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Matriculation Webinar Summer 2009

California Community College Chancellor’s Office. Matriculation Webinar Summer 2009. MIS Data = $$$$. Welcome. Meeting Ground Rules and Details. We have a very large group, please Mute your phone by pressing *6

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Matriculation Webinar Summer 2009

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  1. California Community College Chancellor’s Office Matriculation WebinarSummer 2009 MIS Data = $$$$

  2. Welcome Meeting Ground Rules and Details • We have a very large group, please • Mute your phone by pressing *6 • Enter your question into the question box and we will read the question and respond • One speaker at a time • This presentation will be archived for 90 days

  3. Webinar Agenda Presenters: MIS – Bonnie Edwards & Myrna Huffman Matric Program – Arnold Bojorquez & Cheun Chan Annual Review Data – Barbara Kwoka 1:30- 2:30 … Presentation, reports and data 2:30 – 3:00… Program Updates & Q & A 3:00 – 3:30… Annual Review Data

  4. Webinar Goals Matriculation MIS Data 2009 • Attendees walk away with … • Understanding of the MIS data flow • How to find Data Reporting Resources • Understanding of Data Elements • Understanding of State Reports • Identifying and Correcting 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 Fin. Aid Pgm. Awds. 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. Matriculation Data Elements and Uses Matriculation MIS Data 2009 • Required Data Elements for Matriculation Reporting • Student Characteristics (SB) • Student Matriculation (SM) • Data Uses • Justification of Matriculation Program • Funding (EOPS) Matric Student Demographics (SB)

  11. Matriculation Reporting Matriculation MIS Data 2009 Report a Student Matriculation record for each credit and noncredit studentwho: 1. Enrolled in at least one class as of first census or later for daily or weekly census classes, or 2. Attended at least one meeting of a positive attendance class, or 3. Enrolled in at least one class that resulted in a notation on the student's official record, or 4. Who received pre-enrollment matriculation services. You must submit a Student Basic record for each student reported. The services are to be reported in the term they were received. Matric Student Demographics (SB)

  12. Matriculation Reporting Matriculation MIS Data 2009 Validate and Update Every Reporting Term • SM01 – Goals • SM02 – Major • SM03 – Special Services Need • SM09 – Assessment Services, Other • SM12 – Counseling / Advisement Services • SM13 – Academic Follow-Up Services Matric Student Demographics (SB)

  13. Matriculation Reporting Matriculation MIS Data 2009 Could change over time… • SM07 – Orientation Services • SM08 – Assessment Services, Placement Matric Student Demographics (SB)

  14. Matriculation Reporting Matriculation MIS Data 2009 Does not change over time… • SM04 – Orientation Exempt Status • SM05 – Assessment Exempt Status • SM06 – Counseling/Advisement Exempt Status Matric Student Demographics (SB)

  15. Matriculation Funding Credit Matriculation

  16. Credit Matriculation Funding Student Body Fall or Spring Term CA Resident Stop NO YES Stop NO Headcount Status A,B,C YES YES Enrolled in 3 prior Years or Special Admit. NO Continuing Student New Student

  17. Matriculation: New and Continuing • Enrolled in a primary term • Credit student • Enrolled in a weekly or daily census class past the census point • Earned 0.5 units or attended at least eight (8) hours in credit positive attendance class(es) • Earned 0.5 units in a credit independent study class • California resident

  18. Matriculation: New and Continuing • New Students • Did not meet the cohort criteria in the prior three years. • Continuing Students • Met the cohort criteria in at least one of the prior three years. Looking only at the college. • All Special Admit Students (SB11 = 10000) are considered to be Continuing.

  19. Matriculation: New and Continuing Matriculation MIS Data 2009 1. The following elements are used to determine a student's credit status: CB04 Course-Credit-Status XB01 Section-Accounting-Method SX03 Enrollment-Units-Earned SX05 Enrollment-Positive-Attendance-Hours SXD2 Enrollment-Credit-Status STD7 Student-Headcount-Status 2. The following element is used to determine a student's residency status: SB09 Student-Residence-Code 3. The following element is used to determine a student's special admit status. SB11 Student-Education-Status Matric Student Demographics (SB)

  20. Matriculation Funding Non-Credit Matriculation

  21. Non-Credit Matriculation Funding Student In Eligible NC Academic Yr Total Eligible NC By College Total Credit Courses Across District YES More than 6 Units Of Credit? Remove From Cohort NO 48 Hr + of Non Credit 50 % Funding 100 % Funding YES NO

  22. Noncredit Matriculation • Students enrolled during the academic year (Summer-Fall-Winter-Spring) in one or more noncredit courses in one of the fundable categories.

  23. Fundable Noncredit Categories • Citizenship for Immigrants • CB22 = B • TOP Code 4930.90 • Courses for Persons with Substantial Disabilities • CB22 = E • Any TOP Code • Elementary & Secondary Basic Skills • CB22 = C • TOP Codes 4930.00 thru 4930.72

  24. Fundable Noncredit Categories • English as a Second Language • CB22 = A • TOP Codes 4930.80, 4930.81, 4930.82, 4931.00 • Parenting • CB22 = F • TOP Codes 1305.00 thru 1305.90 • Short-term Vocational • CB22 = I • Any TOP Codes • SAM Code A,B,C, or D

  25. Non-Credit Matriculation Funding • The credit units attempted for each student in the cohort is totaled for the year, by district, using the Student Identifier. • Look across district to find credit units – look only at the college to find NC enrollment. Highlights SSN issue: if SSN is missing or one student with many SSN’s. Matric Student Demographics (SB) • Any student who attempted 6.00+ units during the year is removed from the cohort. • The students remaining in the cohort are eligible for funding. Enrollments (SX) Sections(XB) Courses (CB)

  26. Non-Credit Matriculation Funding • Students who attended less than 48.0 hours in eligible courses are funded • at 50%. • Students who attended 48.0+ hours in eligible courses are funded at 100%. Matriculation MIS Data 2009 Matric Student Demographics (SB) Enrollments (SX) Sections(XB) Courses (CB)

  27. What Could Impact Matriculation? • Special Admits: Are they coded correctly • Are your SI updates current? • Keeping the SSN’s updated allows tracking across the system and captures all records that belong to a student. • Student recorded as CA Resident. • Course coded correctly – credit/non-credit • Non-credit student hours reported correctly

  28. Matriculation Reports

  29. Detail & Summary Reports SID SID • The error “Student ID not found in production table” means… • A Matriculation 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

  30. Detail & Summary Reports Missing Student ID Unknown Goal & Major Records will not reject with unknown goal/major but resubmission is recommended after gathering this data.

  31. Annual Headcount Report Each line represents a college within the district District Total……….

  32. Example – Analysis Report for Matriculation (Example ONLY, design is pending)

  33. Funding vs. Justification

  34. 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 • Where is my term end report? • Select Analysis Report (pending design for Matriculation) • 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 (is being redesigned)

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

  36. The Student Services Connection Matric. Touch Points Capture DSPS, EOPS & CalWORKs counseling as a Matriculation Counseling Session

  37. EOPS Analysis Report

  38. Matriculation Data Element SM12 Counseling and Advisement Services DSPS, EOPS & CalWORKs Counseling may be counted as a counseling service in Matriculation STUDENT-MATRIC-COUNSELING/ADVISEMENT-SERVICES This element indicates whether the student received counseling/advisement services as a part of the matriculation process of the college during the reporting term. Student Received Counseling/Advisement Services: A = Student received counseling/advisement services. P = Student received assistance in development of a Student Education Plan. MIS – look across your system to find all qualifying matriculation services.

  39. Categorical Year End Validation

  40. 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

  41. Pre-Allocation Report Lists all Students by Student ID Export to Excel or PDF MIS/Research have access S I D S

  42. 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/

  43. Program Update Arnold Bojorquez Chuen Chan

  44. Annual Review Data Barbara Kwoka

  45. Annual Review Data August 2009 2005-2006, 2006-2007, 2007-2008 January 2010 2005-2006, 2006-2007, 2007-2008, 2008-2009

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