DSPS CATEGORICAL SUMMER 2009 MIS Data = $$$$ California Community College Chancellor’s Office

Agenda Presenters: MIS – Bonnie Edwards & Myrna Huffman DSPS Program – Scott Valverde 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

Session 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 Office Data Base (Data Mart and Reports) Chancellor’s Office Data Base (Data Mart and Reports) MIS Dept At Districts MIS Dept At Districts Data Submitted External Entities DOF, Newspapers, Legislature, etc. External Entities DOF, Newspapers, Legislature, etc. MIS Reviews Data Data Available Data Source Users Review Data Good Data at the Source = Accurate View of Your College Good Data at the Source = Accurate View of Your College Data Entered Into System

Enrollments (SX) Student Demographics (SB) Sections Courses Matric. Emp. Demo. Sessions Calendar Assignments EOPS DSPS 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

Districts 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) Student Demographics (SB) DSPS EOPS Matric

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. Student Demographics (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. Student Demographics (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 Student Demographics (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 DSPS legislative report Student Demographics (SB) DSPS

DSPS Funding DSPS MIS Data 2009  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) Student Demographics (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 disability category that Most impacts (or effects) the student’s educational limitation Drives the accommodation(s) necessary to serve the student 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. Student Demographics (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. Student Demographics (SB) DSPS Enrollments (SX) Sections(XB) Courses (CB)

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

DSPS Annual Headcount Report HEARABILD VISIO NMOBIL OTHE RDDL SPEECH PSCHTOTAL Fullerton 4 or more primary contacts Enrolled Special Section Primary Served COUNT Secondary Served COUNT Under 4 Primary contacts Under 4 Secondary contacts 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) HEARABILDVISIONMOBILOTHERDDLSPEECHPSCHTOTAL Fullerton Primary Served COUNT Secondary Served COUNT Weighted Prim./Second , , Unweighted total = 216 College 123

DISTRICT: North Orange County CCD, COLLEGE: Fullerton, TERM: Spring 2007 CONTACTS TOTAL STUDENTS 0 Contacts1-3 Contacts4+ Contacts DISABILITY TYPECATEGORIES 0030 Primary DisabilityAcquired Brain Injury Developmentally Delayed Learner 0045 Hearing Impaired 0016 Learning Disabled Mobility Impaired Other Disability Psychological Disability Speech/Language Impaired 0028 Visually Impaired 0014 Total Secondary Disability Acquired Brain Injury 0011 Developmentally Delayed Learner 0033 Hearing Impaired 0022 Learning Disabled 0011 Mobility Impaired Did not have Secondary Disability Other Disability 0052 Psychological Disability 0029 Speech/Language Impaired 0088 Visually Impaired 0044 Total District ABC DSPS Analysis Report

DSPS – Data Mart Total Matches Analysis Report

Detail & Summary Reports 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

Finding and Accessing Reports Password Protected: Analysis and Annual Headcount Reports Request the General Access Password from your CISO / 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 STUDENTS (1) NEW STUDENTS : Disabled (2) NEW STUDENTS : Special Majors (3) NEW STUDENTS : All Other New (4) CONTINUING EOPS ,7512,161 (5) TERM OF ACCEPTANCE UNKNOWN COLLEGE TOTAL ,7233,182

Program Year End Validation Local MIS Spring MIS Data Submitted Due 30 Days After Term System Office MIS Annual Headcount Report Created Coordinators /Local MIS Validate / Correct Prior to Funding Password Required Resubmit 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 SIDSSIDS

Resources  Data Element Dictionary  MIS Presentations ult.aspx  CCCSO MIS Data Sites  Analysis Reports  Annual Headcount  CCC Data Mart 82/Default.aspx  Submission History   Data On Demand Pre-Allocation Reports (must be pulled by Research or MIS) 

 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)

Barbara Kwoka Annual Review Data

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