EOPS/CARE Coordinators Guide to MIS Reporting Todd Hoig, CCCCO MIS March 1, 2018

Agenda CCCCO Database MIS Data Submission Process MIS Data Elements Student Services Reports Comments/Questions

Chancellor’s Office Database Employee Assignments EOPS Employee Demographics DSPS SSSP Student Demographics (SB) Perkins Calendar Enrollments (SX) Assignments Sessions Financial Aid Sections Program Awards Special Population Courses Cal- WORKs Assessment

Student Services Files Submitted by Term Due 30 days after the end of each term CalWORKs (SC and CW files) DSPS (SD file) EOPS/CARE (SE file) SSSP (SS file) Special populations (SG file)

Term Data Submission CCCCO MIS Summer Spring Fall Winter Student Demographics (SB) EOPS/CARE File (SE) Student Demographics (SB) EOPS/CARE File (SE) CCCCO MIS Student Demographics (SB) EOPS/CARE File (SE) Spring Fall Student Demographics (SB) EOPS/CARE File (SE) Winter

Data Element Dictionary (DED) Provides descriptions of the Chancellor’s Office Management Information System and technical specifications for data to be collected and reported Available on the Chancellor’s Office website at http://extranet.cccco.edu/Divisions/TechResearchInfoSys/MIS/DED.aspx Data File/Element Information File Domain and Format Data Element Definition

SE Reporting Domain Report one record for each student served by EOPS Each student must have appropriate documentation including educational plan, mutual responsibility contract, and an EOPS application in their student file (These documents must be completed and signed by the student and designated EOPS personnel, such as the EOPS Director or EOPS Counselor) The student must have at least one documented counseling contact or supportive service provided by EOPS staff during the term The student must attend at least one session of one course during the term When a SE record is reported, the student must also have a record reported in the SB file

Data Element Structure Element ID Element Name Element Format Element Description Processing Edits Field Check Integrity Check Referential Check Data Quality Check Change History

EOPS (SE file) SE01 STUDENT-EOPS-ELIGIBILITY-FACTOR SE Student EOPS Data Elements (one record per student) SE01 STUDENT-EOPS-ELIGIBILITY-FACTOR SE02 STUDENT-EOPS-TERM-OF-ACCEPTANCE SE03 STUDENT-END-OF-TERM-EOPS-STATUS SE04 STUDENT-EOPS-UNITS-PLANNED SE05 STUDENT-EOPS-CARE-STATUS SE06 STUDENT-CARE-TERM-OF-ACCEPTANCE SE07 STUDENT-CARE-MARITAL-STATUS SE08 STUDENT-CARE-NUMBER-OF-DEPENDENTS SE09 STUDENT-CARE-TANF-DURATION SE10 STUDENT-EOPS/CARE-WITHDRAWAL-REASON

EOPS/CARE Integrity Checks CARE term-of-acceptance cannot be prior to EOPS term-of-acceptance (SE02 and SE06) CARE status must match CARE term-of-acceptance (SE05 and SE06) Marital status must be entered for CARE students (SE05 and SE07) Number of dependents must be entered for CARE students (SE05 and SE08) CalWORKs/TANF/AFDC duration must be entered for CARE students (SE05 and SE09)

EOPS/CARE Referential Check EOPS term-of-acceptance may not be older than 8 semesters or 12 quarters (SE02 and GI03) primary terms only excluding disabled students (SD file) excluding special majors (SS file)

DataMart http://datamart.cccco.edu/ Student Services Reports EOPS/CARE Status Financial Aid (by Special Population/Group) Outcomes Reports Program Awards (by Special Population/Group) Retention/Success Rates (by Special Population/Group)

Other Student Services Reporting https://misweb.cccco.edu/ssarcc/ Categorical Term Reports EOPS Students Served CARE Students Served CalWORKs Report DSPS Report of Primary and Secondary Disabilities by Contact Services Categorical Annual Headcount Reports EOPS Annual Students Served CARE Annual Students Served CalWORKs Unduplicated Annual Headcount Report DSPS Annual Student Counts Report Financial Aid Reconciliation Report

Completeness Consistency Timeliness Validity & Accuracy Data Quality

Recommendations for EOPS/CARE Coordinators Familiarize yourself with the Data Element Dictionary Determine where data resides in your system Collaborate with your IT staff Review preliminary reports Run periodic reports throughout the year Make quality data submission a priority

Questions/Comments

Thank You