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CCCCO MIS Mechanics of Data Submission

December 8, 2011

Today’s Topics

Gainful Employment Files Net Price Calculator Data Element Dictionary Changes Mechanics of Data Submission Training Where are the reports? Data Mart 2.0 Website Downtime for 2011-2012 Questions

Gainful Employment Data Files

Gainful Employment(GE)Data Files

What CCCCO MIS will continue to do for reporting

1. Identify a “potential” cohort and create the detail records.

2. Post the records on the Data on Demand Site.College may then use, modify, or ignore the data files.CCCCO will not submit the files for the college.

3. 2011-12 Data Files will be available on Data on Demand website ??

Gainful Employment(GE)Data Files

What the college can do to improve reporting.

1. Update the GE Status for the program(s) in the CCCCO Curriculum Inventory2. Student Matriculation (SM02) Data

Use a Program Control Number(PCN) when possible3. SM01 Student-Matriculation-Goals

D = Obtain a two year vocational degree without transfer.E = Earn a vocational certificate without transfer.G = Prepare for a new career (acquire job skills).H = Advance in current job/career (update job skills).

Net Price Calculator

We will be updating the Net Price Calculator to use 2010-2011 data.

The process will be completed by the first part of January 2012.

No action is required from the college. The site will remain the same.

Data Element Dictionary Changes

Matriculation File (SM02)

A five character Program Control Number (PCN) can be reported for SM02The six character TOP code is still acceptedWhen submitting a PCN then left justify and space fill the PCN.

Using a PCN or TOP Code for SM02 is a permanent change for all submissions/resubmissions

Student Program Awards DataAAT or AST awards are reported using:

– AA and AS code in SP02(Student-Program-Award) – SP04 (Program-Unique-Code) for the AAT or AST program

Only One Additional Element

Bringing Back CB12 – Course Repeatability

No change in record layout

Optional for Summer 2012

Mandatory for Fall 2012 term data

DED# DATA ELEMENT NAME FORMATCB12 COURSE-REPEATABILITY X(01)

 This data element indicates whether the credit course has been designated by the district as one for which repetitions may be claimed for state apportionment according to the provisions of Title 5, Section 55041.

CODING MEANING 0

 Course is not repeatable when a student has previously earned a C or better. 

1 Course is repeatable only once when a student has previously earned a C or better. 

2 Course is repeatable only twice when a student has previously earned a C or better. 

3 Course is repeatable only three times when a student has previously earned a C or better. 

4 Course is repeatable only four times when a student has previously earned a C or better. 

5 A course may be coded as (5) only for colleges on the quarter system

California Community Colleges Management Information System

Data Element Dictionary

Course Data Record

DOMAIN RECORD LENGTH

CB COURSE DATA RECORD

DED# DATA ELEMENT NAME FORMAT

CB00 COURSE-CONTROL-NUMBER X(12) CB01 COURSE-DEPARTMENT-NUMBER X(12) CB02 COURSE-TITLE X(68) CB03 COURSE-TOP-CODE X(06) CB04 COURSE-CREDIT-STATUS X(01) CB05 COURSE-TRANSFER-STATUS X(01) CB06 COURSE-UNITS-OF-CREDIT-MAXIMUM 99v99 CB07 COURSE-UNITS-OF-CREDIT-MINIMUM 99v99 CB08 COURSE-BASIC-SKILLS-STATUS X(01) CB09 COURSE-SAM-PRIORITY-CODE X(01) CB10 COURSE-COOP-WORK-EXP-ED-STATUS X(01) CB11 COURSE-CLASSIFICATION-CODE X(01) CB12 COURSE-REPEATABILITY DELETED CB13 COURSE-SPECIAL-CLASS-STATUS X(01) CB14 COURSE-CAN-CODE X(06) CB15 COURSE-CAN-SEQ-CODE X(08) CB16 COURSE-SAME-AS-DEPARTMENT-NUMBER1 DELETED CB17 COURSE-SAME-AS-DEPARTMENT-NUMBER2 DELETED CB18 COURSE-SAME-AS-DEPARTMENT-NUMBER3 DELETED CB19 COURSE-CROSSWALK-CRS-DEPT-NAME X(07) CB20 COURSE-CROSSWALK-CRS-NUMBER X(09) CB21 COURSE-PRIOR-TO-COLLEGE-LEVEL X(01) CB22 COURSE-NONCREDIT-CATEGORY X(01) CB23 FUNDING-AGENCY-CATEGORY X(01) CB24 COURSE-PROGRAM-STATUS X(01)

Mechanics of Data Submission Training

Mechanics of Data Submission TrainingWhen are data due?

When Files30 Days After End of Term Term (Semester/Quarter)

September 1st No later than September 15th

Program Awards (SP)

October 1st Financial Aid (SF, FA)

October 1st Student Assessment (SA)

Nov 1 – Jan 15 Fall Employee (EB, EJ)

30 Days After End of Spring Term Calendar (CA)

Course Control Number

All • Corrections to existing course control

numbers• Requests for new course control numbers

Must go thru the CCC Curriculum Inventory

Send problems/questions to cccmisedit@cccco.edu

Send problems/questions to cccmisedit@cccco.edu

Send problems/questions to cccmisedit@cccco.edu

SI Update = SB00 Update

• No longer submitted with term or annual data

• SI Update website

• Submit anytime

• Error Reports

Send problems/questions to cccmisedit@cccco.edu

Send problems/questions to cccmisedit@cccco.edu

Where are the reports?

Term Analysis Reports

1. Historical Reports will be available on web until August 2012.

2. The term reports will be replaced by additional queries on the Data Mart 2.0

3. Summer/Fall 2011 available in the current format.

Categorical Reports

1. New format is now available: https://misweb.cccco.edu/ssarcc/Login.aspx

2. Can still be accessed from the MIS Area

3. 2012 Annual Headcount Report and 2010-2011 Annual Review Report will be created in the new format and available from SSARCC by July 2012

Data Mart 2.0

http://datamart.cccco.edu/

Website Downtime for 2011-2012

Downtime Schedule

Data Submission Production Website

December 19, 2011 thru December 30, 2011

May14, 2012 thru May 24, 2012

August 7, 2012 thru August 24, 2012

Questions