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

NSC

Districts

UCCSU

EDD

DSS

Beyond the Community College System

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

DSPS – Data Mart

Total Matches 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

Detail & Summary Reports

Student Identifier

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 svalverde@cccco.edu

Barbara Kwoka

Annual Review Data

Annual Review Data

August 20092005-2006, 2006-2007, 2007-2008

January 20102005-2006, 2006-2007, 2007-2008, 2008-2009