CHANCELLOR’S OFFICE PRESENTERS:STEPHANIE LOWJOANNE VORHIES

PATTI DORIS

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T.O.P. Codes and Data Elements

The Exciting World of Curriculum Coding

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General Overview: Purpose of Coding Uses of Course Coding Taxonomy of Program (TOP) Course Basic (CB) coding Student Program Award (SP) coding

Where does the course coding go?Why do we code courses?What are the data uses?What happens when errors are made?Basics of proper codingResources

Purpose of Course Coding

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General Overview - Purpose of Coding

Course data used in all accountability reporting for the State Chancellor’s Office.

The course coding and data are public information, mandated and used as the vital statistics to report on our work, the students’ outcomes, and the effectiveness of our institutions.

Uses of Course Coding

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Reports based purely on MIS* coding without referencing the Course Outline of Record: Allocation or Funding to the colleges Census data FTES counts for apportionment FTEF counts for staffing reports Equity reporting Reporting to the federal database IPEDS Report to the California database CPEC Report to the state legislature ARCC – Accountability

report for California Community Colleges* MIS = Management Information Systems

Taxonomy of Programs

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Taxonomy of Program (TOP) codes categorize programs and courses at the California community colleges. 0401.00 = General Biology 1701.00 = Mathematics 1501.00 = English

This program classification is then translated into federal program coding and data elements for national reporting.

Basics of Proper Coding – TOP

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TOP codes and titles serve a variety of purposes at the state level. For example, they are used in: Curriculum Inventory

to collect and report information about approved programs and courses

Management Information Systems (MIS) database to collect and report information on student awards; to collect and report information on enrollment and Full

Time Equivalent Students (FTES); and, In accountability reports on program completions and

course success in particular types of occupational programs.

Basics of Proper Coding – TOP

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There are also some state purposes for which only the first two digits of the Taxonomy, the most general level of classification, are used. For example: In reports on staffing, the teaching assignment of

each classroom faculty member is characterized by the two-digit TOP discipline of most of the courses he or she teaches.

In budget reports, spending on instructional programs is broken down by two-digit TOP discipline.

In facilities planning, assignable square feet for laboratories varies according to the TOP discipline.

T.O.P. Manual – most recent version

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T.O.P. Manual – most recent version

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TOP code changes in 2009

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Deleted T.O.P. codes New T.O.P. Code or Existing Codes4930.21 – Writing4930.70 – Reading Skills Development 4930.71 – Reading Skills, College Level

1501.00 – English (writing)1520.00 – Reading

4930.40 – Career Technical Computational Skills4930.41 – Pre-Algebra (Basic Math/Arithmetic)4930.42 – Elementary Algebra

1701.00 – Mathematics, General1702.00 – Mathematics Skills

4930.20 – Communication Skills 1506.00 – Speech Communication or 4930.33 – Learning Skills, Speech Impairedor Other appropriate T.O.P. codes

4930.80 – ESL–Intermediate4930.81 – ESL–Advanced4930.82 – ESL–Elementary4930.83 – ESL–Degree-applicable

4930.84 – ESL Writing4930.85 – ESL Reading4930.86 – ESL Speaking/Listening4930.87 – ESL Integrated

4930.91 – ESL Civics 4930.87 – ESL Integrated or 4930.90 – Citizenship

(CB) Course Basic Data Elements

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Every course is described or defined by course basic data elements (CB)

Some examples: Course title (CB 02) TOP code (CB 03) Credit status (CB 04)

degree-applicable credit nondegree-applicable credit noncredit

Transfer status (CB 05) Basic skills status (CB 08) Repeatability (CB 12) Course Prior to Transfer Level (CB21) Noncredit Category (CB22) Course-Program status (CB24)

(SP) Student Program Award Data Elements

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Programs (certificates and degrees) are identified by data in the Curriculum Inventory.

When colleges report student enrollment and completion of programs in MIS, the student data interacts with the Curriculum Inventory by referencing the program control number (SP04).

For the first time, we can now relate the courses in the program in the Curriculum Inventory.

Where does this coding go?

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Local colleges report CB codes and send to Chancellor’s Office electronically. Curriculum Inventory COMIS

COMIS database interfaces with all other reporting.

This data is public information given when requested to Researchers Legislative Analyst’s Office (LAO) California Department of Finance (DOF) US Department of Education

Mandated Reporting for FundingMandated Reporting for Funding Other ReportingOther Reporting

Accountability Reporting (ARCC, ARCC supplemental, etc)

Career Technical Education (CTE) Perkins Core Indicator

Reports Perkins Allocations

Justification & Funding Matriculation EOPS DSPS

BOGW Administrative Funding

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How do we use coding?

Federal Integrated Postsecondary

Education Data System (IPEDS) Reporting

CCC Data Mart

Annual Staffing Report

Research QuestionsResearch QuestionsData MatchesData Matches

• Transfer to UC/CSU/NSC match

• Dept. of Social Services • EDD/UI Match/Wage

Study

• Legislative Analyst Office (LAO)

• Department of Finance (DOF) • California Postsecondary

Education Commission (CPEC)

• California Student Aid Commission

• Public Policy Institute• UC/CSU• Legislature• Community College

Organizations• Newspapers• Labor Unions

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How do we use coding?

How is the coding data used?

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The data, based upon the coding, can be used to:

Justify funding increases or decreasesProvide a rationale for policiesProvide accountability for expenditures such

as Perkins and Basic Skills InitiativeProgram reviewEducational improvementIdentify an approved program eligible for

financial aid and veterans benefits

2011/12 Changes to Course Data Elements (CB)

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DED# Data Element Name Change

CB02 COURSE-TITLE Note added to type out long titles because the length of course title is not limited in the Curriculum Inventory. When submitting to MIS, the title will be truncated to 68 characters.

CB06CB07

COURSE-UNITS-OF-CREDIT-MAXIMUMCOURSE-UNITS-OF-CREDIT-MINIMUM

Notes are added to remind that credit courses may not have zero units (Legal Advisory 08-02).

CB09 COURSE-SAM-PRIORITY-CODE

Meanings are revised to refer to current career fields and to clarify that value “B” should be the highest level course in the occupational area.

CB11 COURSE-CLASSIFICATION-CODE

Coding values for credit courses are deleted. All credit courses will now be coded “Y”. Title 5 reference is updated for value “J”.

2011/12 Changes to Course Data Elements (CB)

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DED# Data Element Name ChangeCB12 COURSE-REPEATABILITY This data element was deleted in 2000,

but has been reinstated to gather data on courses designated as repeatable, pursuant to title 5 section 55041.

CB14-20

CAN codes Deleted

CB21 COURSE-PRIOR-TO-COLLEGE-LEVEL

T.O.P. codes added to instructions for noncredit courses. Elementary and Secondary Education courses (493060 and 493062) may now be coded with levels. Only noncredit basic skills (CB08=B) courses in these T.O.P. codes may have the value “Y” when they are not in a sequence.

CB22 COURSE-NONCREDIT-CATEGORY Meanings were revised for clarity.CB25 COURSE-CID-DISCIPLINE-ID-CODE New data element to assign a C-ID

designation to a course that has been accepted by the C-ID project.

Coding Errors

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Wrong TOP code (CB03)Wrong transfer coding, especially for

repeatable activity coursesWrong basic skills codingIncorrect degree applicabilityCB21 all the same level

What do we need to do to correct the problems?

Use the rubrics to show levels and progress comparable across institutions

Code level prior to transfer (CB21) for credit and noncredit courses Courses don’t need to perfectly match all descriptors

but should mainly match a level You can have more than one course on a level The transfer level targets are transfer level math and

Freshman Composition for English, reading and ESL

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What do we need to do to correct the problems?

Correctly code courses with discipline faculty during the curriculum review process

Stimulate discussions about basic skills and degree- applicable courses appropriate to your college vision, mission and culture

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Resources

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Data Element Dictionary http://cccco.edu » Chancellor's Office  » Divisions  » Tech. Research & Info.  » MIS  » Data Element Dictionary (right links)

T.O.P. Manual –http://cccco.edu » Chancellor's Office  » Divisions » Academic Affairs » Taxonomy of Programs (TOP), 6th Edition (left

links)

Resources

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CB 21 coding resources are moving! – http://cccco.edu » Chancellor's Office  » Divisions » Academic Affairs »  CB21 Course Prior to Transfer Rubrics

New email account! curriculum@cccco.edu Messages will be distributed to the most appropriate

person available to respond.