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CCCCO MIS Update

August 22, 2011

Today’s Topics Gainful Employment Data Files Student Program Awards Data Reporting Timeline Submission Changes Data Element Dictionary Term Analysis Reports Categorical Reports Mechanics of Data Submission Training Website Downtime for 2011-2012 Questions

Gainful Employment Data Files

The College must annually report informationon students who were enrolled in a GE programfor each award year

All colleges must report:2006-07, 2007-08, 2008-09, 2009-10, and 2010-11 award year information

Gainful Employment (GE) Data Files

Gainful Employment(GE)Data Files

What CCCCO MIS will 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. Data Files will be available on Data on Demand website :September 27, 2011 for cohort years: 2006-07, 2007-08, 2008-09, 2009-10October 24, 2011 for the 2010-2011 cohort year

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 Inventory

2. Update Student Matriculation (SM01 and SM02) dataSummer 2006 thru Spring 2011 (065 thru 114)Files must be received no later than September 20, 2011.All terms /students do not need to be updated.

SM02 Student-Matriculation-Major This element identifies the student's major or program area ofemphasis, while enrolled in the reporting college, as reported bythe student during the reporting term. (valid TOP code)

Use SM02 for potential admission into the GE cohort year

The College will have a one-time opportunity to update the SM01and/or the SM02 data previously reported.

Gainful Employment(GE)Data Files

Matriculation File (SM) Update Process for Gainful Employment Reporting

1. The update process will be completely voluntary.2. The same credentials used to submit term data will be required to submit a SM update file to CCCCO MIS.3. If the college chooses to submit a file for update CCCCO MIS will apply all updates that match existing records.4. CCCCO MIS will not return an edit report.5. Once the updates are applied they will be available in the referential files.6. Only two SM data elements can be updated. If the college has not submitted SM data for a student in a

specific term no update can be applied.7. If a district wishes to participate, contact dgutierrez@cccco.edu to receive instructions.

Matriculation File (SM) Update Process for Gainful Employment Reporting

The file will consist of fixed length records in the format:GI01 – College Identifier Char(3)SB00 – Student Identifier Char(9)GI03 – Term Identifier Char(3)SM01 – Matriculation Goals Char(4)SM02 – Matriculation Major Char (6)

If a five character Program Control Number (PCN) is reported for SM02 instead of a six character TOP code, left justify and space fill the PCN.

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

SM01 Student-Matriculation-Goals This element describes the student's educational goals while enrolled in the reporting college and as theychange throughout the student's academic career. This information is in addition to SB14 and is collectedafter that element has been recorded. The distinction between the elements is an important one: whereSB14 records the initial student goal, this element documents the informed goal of the student afterinteraction with the matriculation process.

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).

Gainful Employment (GE) Data Files

Matriculation File (SM) Update Process for Gainful Employment Reporting

• Student Matriculation (SM) will be accepted for the following terms:Summer 2006 thru Spring 2011 (065 thru 114)

• Files must be received no later than September 20, 2011.

• All terms/students do not need to be submitted for update.

Student Program Awards Data

Student Program Awards Data1. 2010 – 2011 Program Award Data need to be

submitted by September 15, 2011.

2. The data are used when creating the ARCC Draft Report and the Gainful Employment Data Files

3. AAT 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

Reporting Timeline

Reporting Timeline

Date Data Term/Year

September 15 2011 Program Award Data 2010-2011

September Summer 2011 Student Data 115,116

September 20 Update Student Matriculation 065 thru 114

September 27 GE Files Available 2006-07, 2007-08, 2008-09, 2009-10

October 1 Financial Aid Data 2010-2011

October 24 GE Files Available 2010-2011

Submission Changes

Submission ChangesOn June 25, 2011 the Social Security Administration started Social Security

Number Randomization

SSN randomization will affect the SSN assignment process in the following ways:– It will eliminate the geographical significance of the first three digits of the

SSN, currently referred to as the area number, by no longer allocating the area numbers for assignment to individuals in specific states.

– Previously unassigned area numbers will be introduced for assignment excluding area numbers 000, 666 and 900-999.

Submission Changes

CCCCO MIS edits have been changed to reflect the new criteria

The area number of an SSN, the first three digits, now cannot be 000, 666, or 900-999.

The group number, positions four and five, and the serial number, the last four positions, still cannot be all 0’s. XXX00XXXX and XXXXX0000 are still invalid.

Reminder: Send problems/questions concerning data submission to cccmisedit@cccco.edu

Submission ChangesTX file format rules enforced

The TX file captures information required for processing district data: District, Term, Record Type, Number of records for each record type and District contact information

From the User’s Manual• Data elements TX05 through TX14 identify the district contact information• These fields should be reported only for the record type "TX" and space

filled in all other records.

Reminder: Send problems/questions concerning data submission to cccmisedit@cccco.edu

Data Element Dictionary

Data Element Dictionary

1. New Format Available August 29, 2011

2. We are still making modifications

3. Questions/Issues – Please contact Debbie (dgutierrez@cccco.edu)

Term Analysis 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 (Release November 2011)

3. Summer 2011 available in the current format.

Categorical Reports

Categorical Reports

1. New Format Available August 29, 2011

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

Mechanics of Data Submission Training

Mechanics of Data Submission Training1.Webinar offered in October 20112.Only topic will be the actual submission of

data:• Timeline• Upload• Error Report• Accessing Data

3. Intended for “new” data submitters

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