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

2. Agenda CCCCO Database MIS Data Submission Process MIS Data Elements
Student Services Reports
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)
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

6. 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

7. 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

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

9. 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

10. 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)

11. 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)

12. 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)

13. Other Student Services Reporting
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

14. Completeness
Consistency
Timeliness
Validity
& Accuracy
Data Quality

15. 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

16. Questions/Comments

17. Thank You