Collecting Special Pops Data in California

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Collecting Special Pops Data in California

• Chuck Wiseley
• CCC Chancellors Office
• Data Quality Institute Phoenix 2006

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Agenda

• Why bother
• VTEA requirements
• Students
• Money
• Data
• What data?
• Data sources
• Ways of Collecting the data
• Auditable sources

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Vocational Technical Education Act (VTEA)
requirements

• Carl D. Perkins Vocational and Technical
  Education Act of 1998 (VTEA)
• Special Populations
• Program Improvements Student Success
• Funding distribution formula

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VTEA Special Populations

• Groups identified with special barriers
• Earmarks assuming service Reporting
  outcomes
• Special Population ? Source
• individuals with disabilities ?DSPS Office
• individuals from economically disadvantaged
  families, including foster children ?
  Multiple sources
• individuals preparing for nontraditional training
  and employment ? California LMI Data
  Occupation to CIP
• displaced homemakers ? Supplemental Data
  Collection (SDC)
• single parents, including single pregnant women
  ? SDC
• and
• individuals with other barriers to educational
  achievement, including individuals with limited
  English proficiency ? Enrollment in ESL course

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VTEA Student Performance Skill Attainment 2004-5
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VTEA Student Performance Skill Attainment 2004-5
Feds
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Why focus on performance?

• Helping students succeed
• Eliminating/Reducing Barriers
• We can only help students succeed when we know
  who needs our help.
• It is the right thing to do
• Reauthorization of Perkins
• No Child Left Behind (NCLB)
• Program Improvement Status
• Annual Yearly Progress (AYP)
• Negotiated Performance Targets
• Applications must address low performance areas
• On ALL measures for all populations

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VTEA funding distribution requirements

• The Act (VTEA)
• Section 132(a)
• (2) - Pell grant Bureau of Indian Affairs
  assistance recipients
• (b) Waiver
• California State Plan Appendix J - Waiver
• 1. Board of Governors Grant (BOGG)
• 2. Pell Grant
• 3. CalWORKs (TANF formerly AFDC)
• 4. WIA/JTPA (Workforce Investment Act)
• 5. Supplementary Security Income (SSI)
• 6. General Assistance
• 7. Bureau of Indian Affairs assistance
• 8. An adult who is eligible for economic public
  assistance or student fund aid and/or an annual
  income below the poverty line as defined by the
  county of eligibility
• 9. Other economically disadvantaged individuals

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VTEA Report 1
District  Colleges 1 - All Students 3 - Voc Ed Students 5 - Unduplicated Voc Ed Disadvantaged Students (Columns 1-12 on Report 2) 6 - Unduplicated Voc Ed Students with DSS Students
           
Sample CCD   Sample College 29,284 18,044 9,882 9,933
District Total 29,284 18,044 9,882 9,933
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VTEA Report 2
Financial Aid CalWORKs JTPA / WIA
Supplemental data - self declared, Docs data
matches auditable Other
Eligible for CDSS???
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VTEA Rpt 1, Column 6 Goes here
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Data resubmission timeline

• November
• Timeline memo
• December or January
• Preliminary Reports run
• January
• Data resubmission window
• Accountability reports published
• February
• Final Report run

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Validating MIS submissionsCCCCO MIS Data
Submissions Annual Headcounts
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(No Transcript)
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The Data CCC Management Information System (MIS)

• Data to Reports
• Student Accountability Model (SAM) Codes
• TOP/CIP Codes
• Data Elements
• Data Flow
• Maximizing identification of Special Pops

Funding
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Data ElementsMIS System

• General Elements
• Student Characteristics
• Demographics
• Academic
• Program Status
• DSP S
• EOPS
• Financial Aid

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Data Elements, ContinuedMIS System

• Course Elements
• Section Elements
• Session Elements
• Enrollment Elements
• Program Award

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Data Elements, ContinuedMIS System

• Student VTEA Data Elements
• Economically Disadvantaged
• Single Parent
• Displaced Homemaker
• Cooperative Work Experience Education
• Tech Prep

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Data Flow College
Data collection
Types of data
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Data Flow Chancellors Office
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Data Summary

• All of the MIS data is important
• Relational database
• Data Integrity
• Complete
• Accurate
• Reliable
• Timely
• Your Data
• http//www.cccco.edu/divisions/tris/mis/dedmain.ht
  m

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Data types

• Static
• Gender (determining nontrad)
• Limited English Proficient
• Disabilities
• Temporal
• Single Parent including single pregnant female
• Displaced Homemaker
• Economically Disadvantaged

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Data sources

• Student Services
• CalWORKs (TANF)
• DSPS
• EOPS
• Financial Aid
• County Matches
• Meds, SSI/SSP, Public benefits
• Student self reporting

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Ways of Collecting Self-reported data

• Self reported data
• Supplemental data collection
• Classroom Surveys
• Paper (scanned)
• Electronic
• Registration
• Web, Phone, Paper (scanned)
• Student Services
• Financial Aid, EOPS, DSPS, CalWORKs
• Vocational courses or all students

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Supplemental data collection Classroom surveys

• Faculty participation
• Buy-in ( deans)
• Letters (process) Scripts
• Labor intensive
• Logistics
• Distribution, collection, input
• Coverage
• 70 of faculty agree
• 70 of students complete survey
• 49 coverage
• Impacts the learning process

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Supplemental data collectionAt Registration

• Maximizes coverage
• Least impact on learning process
• Requires collaboration across campus
• Students complete as if a requirement to enroll
• Who?
• Required for Voc course enrollment only
• All students at registration
• Gap analysis possible for all program areas
• Free up resources for analysis
• Service gaps
• Performance gaps and exceptional practices

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Considerations for questions

• VTEA
• 3-4 questions
• Single parent
• Displaced homemaker
• Economically disadvantaged
• Household/Family size
• Household/Family Income
• Use BOG family/income standards for eligibility
• Change annually
• Market BOG waiver
• In 5 Eligibility receipt
• Collecting Data for Special Populations VTEA
  Supplemental Data Collection Study Early
  Results (Wiseley, 2002)
• Avoid labeling (e.g., Are you Economically
  Disadvantaged?)

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Collecting Data for Special Populations Early
Results

• Table of Contents excerpt
• Impact on Economically Disadvantaged Counts
• VTEA Survey Administration Process
• Sample Questions
• Introductions - Directions
• Economic Disadvantagement
• BOG fee waiver questions
• Forms of public assistance
• Single Parent / Single Pregnant Women
• Displaced Homemaker

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Collecting Data for Special Populations excerpts

• In one question (current BOG table goes to 8
  members)

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Another example in one question
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Some do both

• Household size income
• Determine eligibility
• BOG fee waiver standards
• Receipt of financial assitance

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Determine Eligibility
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Self-reported receipt
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Retention of paper surveys after scanning or key
entry

• Title 5 sections 59022-59027 apply.
• Keep a master copy of the survey,
• Document the scanning/input of the surveys into
  the database,
• Verify certify that the database accurately
  reflects the hard copy,
• Keep sample and printed database records used to
  validate scanning with certification,
• Keep electronic records seven years after use,
• Dispose of the surveys.

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Certification of Auditable sources

• Validating MIS submission
• Rejected records
• Duplicate counts in local data
• Validated scanning documents on file
• Copies of supplemental data collection
  instruments
• Change each year Keep BOG income standards
• Certification of auditable sources

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Questions?

• Collecting Data for Special Populations - Early
  Results http//www.cccco.edu/divisions/esed/cte/re
  sources/resources.htm
• Chuck Wiseley
• [phone]
• cwiseley_at_cccco.edu