1. DSPS Coordinators Guide to
MIS Reporting
Todd Hoig, CCCCO MIS
September 15, 2016

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

3. 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

4. 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)

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

6. Recommendations for DSPS 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

7. Completeness
Consistency
Timeliness
Validity
& Accuracy
Data Quality

8. 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
Data File/Element Information
File Domain and Format
Data Element Definition

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

10. DSPS (SD file) SD01 Student-Primary-Disability
Report one record for each student who had one or more contacts during the term being reported.
They need not have been enrolled in a course to be 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

11. DataMart http://datamart.cccco.edu/ 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)

12. Other Student Services Reporting
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

13. What is SSARCC? https://misweb.cccco.edu/ssarcc/
SSARCC = Student Services Automated Reporting for Community Colleges
A web-based computer application used to construct and retain key Chancellor’s Office budget documents (such as EOY expenditure reports for DSPS and budgets and final expenditures for other categorical programs)

14. Purpose of SSARCC
Make it easier for college program staff to complete budget plans and expenditure reports
Allow for more efficient review time by Chancellor’s Office
Allow Chancellor’s Office to have electronic access to statewide expenditure data
Enable reporting of expenditure data at State and local level

15. SSARCC Scope Current EOPS/CARE budget plan and final expenditures
Financial Aid final expenditures
CalWORKs budget plan and final expenditures
DSPS final expenditures
Future
Extend project to other Student Services programs:
Student Success and Support Program
Foster & Kinship Care Education

16. SSARCC Demo

17. SSARCC Contact Information
Send questions, comments, feedback to:

18. Questions/Comments

19. Thank You