December 10, 2015 DSPS Coordinators Guide to MIS Reporting Scott Valverde, CCCCO DSPS Todd Hoig, CCCCO MIS

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

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

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) Student Services Files Submitted by Term

Summer Fall Winter Spring CCCCO MIS Student Demographics (SB) DSPS File (SD) Student Demographics (SB) DSPS File (SD) Student Demographics (SB) DSPS File (SD) Student Demographics (SB) DSPS File (SD) Term Data Submission

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 Recommendations for DSPS Coordinators

Completeness Consistency Timeliness Validity & Accuracy Data Quality

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 MIS/DED.aspx MIS/DED.aspx Data File/Element Information File Domain and Format Data Element Definition Data Element Dictionary (DED)

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

Report one record for each student who had one or more contacts during the term being reported. There must be a matching SB record reported for every SD record. SD01 Student-Primary-Disability SD02 Student-Primary-Disability-Service-Contacts SD03 Student-Secondary-Disability SD04 Student-Secondary-Disability-Service-Contacts SD05 Student-Disability-Dept-Rehab DSPS (SD file)

What Changes / What is the Same: Weighted Student Count – will now require documentation of enrollment (SX) to be counted. Last year of funding based on # of contacts per year Last year requiring four contacts Upcoming Allocation Formula Changes

Title 5 Changes and Implications on MIS data in future years: Phase in timeline – Fall 2016 first opportunity to submit in new categories New and Amended Disability Categories Within SD Element, Starting Next Year ( ) Funding Based on One Contact Per Term, Instead of Four Per Year All changes to DSPS Formula, Still Pending Approval by BOG Title 5 Changes

Changes to disability categories: ADHD is a new disability category Autism is a new disability category Developmentally Delayed Learner is now ID Psychological Disability is now Mental Health Disability Speech/Language Impaired will be removed ADHD and Autism will be considered as Other for funding Title 5 Changes

Student Services Reports DSPS Financial Aid (by Special Population/Group) Outcomes Reports Program Awards (by Special Population/Group) Retention/Success Rates (by Special Population/Group) DataMart

Categorical Term Reports DSPS Report of Primary and Secondary Disabilities by Contact Services EOPS Students Served CARE Students Served CalWORKs Report 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 Other Student Services Reporting

Questions/Comments

Thank You