITY TYPE CATEGORIES
0 0 30 30Primary Disability Acquired Brain Injury
Developmentally Delayed Learner
0 0 45 45Hearing Impaired 0 0 16 16Learning Disabled 2 0 353 355Mobility Impaired 1 0 55 56Other Disability 1 0 114 115Psychological Disability 1 0 75 76Speech/Language Impaired 0 0 28 28Visually Impaired 0 0 14 14Total 5 0 730 735
Secondary Disability
Acquired Brain Injury 0 0 1 1Developmentally Delayed Learner
0 0 3 3Hearing Impaired 0 0 2 2Learning Disabled 0 0 1 1Mobility Impaired 1 0 18 19Did not have Secondary Disability
616 0 0 616Other Disability 0 0 52 52Psychological Disability 0 0 29 29Speech/Language Impaired 0 0 8 8Visually Impaired 0 0 4 4Total 617 0 118 735
District ABC
DSPS Analysis Report
Detail & Summary Reports
SID
SID
• 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
• 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.
College 123
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
DSPS Reports
Summer
• Detail & Summary Reports (errors)
• Analysis Report
• Data Mart
Fall
• Detail & Summary Reports (errors)
• Analysis Report
• Data Mart
Winter
• Detail & Summary Reports (errors)
• Analysis Report
• Data Mart
Spring
• Detail & Summary Reports (errors)
• Analysis Report
• Data Mart
• Annual Headcount
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)
Submission History
*If a date does not appear next to “Last Load to Production” then the data has not been loaded.
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
DSPS
EOPS
Matric
EOPS Analysis Report
DISTRICT: Los Angeles CCD, COLLEGE: Los Angeles City, TERM: Fall
2005
STUDENT HEADCOUNTS FOR UNITS REGISTERED
TOTAL STUDENT
S0.01 - 3.99 4 - 5.99 6 - 8.99 9 - 11.99 12+
(1) NEW STUDENTS : Disabled 0 0 0 26 16 58 100(2) NEW STUDENTS : Special Majors 0 0 0 1 0 4 5(3) NEW STUDENTS : All Other New 0 2 0 3 1 910 916(4) CONTINUING EOPS
0 52 21 171 1661,751 2,161
(5) TERM OF ACCEPTANCE UNKNOWN 0 0 0 0 0 0 0COLLEGE TOTAL
0 54 21 201 1832,723 3,182
Program Year End ValidationLo
cal M
IS
Spring MIS Data SubmittedDue 30 Days After Term
Syst
em
Offi
ce M
IS Annual Headcount Report Created C
oord
inato
rs /
Loca
l M
ISValidate / Correct Prior to FundingPassword RequiredResubmit as Needed
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
Pre-Allocation Report
Lists all Students by Student ID
Export to Excel or PDF
MIS/Research have access
SIDS
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/
Staffing Update in DSPS Budget Update End of Year Expenditures Report / Carry-Over Impact of Carry-over / Timelines from MIS Data Submittal to Allocations
Program Update
DSPS Information
Questions and Answers Scott Valverde DSPS Program Assistant (916) 445-5809 [email protected]
Annual Review Data
August 20092005-2006, 2006-2007, 2007-2008
January 20102005-2006, 2006-2007, 2007-2008, 2008-2009