Welcome to the webinar: Data Submission Changes

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• Welcome to the webinar Data Submission Changes
• Our session will begin promptly at 1030AM
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Data Submission Changes

• January 26, 2011

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• Todays Topics
• Data Element Dictionary
• Changes for Summer 2011 and Beyond
• Scheduled Downtime
• Questions

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• Good News
• The NEW Data Element Dictionary is nearly ready
• Each data element will contain
• The definition
• Associated edits
• A change log.
• Several varieties of the dictionary available
• An element
• Only all the edits
• Only all the change logs
• Entire dictionary

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Changes Summer 2011 and beyond??!!
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• Changes for Summer 2011 and Beyond
• SB - 2 new elements
• SV 1 new data element
• SX 1 new data element
• SG a new file (optional Summer 2011)
• EB / EJ no new data elements but
• CB Some new data elements and

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SB Student Basic (Summer 2011)

• Students First and Last Name
• SB31 STUDENT-FIRST-NAME X(30)
• This data element contains the first thirty
  characters of the student's first name.
• SB32 STUDENT-LAST-NAME X(40)
• This data element contains the first forty
  characters of the student's last name.

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SV Student VTEA (Summer 2011)

• SV10 STUDENT-WIA-VETERAN-STATUS X(01)
• This element indicates the students Workforce
  Investment
• Act (WIA) veteran eligibility status. Only
  service with a
• branch of the U.S. military is reported.
• Coding Meaning
• 1 WIA eligible veteran.
• 2 WIA eligible spouse of a veteran.
• 3 Not a WIA eligible veteran.
• X Unknown / Unreported.

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SV Student VTEA

• Veterans Priority Requirement for Workforce
  Investment
• Act (WIA) Nursing and Allied Health Grant
  Recipients (memo January 2010)
• Reporting forms for WIA-funded grant Requests for
  Application (both new and renewal) will be
  revised to include this information. We are also
  working with the MIS Unit in the Chancellors
  Office to capture this data electronically and
  uniformly from each campus.

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SX Student Enrollment (Summer 2011)

• SX06 ENROLLMENT-APPORTIONMENT-STATUS  X(01)
• This element indicates whether the student's
  enrollment will generate hours that can be
  claimed for State apportionment.
• Coding Meaning
• 1 Yes
• 0 No
• If the Section Accounting Method (XB01) for the
  section enrolled in is O, then value must be
  reported as 0.
• If the enrollment is in a credit course and the
  student is not a state resident for fee purposes,
  i.e. the Student Residence Code (SB09) is not
  50000, the value must be reported as 0.
•  

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SG Student Special Population GroupsThis
data file will be Optional beginning Summer
2011ANDMandatory beginning Summer 2012
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SG Student Special Population Groups

• Reporting Domain The reporting domain for
  Student Special Populations data records includes
  all students who (1) were enrolled in at least
  one class as of first census for daily or weekly
  census classes, or (2) attended at least one
  meeting of a positive attendance class, or (3)
  were enrolled in at least one class that resulted
  in a notation on the student's official record,
  or (4) received a service from one the colleges
  categorical programs
•  AND
• have a "positive" status for one or more of the
  data elements included in the Special Populations
  data record.
•  Each student record reported in the Special
  Populations file must have a corresponding record
  reported in the Student Basic file.

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SG Student Special Population Groups

• SG01 STUDENT-MILITARY-STATUS X(04)
• SG02 STUDENT-MILITARY-DEPENDENT-STATUS X(04)
• SG03 STUDENT-FOSTER-CARE-STATUS X(01)
• SG04 STUDENT-INCARCERATED-PAROLEE-STATUS X(01)
• SG05 STUDENT-MESA-ASEM-STATUS X(01)
• SG06 STUDENT-PUENTE-STATUS X(01)
• SG07 STUDENT-MCHS-ECHS-STATUS X(01)
• SG08 STUDENT-UMOJA-STATUS X(01)
• SG09 STUDENT-1ST-GENERATION-STATUS X(02)
• SG10 STUDENT-CAA-STATUS X(01)

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SG01 Student Military Status (Summer 2011)

• SG01 STUDENT-MILITARY-STATUS X(04)
• This element indicates the students military
  service status.
• Only service with a branch of the U.S. military
  is reported.
• Report all that apply.
•  
• Position Coding 
• 1 Currently serving on active duty. 0 No, 1
  Yes
• 2 Veteran. 0 No, 1 Yes
• 3 Member of the Active Reserve. 0 No, 1
  Yes
• 4 Member of the National Guard. 0 No, 1
  Yes
•  
• If the student has never served in the military
  the data element should be reported as 0000.
• If the information is unknown or unreported the
  data element should be reported as XXXX.
• Position 3 and position 4 cannot both be reported
  with a value of 1.
•  

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SG02 Student Military Dependent Status
(Summer 2011)

• SG02 STUDENT-MILITARY-DEPENDENT-STATUS X(04)
• This element indicates the military service
  status of the students
• parent/guardian if the student is a dependent
  child/spouse.
• Only service with a branch of the U.S. military
  is reported.
• Report all that apply.
• Position Coding
• 1 Parent/Guardian is currently on active
  duty. 0 No, 1 Yes
• 2 Parent/Guardian is a veteran. 0 No, 1
  Yes
• 3 Parent/Guardian is a member of the Active
  Reserve. 0 No, 1 Yes
• 4 Parent/Guardian is a member of the National
  Guard. 0 No, 1 Yes
• If the student is not a military dependent the
  data element should be reported as 0000.
• If the information is unknown or unreported the
  data element should be reported as XXXX.
• Position 3 and position 4 cannot both be reported
  with a value of 1.
•  

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SG03 Student Foster Youth Status (Summer 2011)

• SG03 STUDENT-FOSTER-YOUTH-STATUS X(01)
• This element indicates whether the student is
  now, or has ever been, in a
• court-ordered out-of-home placement.
• Coding Meaning
• 0 No.
• 1 Yes.
• X Unknown / Unreported.
•  
• Examples of out-of-home placements are
• Foster home
• Group home
• Court-ordered placement with a relative
• Once the data element has been reported as 1,
  it should not change in subsequent term.

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SG04 Student Parolee/Incarcerated Status
(Summer 2011)

• SG04 STUDENT-PAROLEE/INCARCERATED-STATUS X(01)
• This element indicates whether the student was
  incarcerated
• during the reporting term or was a parolee.
• Coding Meaning
• 0 The student is neither incarcerated nor
  on parole.
• 1 The student is a parolee.
• 2 The student is incarcerated in a city
  or county correctional facility.
• 3 The student is incarcerated in a
  California Youth Authority correctional facility.
• 4 The student is incarcerated in a
  California Department of Corrections and
  Rehabilitation correctional facility.
• 5 The student is incarcerated in an
  out-of-state correctional facility.
• 6 The student is incarcerated in a U.S.
  Federal Bureau of Prisons correctional facility.
• 7 The student is incarcerated in a private
  correctional facility.
• X Unknown / Unreported.
•  
• The data element cannot be self-reported the
  students status must be verified by the college.

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SG05 Student MESA ASEM Status (Summer 2011)

• SG05 STUDENT-MESA-ASEM-STATUS X(01)
• This element indicates whether the student met
  the educational and financial eligibility
  criteria and received services from the
  Mathematics, Engineering, Science Achievement
  (MESA) program.
• If a student has a demonstrated Achievement in a
  Science, Engineering, or Mathematics (ASEM) major
  and the intent to transfer to a four-year college
  or university but does not fully meet all of the
  MESA eligibility criteria, they are to be
  reported as an ASEM student if they are
  associated with the campus MESA Center. The
  student may also be referred to as a MESA Club
  member, a friend of MESA, or Mesa Associate,
  etc.

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SG05 Student MESA ASEM Status (Summer 2011)

• SG05 STUDENT-MESA-ASEM-STATUS X(01)
• Coding Meaning
• 0 The student did not apply for services
  from the MESA program.
• 1 MESA student.
• 2 MESA student with the declared intent to
  be a teacher.
• 3 MESA student who withdrew from the
  program during the reporting term because of a
  change in their major.
• 4 MESA student who withdrew during the
  reporting term.
• 5 MESA student who was disqualified during
  the reporting term.
• 6 ASEM student.
• 7 ASEM student with the declared intent to
  be a teacher.
• 8 Pre-MESA or Pre-ASEM student. The
  student is recognized as a future MESA or ASEM
  student but did not meet the eligibility
  criteria at the time of application.
• 9 The student applied for services from
  the MESA program but was found to be ineligible.
• Y Not applicable, the school does not have
  a MESA program.
• If a code of Y is reported for this data
  element, all of the records in the file must have
  a code of Y.
• The data element cannot be self-reported student
  participation in the program must be verified by
  the college.

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SG06 Student PUENTE Status (Summer 2011)

• SG06 STUDENT-PUENTE-STATUS X(01)
• This element indicates whether the student met
  the eligibility criteria and received services
  from the Puente program.
• Coding Meaning
• 0 Not a Puente student.
• 1 Puente student.
• 2 Puente student who withdrew from the
  program during the reporting term.
• 3 Puente student who was disqualified from
  the program during the reporting term.
• Y The school does not have a Puente
  program.
•  
• If a code of Y is reported for this data
  element, all of the records in the file must have
  a code of Y.
• The data element cannot be self-reported student
  participation in the program must be verified by
  the college.
•  

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SG07 Student MCHS ECHS Status (Summer 2011)

• SG07 STUDENT-MCHS-ECHS-STATUS X(01)
• This element indicates whether the student met
  the eligibility criteria and is enrolled in
  either the
• Middle College High School (MCHS) program or the
  Early College High School (ECHS) program.
• The difference in the two programs is the funding
  source. MCHS programs are funded by the
• CCCCO while the ECHS programs are funded by other
  sources.
• Coding Meaning
• 0 The student did not participate in the
  ECHS or the MCHS program.
• 1 MCHS student.
• 2 MCHS student who withdrew from the
  program during the reporting term.
• 3 MCHS student who was disqualified from
  the program during the reporting term.
• 4 ECHS student.
• 5 ECHS student who withdrew from the
  program during the reporting term.
• 6 ECHS student who was disqualified from
  the program during the reporting term.
• Y The school has neither an ECHS nor a
  MCHS program.
•  
• All MCHS and ECHS students must be less than 21
  years old.
• If a code of Y is reported for this data
  element, all of the records in the file must have
  a code of Y.
• The data element cannot be self-reported student
  participation in the program must be verified by
  the college.

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SG08 Student UMOJA Status (Summer 2011)

• SG08 STUDENT-UMOJA-STATUS X(01)
• This element indicates whether the student met
  the eligibility
• criteria and received services from the UMOJA
  program.
• Coding Meaning
• 0 Not an UMOJA student.
• 1 UMOJA student.
• 2 UMOJA student who withdrew from the
  program during the reporting term.
• 3 UMOJA student who was disqualified from
  the program during the reporting term.
• Y The school does not have an UMOJA
  program.
•  
• If a code of Y is reported for this data
  element, all of the records in the file must have
  a code of Y.
• The data element cannot be self-reported student
  participation in the program must be verified by
  the college.
•  

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SG09 Student Parent/Guardian Education Level
(Summer 2011)

• SG09 STUDENT-PARENT/GUARDIAN-EDUCATION-LEVEL X(02
  )
• This element indicates the education level of the
  students parent(s) and/or guardian(s).
• Position 1 - Parent/Guardian 1
• Coding Meaning
• 1 Grade 9 or less.
• 2 Grade 10, 11, or 12 but did not
  graduate.
• 3 High school graduate.
• 4 Some college but no degree.
• 5 AA/AS degree.
• 6 BA/BS degree.
• 7 Graduate or professional degree beyond
  a BA/BS.
• X UNKNOWN / UNREPORTED.
• Position 2 - Parent/Guardian 2
• Coding Meaning
• 1 Grade 9 or less.
• 2 Grade 10, 11, or 12 but did not
  graduate.
• 3 High school graduate.

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SG10 Student CAA Status (Summer 2011)

• SG10 STUDENT-CAA-STATUS X(01)
• This element indicates whether the student is a
  participant in a
• Career Advancement Academy (CAA).
•  
• Coding Meaning
• 0 Not a CAA student.
• 1 CAA student.
• Y The school does not have a CAA program.
•  
• If a code of Y is reported for this data
  element, all of the records in the file must have
  a code of Y.
• The data element cannot be self-reported student
  participation in the program must be verified by
  the college.

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EB /EJ Employee Demographic/Assignment

• Employee Work Group
• Improving the Quality of the Data
• Last change was tying the EB record to the
• XE Record - Fall 2003
• Most of the DED clarifications made in 2000
• Revisiting all of the data elements/reports
• Meet for one hour every Thursday
• Implement Changes for Fall 2011

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EB/EJ/XE Employee Demographic/Assignment

1. The EB, EJ, XE changes will be mandatory
   beginning with Fall 2011 data (117,118,119)
2. NO new data elements
3. 7 Data Elements with clarifications and/or
   additional codes
4. Adding examples to assist with coding
5. Adding additional referential error checks
6. Adding data quality error checks
7. Additional Reports

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EB00 Employee Identifier

• Uniquely identifies an Employee at the DISTRICT.
• Every Employee must be Identified by this
  element.
• Recommendation
• Use the SSN to report EB00
• Identifying moonlighters and freeway flyers

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Changes/Clarifications

• EB02 Employee Birth Date
• EB07 Employee EEO6 Occupational Activity
• EB08 Employee Employment Classification
• EB12 Employee Annual Salary
• EB13 Employee Additional Monetary Compensation
• EJ01 Employee Assignment Type
• XE01 Faculty Assignment Type

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EB02 - Birth Date

• This element indicates the employee's birth date.
  
• Edit Checks
• Employees must be between 17 and 110 years old.
• 99999999 is not valid. (no unknown birth dates)
•  
•  

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EB07 - EEO6 Occupational Activity

• This element's codes describe the single primary
• EE06 Occupational Activity of the employee
• as determined by the institution.
•  
• 2 Data Quality Edit Checks were added.

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EB07 - EEO6 Occupational Activity

•  
• Data Quality Edit Checks
• Classified Administrator Must have at least one
  employee in an EEO6 category other than category
  1
• Classified Support Must have at least one
  employee in EEO6 categories (4-7)
• Executive, Administrative, and Managerial
• Faculty
• Professional (Non-Faculty)
• Clerical/ Secretarial
• Technical / Paraprofessional
• Skilled Crafts
• Service / Maintenance
• Instruction/Research Assistants

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EB07 - EEO6 Occupational Activity

•  
• Classified Administrator Must have at least one
  employee in an EEO6 category other than category
  1
• Classified Support Must have at least one
  employee in EEO6 categories (4-7)

EB07 (EEE06) EB08 (Classification) EJ01 (Assignment Type) EJ08 (FTE)
Classified Administrator 1 P
Classified Administrator 4,5,6,7,8 P Begins with A The sum of the FTE for A assignment(s) is greater than sum of the FTE for other assignment types
Classified Professional 3 P Begins with S or I
Classified Support 4,5,6,7,8 P Begins with S or I The sum of the FTE for the S or I assignment is greater than sum of the FTE for other assignment types
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EB08 - Classification

• This element describes the single primary
  employment classification.
• Edit Checks 
• If EB08 equals T, C, or R, then EB07 must equal 2
• Must have at least one classified administrator
• Percent of change in classification from previous
  year must not be greater/less than 25
•  
• T - Academic, Temporary, Non-Tenured, Not on
  Tenure Track
• C - Academic, Contract, Non-Tenured on Tenure
  Track
• R - Academic, Regular, Tenured
• A - Educational Administrator
• P - Classified

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EB12 - ANNUAL SALARY

• This element indicates the employees projected
  annualized salary.
• 1. When applicable for the employee report the
  salary that would be reported to PERS, STRS or
  other retirement systems for annualized amount.
• 2. When the PERS, STRS or other retirement
  systems annualized amount is not applicable to
  the employee report the employees projected
  annualized salary based on the employees
  assignment FTE.
•  

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EB13 - ADDITIONAL ANNUAL MONETARY COMPENSATION

• This element describes any monies earned by the
  employee, above and beyond the amount reported in
  EB12 with the exception of overload/overtime
  reimbursement compensation.

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EJ01 - Assignment Type

• This element describes the type of employee's
  assignment.
•  
• Second Position O (Overload)
• 1. Paid classroom instruction or support of
  instruction assignment beyond normal workload in
  a primary term.
• 2. Overload teaching or support of instruction
  for
• EB08 A, Educational Administrator
• EB08 R, Academic, Regular, Tenured
• EB08 C, Academic, Contract, Tenure Track
•  

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XE01 - Faculty Assignment Type

• This element is used to identify the nature of
  the faculty member's assignment to this session.
•  
•  
• INSTRUCTIONAL ASSIGNMENTS
•  
• 1 Temporary Staff
• 2 Regular Staff an OVERLOAD assignment.
• 3 Regular Staff Not an OVERLOAD assignment.
• 4 Contract/Not a district employee
•  

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XE01 Faculty Assignment Type

• This element is used to identify the nature of
  the faculty member's assignment to this session.
•  
• Notes
• If XE01 1, 2 or 3 then an EB record for the
  employee must be submitted. 
• If the instructor is a non-teaching Instructor of
  Record who is assigned to the course for
  administrative purposes only then do not submit
  an XE record for the instructor. Submit the XE
  record(s) for the teaching instructor(s). 
• If the session has a guest speaker then do not
  submit an XE record for the guest speaker, submit
  the XE record(s) for the teaching instructor(s).
•  

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CB Course Basic

• Clarifications for many of the data elements
• Additional coding choices for some of the data
  elements
• Bring back deleted elements (repeatability, but
  maybe not with the same codes)
• Elimination of some data elements (probably CB14,
  CB15, CB19, CB20) Course CAN code and
  Course Crosswalk
• New data elements (pre-requisites, C-ID number)
• Announcement in June 2011 with implementation for
  Summer 2012
• Possibility that some of the changes may need to
  be implemented sooner.
• Course Identification Numbering System (C-ID).
  
• The Course Identification Numbering System
  (C-ID). C-ID is a supranumbering system being
  developed to ease the transfer and articulation
  burdens in Californias higher educational
  institutions.

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Downtime Schedule
Data Submission Production Website
May 10, 2011 thru May 25, 2011
August 8, 2011 thru August 28, 2011
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• Questions