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Welcome to the webinar: CCCCO MIS Update Our session will begin promptly at 10:00AM Please type questions into the Chat area. Before we begin: Connect.

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Presentation on theme: "Welcome to the webinar: CCCCO MIS Update Our session will begin promptly at 10:00AM Please type questions into the Chat area. Before we begin: Connect."— Presentation transcript:

1 Welcome to the webinar: CCCCO MIS Update Our session will begin promptly at 10:00AM Please type questions into the Chat area. Before we begin: Connect by phone to hear the presentation and question/answer Dial the telephone conference line: (888) Enter your pass code, which is the same as the password you used to log into the session. Pass Code / PIN for the Session: PARTICIPANT CONFERENCE FEATURES: *0 - Contact the operator for assistance. *6 - Mute/unmute your individual line. Technical Difficulty with seeing the presentation: CCC Confer Client Services is available Monday through Friday between 8:00 am - 4:00 pm at ext 1537 or 1554

2 CCCCO MIS Update August 22, 2011

3 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  Questions

4 Gainful Employment Data Files

5 The College must annually report information on students who were enrolled in a GE program for each award year All colleges must report: , , , , and award year information Gainful Employment (GE) Data Files

6 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: , , , October 24, 2011 for the cohort year

7 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) data Summer 2006 thru Spring 2011 (065 thru 114) Files must be received no later than September 20, All terms /students do not need to be updated.

8 SM02 Student-Matriculation-Major This element identifies the student's major or program area of emphasis, while enrolled in the reporting college, as reported by the 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 SM 01 and/or the SM 02 data previously reported. Gainful Employment(GE)Data Files

9 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 to receive instructions.

10 Matriculation File (SM) Update Process for Gainful Employment Reporting The file will consist of fixed length records in the format: GI01 – College IdentifierChar(3) SB00 – Student IdentifierChar(9) GI03 – Term IdentifierChar(3) SM01 – Matriculation GoalsChar(4) SM02 – Matriculation MajorChar (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

11 SM 01 Student-Matriculation-Goals This element describes the student's educational goals while enrolled in the reporting college and as they change throughout the student's academic career. This information is in addition to SB 14 and is collected after that element has been recorded. The distinction between the elements is an important one: where SB 14 records the initial student goal, this element documents the informed goal of the student after interaction 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

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

13 Student Program Awards Data

14 – 2011 Program Award Data need to be submitted by September 15, 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

15 Reporting Timeline

16 DateDataTerm/Year September Program Award Data SeptemberSummer 2011 Student Data115,116 September 20Update Student Matriculation065 thru 114 September 27GE Files Available , , , October 1Financial Aid Data October 24GE Files Available

17 Submission Changes

18 On 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

19 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 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

20 Submission Changes TX 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

21 Data Element Dictionary

22 1.New Format Available August 29, We are still making modifications 3.Questions/Issues – Please contact Debbie

23 Term Analysis Reports

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

25 Categorical Reports

26 1.New Format Available August 29, Can still be accessed from the MIS Area Annual Headcount Report and Annual Review Report will be created in the new format

27 Mechanics of Data Submission Training

28 1.Webinar offered in October Only topic will be the actual submission of data: Timeline Upload Error Report Accessing Data 3. Intended for “new” data submitters

29 Website Downtime for

30 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

31 Questions


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