MIS Reporting California Community Colleges System Office Management

MIS Reporting California Community Colleges System Office Management Information Systems April 29, 2008

DATA

29% of Credit Students attend more than one college during their academic career

10. 25% of credit students attend more than one college during an academic year

DATA

91. 7% of New Credit Students are reported with a SSN r

47. 3% of New Non-Credit Students are reported with a SSN r

DATA

82, 519 AA/AS Degrees were awarded in 2006 -07

1, 047, 196. 45 Credit FTES 90, 216. 56 Noncredit FTES All Activity for 2006 -07

What? What kind of data are collected? When are the data collected? How are the data used? Where? 2008 Annual CACCRAO Conference Where to find the data?

Why? What? Student Data What kind of data are collected? Demographic Enrollments Categorical Programs Matriculation, EOPS, DSPS Perkins (VTEA) Financial Aid Assessment Program Awards (Degrees & Certificates) Courses Sections, Sessions, Instructional Assignments Employee College Calendar 2008 Annual CACCRAO Conference

CCC MIS Database EOPS DSPS VTEA PBS Emp. Assign. Matric. Student Demographics (SB) Fin. Aid Emp. Demo. Cal. WORKs Assess. 2008 Annual CACCRAO Conference Enrollments (SX) Pgm. Awds. Calendar Sessions Sections Courses (CB) Assignments

2 1 Data Entered Into System 4 User Reviews Data 2008 Annual CACCRAO Conference System Office Data Base 4 (Data Mart and Reports) External Entities DOF, Newspapers, Legislature, etc. 3 Data Review Data Source Resubmit Data 5 MIS Dept At Districts Data Good Data at the Source = Accurate View of Your College

Why? When are the data collected? Term. . 30 days after end of term Calendar. . . 30 days after end of spring term Program Award. . . Due September 1 st Financial Aid. . . Due October 1 st Assessment. . . Due October 1 st Employee Data. . . Opens November 1 st Due by January 15 th 2008 Annual CACCRAO Conference

Why? How are the data used? Matriculation Justification/Funding EOPS /DSPS / Cal. Works Funding/Justification Perkins / CTE Perkins IV Core Indicator Reports Perkins IV Allocations BOGW Administrative Funding Federal Integrated Postsecondary Education Data System (IPEDS) Reporting CCC Data Mart ARCC – Focus on Results: Accountability Reporting for the Community Colleges 2008 Annual CACCRAO Conference

Why? How? Data Matches How are the data used? Transfer to UC/CSU/NSC match Dept. of Social Services / Military Match EDD/UI Match/Wage Study FTES – 320 vs. Special Request Identifying “moonlighters” Identifying “freeway flyers” Annual Staffing Report 2008 Annual CACCRAO Conference

Why? How? Research Questions How are the data used? 2008 Annual CACCRAO Conference Legislative Analyst Office Department of Finance California Postsecondary Education Commission California Student Aid Commission Public Policy Institute UC/CSU Legislature – Committees and individual members Community College Organizations Newspapers Labor Unions

Why? Where to find the data? Annual Headcounts Reports Preview of Funding Numbers for Categorical Programs EOPS/DSPS reports available after submission of Spring Term data Perkins reports available after submission of Financial Aid data Time to validate and resolve issues prior to use in allocations Password Protected 2008 Annual CACCRAO Conference

Why? Where to find the data? CCC Data Mart Public site / No username or password required Headcount Status: A, B, C, F Minimum ½ credit unit OR 8 hrs Positive Attendance Examples of Available Queries: Student Information Assessment, Program Award EOPS/DSPS/Cal. WORKs Financial Aid, Staffing, FTES Distance Education Success and Retention 2008 Annual CACCRAO Conference

Student Identifier Clean Up Course Control Number FTES 320 vs MIS FTES Data Review 2008 Annual CACCRAO Conference

The Life Cycle of a Student Identifier One Student District Fantasy Spring 2004 • 123456789 Spring 2007 • 789123 DEF • ABC 456123 Fall 2002 • 123456789 Fall 2006 Three Students CCCSO Reality 2008 Annual CACCRAO Conference

Why? CB 00 Improve the quality of course data reported to the System Office. Collect a new MIS data element Course Control Number 2008 Annual CACCRAO Conference that identifies “Stand Alone Courses” (AB 1943). Modify the MIS database to meet the legislative accountability reporting requirements of SB 361

Why? Why is SOMIS FTES Used vs. 320 FTES? FTES Fiscal vs. CCCSO MIS 2008 Annual CACCRAO Conference 320 FTES is reported at a high level SOMIS FTES is reported at the lowest level with value-added attributes SOMIS FTES can be sliced and diced for many purposes Wide spread use of FTES by internal and external requestors

Why? FTES Requestors of System Office FTES Fiscal Financial Aid Augmentation $34. 2 million Department of Finance vs. Legislative Analyst’s Office CCCSO MIS Public Policy Institute Categorical Program Justification Newspapers, Unions, Legislators 2008 Annual CACCRAO Conference

Why the differences? Why? FTES Fiscal v Academic Year vs. Fiscal Year Summer, Fall, Spring vs. 7/1/xx – 6/30/yy v Summer Session Option You may decide which fiscal year a Summer Daily Census section may be counted v Student / Course Repeatability Some student repeats may not be counted for FTES twice vs. CCCSO MIS 2008 Annual CACCRAO Conference

Why the differences? Why? FTES v SB 09 – Residency Code “ 50000” not reported for a student at time of MIS data submission v SO not using F-Factor Daily and Positive Attendance sections have a factor applied for 320 reporting when the college has a flex calendar Fiscal vs. CCCSO MIS 2008 Annual CACCRAO Conference

April 29 th 2008 Annual CACCRAO Conference