EEO MIS Reporting Equal Employment Opportunity (EEO) and Diversity Advisory Committee EEO MIS Reporting Todd Hoig, CCCCO MIS September 14, 2017

Agenda CCCCO Database MIS Data Submission Process MIS Data Elements Staffing 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

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

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

Employee Files Submitted Annually Due November 1st Employee Demographics (EB file) One record per employee districtwide Employee Assignments (EJ file) One record per employee assignment Each employee will have one or more assignments

Employee Demographics Elements (EB file) One record per employee districtwide EB00 EMPLOYEE-IDENTIFIER EB01 EMPLOYEE-IDENTIFIER-STATUS EB02 EMPLOYEE-BIRTH-DATE EB03 EMPLOYEE-GENDER EB05 EMPLOYEE-CITIZENSHIP EB06 EMPLOYEE-DISABILITY-STATUS EB07 EMPLOYEE-EEO6-OCCUPATIONAL-ACTIVITY EB08 EMPLOYEE-EMPLOYMENT-CLASSIFICATION EB09 EMPLOYEE-EMPLOYMENT-STATUS EB11 EMPLOYEE-EMPLOYMENT-CONTRACT-DURATION EB12 EMPLOYEE-ANNUAL-SALARY EB13 EMPLOYEE-ADDITIONAL-MONETARY-COMPENSATION EB14 EMPLOYEE-MULTI-ETHNICITY

Employee Assignments Elements (EJ file) One record per employee assignment EJ01 EMPLOYEE-ASSIGNMENT-TYPE EJ02 EMPLOYEE-ASSIGNMENT-LEAVE-STATUS EJ03 EMPLOYEE-ASSIGNMENT-ACCOUNT-CODE EJ04 EMPLOYEE-ASSIGNMENT-WEEKLY-HOURS EJ05 EMPLOYEE-ASSIGNMENT-HOURLY-RATE EJ08 EMPLOYEE-ASSIGNMENT-FTE

EB07 EMPLOYEE-EE06-OCCUPATIONAL-ACTIVITY This element describes the single primary EE06 Occupational Activity of the employee as determined by the institution. Executive, Administrative, and Managerial Faculty Professional (Non-Faculty) Clerical / Secretarial Technical / Paraprofessional Skilled Crafts Service / Maintenance Instruction / Research Assistants

EB08 EMPLOYEE-EMPLOYMENT-CLASSIFICATION This element describes the single primary employment classification. ACADEMIC EMPLOYEES Academic, Contract, Non-Tenured on Tenure Track Academic, Temporary, Non-Tenured, Not on Tenure Track Academic, Regular, Tenured Educational Administrator CLASSIFIED ADMINISTRATIVE and SUPPORT SERVICE EMPLOYEES Classified Permanent /Probationary

EB09 EMPLOYEE-EMPLOYMENT-STATUS This element describes the employee’s current employment status and reflects changes from the prior year reporting cycle. The comparisons are from Fall to Fall. Continuing New Hire Promoted Reclassified Retired Annuitant, New Retired Annuitant, Continuing

EJ01 EMPLOYEE-ASSIGNMENT-TYPE This element describes the type of employee’s assignment. POSITION 1 - ASSIGNMENT OPERATIONS AND SUPPORT Executive, administrative or managerial activities Operations and support activities INSTRUCTION Credit-Classroom Instruction Direct academic support Noncredit-Classroom Instruction

EJ01 EMPLOYEE-ASSIGNMENT-TYPE This element describes the type of employee’s assignment. POSITION 2 - ASSIGNMENT STATUS Normal Leave Classroom instruction assignment beyond normal workload Paid classroom instruction assignment beyond normal workload in a primary term Replacement Released/Reassigned Late Retiree Replacement

Recommendations for Data Owners 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

Completeness Consistency Timeliness Validity & Accuracy Data Quality

DataMart http://datamart.cccco.edu/ Annual Statewide Staffing Reports Age Distribution by District EEO6 Occupational Activity by District/Primary Location Ethnicity/Gender Distribution by District Full-time Equivalency (FTE) by District/College Headcount by District Headcount by District/Primary Location Hourly Rate Distribution by District Salary Distribution by District Status Distribution by District Summary of FTE by Taxonomy of Programs (TOP) Code Summary of FTE by Administrative and Support Activities (ASA) Code Faculty & Staff Demographics Report Employee count by Classification and Demographics (Gender, Age Group, Ethnicity)

Questions/Comments

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