User`s Manual
Contents
1. Term ID YYT 01 7 Reset 2000 State of California Gray Davis Governor Conditions of Use Privacy Policy e Choose your District Name from the drop down list e Enter your User Name and Password e Enter the Term Id of the Term you are submitting e Press Next Continued on next page 16 Submitting your data to the Chancellor s Office Continued Procedure continued Result The Data Submissions File Type page appears District name CALIFORNIA COLLEGE District ID 04 Submission data for the year of 2001 STUDENT DATA FALL TERM 2000 State of California Gray Davis Governor Conditions of Use Privacy Policy e Put a check mark next to the file types you are submitting e Press Next Continued on next page 17 Submitting your data to the Chancellor s Office Continued Procedure continued Result The Java Applet Installation window entitled Security Warning appears Security Warning x Do you want to install and run AppletFile Upload 2 0 5 signed on 12 16 1999 10 37 and distributed by Infomentum LTD Publisher authenticity verified by VeriSign Commercial Software Publishers CA Caution Infomentum LTD asserts that this content is safe You should only install view this content if vou trust Infomentum LTD to make that assertion SIGNED WITH PERMISSIONS Full Permissions Always trust content from Infomentum LTD Yes No2. Unable to run a signed Java applet This sample requires that your browser be allowed to run a signed Java applet but for some reason this 1s not possible Please review your configuration for the following possible causes e Access not granted Make sure that when the browser prompts you with the security dialog that you allow the signed applet to run with the requested permissions Unsupported browser AppletFile supports Microsoft IE 3 02 and higher Windows only and Netscape Navigator 4 06 and higher Windows and e Security settings Check the security settings on your browser to make sure that you have not disabled running signed Java applets Click here to continue More While not necessary clicking on the other areas of the pop up window will information enable additional links and information but will not cause any undue errors Continued on next page 60 Appendix C Continued More information continued EXAMPLES Do you want to install and run AppletFile Upload 2 0 5 If you press the signed on 12 16 1999 10 37 and distributed by link you will be sent to the Applet File Buyers Guide Web Site If you press the Momentum LTD tink you will be presented with the specific Certificate Information about this Java Applet Certificate f General Details Certification Path Certificate Information This certificate is intended to Ensures software came from software
3. User Name Password Save this password in your password list Cancel e Enter your User Name e Enter your Password e Press OK Continued on next page 42 Downloading Post Processing Data Files continued How to get the files continued Action Result The File Download Dialog box appears x You have chosen to download a file from this location dait 1017 ap trom ccodate cccco edu What would you like to do with this Zit pen pits file fram s curent Save this He to disk F Always ask before opening this type of file Cancel e Select the Save this file to disk radio button e Press OK Continued on next page 43 Downloading Post Processing Data Files continued How to get the files continued Result The Save As dialog box appears TT ux Save in E Dgo c type Windip Fie 2 Cancel Cancel More into e Select the folder to store the downloaded file e Press Save Continued on next page 44 Downloading Post Processing Data Files continued How to get the files continued Result The Percent Completed dialog box appears 6 of dat61017 zip Completed x Saving 02104017 zip from cccdata cccco edu Estimated time left 48 sec 69 6 KB of 1 58 MB copied Download to C Documents and Setti dat0401 7 zip Transfer rate 32 0 KB Sec Close this dialog box when do
4. Detail sum Analysis Reports Referential Data Files Continued on next page 26 Checking the Data Submission Status Continued What it looks like District Data Submission Processing Status order District Year Term Name Version Processing Description Date Time 1 C lifornia College 2001 Fall Term 14 Submission placedin queue 05 30 2002 14 00 For Questions or Comments please contact Debbie Toner 2000 Sate of California Gray Daviz Goverror Conditions of Usa Privazy Policy 27 View Data Submission History Description The Submission History page allows you to view the processing history of your Data Submissions What can you Review a detailed description of how each version of each submission view performed while processing on the District Data Submission Server How to use it Follow these steps to view submission history Select the Submission History link from the District Data Submission Web page wo California 4 CALIFORNIA COMMUNITY COLLEGES C HAWNCETLOR S OFPFFTCE Chancellor s Office Home Find a College News District Data Submission Grants The information provided here will assist the district in preparing submitting and evaluating their term end and annual MIS data to meet the following needs General Information Reports User s Guide oe Eliminate hardcopy reporting issi a Job Opportunities Consolidate data collection 4 Submission Th Timelin
5. Referential for non term end data Employee Calender Financial Aid Program Award Assessment Next For Questions or Comments please contact Debbie Toner 2000 State of California Gray Davis Governor Conditions of Use Privacy Policy e Choose your District Name from the drop down list e Choose the Report Submission type e Press Next Continued on next page 33 Reviewing Syntactical and Referential Reports Continued How to review your reports continued Result The Syntactical and Referential Reports page showing your districts available reports appears District Data Submission Syntactical and Referential Reports District 04 California College Term Syntactical and Referential Reports 05 02 2002 2001 Fall Semester Referential Detail Report SSN s 05 02 2002 2001 Fall Semester Referential Summary Report 05 02 2002 2001 Fall Semester Summary Load Report Syntactical Only 05 29 2002 2001 Fall Semester Summary Load Report Syntactical Only 10 09 2001 2001 Summer Term Referential Detail Report SSN s 05 02 2002 2001 Fall Semester Syntactical Detail Report SSN s 10 09 2001 2001 Summer Term Referential Summary Report 05 02 2002 2001 Fall Semester Syntactical Summary Report Open Report Back Note See Appendix F for a detailed list of all available reports e Highlight the report you wish to view e Press Open Report Continued on next page 34 Revie
6. STUDENT MATRIC ACAD FOLLOW UP SERVICES Record length is 61 characters X 03 X 03 X 03 X 09 X 01 X 01 X 02 X 01 X 01 X 01 X 01 X 01 X 03 X 03 X 03 X 09 X 04 X 06 X 14 X 04 X 04 X 04 X 01 X 01 X 03 X 01 X 01 Continued on next page 66 XENRLM Student Enrollment XBSECTON Section XFSESION Session 101 GI03 SB02 SB00 CB01 XB00 SX01 SX02 SXD2 SXD3 SX03 SX04 5 05 SXDI SXD4 101 GI03 01 00 XB02 XB04 XB05 XB06 XB08 XB09 XB10 XBDI XBD3 XBD4 XBD5 101 GI03 01 00 00 01 XF02 XF03 XF04 XF05 XF06 XF07 DISTRICT COLLEGE IDENTIFIER TERM IDENTIFIER STUDENT NAME PARTIAL STUDENT IDENTIFIER COURSE DEPARTMENT NUMBER SECTION IDENTIFIER ENROLLMENT EFFECTIVE DATE NROLLMENT DROP DATE NROLLMENT CREDIT STATUS NROLLMENT UNITS ATTEMPTED NROLLMENT UNITS EARNED NROLLMENT GRADE NROLLMENT POSITIVE ATTEND HOURS NROLLMENT IST CENSUS STA TUS TOTAL HOURS trj prj prj tn J tr Record length is 76 characters DISTRICT COLLEGE IDENTIFIER TERM IDENTIFIER COURSE DEPARTMENT NUMBER SECTION IDENTIFIER SECTION ACCOUNTING METHOD SECTION DATE CENSUS FIRST SECTION CONTRACT EDUCATION CODE SECTION UNITS MAXIMUM SECTION UNITS MINIMUM SECTION DSPS SPECIAL STATUS SECTION WORK BASED LEARNING ACTIVITIES SECTION CVU CVC STATUS SECTION 1ST CENSUS HEADCOUNT ENROLL SECTION DAY EVENING CLASS CODE SECTION TOTAL HOU
7. 9 07 TX14 TECH CONTACT PHONE EXTENSION X 07 15 DATA CONTACT NAME LAST X 16 TX16 DATA CONTACT NAME FIRST X 10 TX17 DATA CONTACT PHONE AREA 9 03 18 DATA CONTACT PHONE NUMBER 9 07 TX19 DATA CONTACT PHONE EXTENSION 07 FILLER X 42 FORMAT POSITION 001 002 003 005 006 008 009 010 011 018 019 026 027 029 030 045 046 055 056 058 059 065 066 072 073 088 089 098 099 101 102 108 109 115 116 131 132 141 142 144 145 151 152 158 159 200 GI03 Definition is included in the Users Guide Appendix E Note See Appendix B for additional TX file details 13 Requirements for submitting district data to the submission server Definition To be able to submit data to the Chancellor s Office District Data Submission Website you must have a valid Username Password and an E mail account How to apply Contact Debbie Toner Email debbie toner cccco edu for a Username Phone 916 327 5903 Password and an E Mail account 14 Submitting your data to the Chancellor s Office Description Procedure The District Data Submission Site enables each district to e Login to the Chancellor s Office secure site e Identify the type of submission to submit e Locate select and transmit submission files to the District Data Submission Server e Monitor submission progress e Access syntactical referential and analysis reports Follow these steps to e Access the site Choose the data submission ty
8. community colleges The Chancellor s Office Management Information System COMIS was implemented in 1989 90 to address the issues stated above The new system was designed to meet the following needs e Accountability and outcome information e Data integration e Consolidated data collection e Flexibility to answer Ad Hoc requests e Elimination of hardcopy reporting e Ability to provide longitudinal tracking The COMIS was implemented in two phases Phase I in 1989 90 and Phase II in 1992 93 both funded by the Legislature with funds dispensed to districts through a grant process As a condition of receiving the grant funds districts certified that they would fully implement the collection and reporting requirements of COMIS pursuant to the standards adopted by the Chancellor s Office as specified in the MIS Data Element Dictionary Participation is required of all 72 districts 108 colleges Continued on next page Overview Continued Data Data are submitted to COMIS by the districts colleges over the course of an Components of academic year The data files submitted cover the following areas COMIS e Student Characteristics e Student Course Activity and Outcomes e Course Inventory e Staff Inventory e Staff Workload e VTEA DSPS SF EOPS Calendar Process e Syntactical and referential edits Components e Detailed Edit and Load reports generated and posted to the Web of COMIS e Year to year comparison reports posted to
9. preparing submitting and Programs and Services evaluating their term end and annual MIS data to meet the following needs General Information Reports User s Guide de Eliminate hardcopy reporting x Consolidate data collection 3 Submission Timeline Data integration Data Element Dictionat About Us Agency Provide longitudinal tracking abilities Syntactical Edit Rules Provide flexibility to answer Ad Hoc requests 42 23 02 Provide common accepted data definitions Data Mart and Reports Referential Edit Rules 10 21 02 Analysis Report User s For Questions or Comments please contact Debbie Toner Guide Memos Data Submission IPEDS SRTK Contact Us and Ou Press the a Pre submission Data Edit District Data Submission Detail Summary Data Submission Submission Status Repo rts L ink Submission History Detail Summ its Analysis Reports Referential Data Files Continued on next page 32 Reviewing Syntactical and Referential Reports Continued How to review your reports continued Result The Syntactical and Referential Reports page appears Thursday January 2 CALIFORNIA COMMUNITY COLLEGES District Data Submission Syntactical and Referential Reports Califomia Colleqe Annual Syntactical Financial Program Award Assessrnent Term Syntactical and Referential Calendar Syntactical Employee Syntactical
10. publisher Protects software from alteration after publication Ix Refer to the certification authority s statement for details Issued to Infomentum LTD Valid from 03 17 1999 to 04 10 2000 Install Certificate Issuer Statement You can find out more information by clicking on the various buttons and tabs Continued on next page 61 Appendix C Continued More information continued If you press the will appear giving you more information link a Security Alert window Security Alert Permissions Requested g Ful Permissions You can find out more information by clicking on the More Info Button Continued on next page 62 Appendix C Continued More information continued Yes More Info By clicking on the est EESTI More Info button from the main Applet installation window you will see more detail about the certificate MS Internet Security D File Edit Bookmark Options Help Signed Program Download The certificate for this program is valid certificate contains information asserting that a specific software program is genuine This ensures that no other program can assume the identity of the original program Certificates are also dated when they are issued When you try to download software Internet Explorer verifies the information in the certificate and that the current date precedes the certificate s expiration date If the informati
11. t u0401 7ps t t u0401 7sb t t u040 Z OK Files of type au files z x Cancel Note Holding down the shift key selects files consecutively Holding down the ctrl key selects multiple files individually Reminder files must follow the file format rules defined in the Data Element Dictionary and the TX File format section on page 13 of this document e Select the files to send e Press OK Continued on next page 2 Submitting your data to the Chancellor s Office Continued Procedure continued Result The Files to upload box is populated with the files you selected You are Submitting data for the following year 2001 District name CALIFORNIA COLLEGE District ID 04 Term ID 017 After clicking the Add button a dialog box will pop up for selecting file s Files to upload CATem 017500401 7cb tst Add CT em 017500401 7ps tst E CATem 01740401754 2000 State of California Gray Davis Governor Conditions of Use Privacy Policy Note Verify the files in the list to insure they are the correct ones to transmit You can delete or add more files before you send them e Press Next Continued on next page 22 Submitting your data to the Chancellor s Office Continued Procedure continued Result The Confirming File Upload dialog box appears AppletFile Upload C Term_0174 u0401 ps txt C Term_01 4 u0401 sb txt CTerm 017 u0401 7sd t
12. the Web e Letter generated indicating percentage changes between years e District Data loaded to COMIS database Roles and Responsibilities District College MIS Chancellor s Office MIS e Chief Information Systems Officer e Management Information Services Staff e Data Analysts e Research Analysts e IT Staff e Program Specific Staff Who to contact for help MIS Data Submission Debbie Toner Email Questions debbie toner cccco edu Phone 916 327 5903 Detailed Description of Data Components Below is a list of data files with a brief description that are submitted to COMIS by districts colleges The full reporting domain descriptions can be found in the Data Element Dictionary under Data Reporting Timelines Domains and Formats Data File Student Basic Demographic information Student Enrollment One record for every enrollment catalog or supplement to catalog college college relate to the session data records Student Disability Programs amp One record for each disabled student who is Services DSPS identified and or served and has completed registration Student Extended Opportunity amp One record for each student served by Services EOPS Extended Opportunity Programs and Services Student Precollegiate Basic Skills One record for each student enrolled in 1 or more PBS courses AND was not in an ESL Course AND is not learning disabled Vocational Education course academic year starting with July 1
13. 000 Summer Term 2000 Spring Semester 2000 Winter Intersession 2000 Annual 1988 Fall Term e Select the Term to view Continued on next page 29 View Data Submission History Continued How to use it continued Result The Submission History Detail page appears Submission History Detail District California College Term 2001 Fall Term High Version 14 Low Version 1 Date Loaded to Production Database 05 06 2002 Version Processing Description Date Submitted Initiated By 14 Submission placed in queue 2002 05 30 14 00 23 California College District On the Submission History Detail page you can see just how your submission performed including the version a description of the steps completed and the date and time it all occurred Note Pay special attention to the Initiated by column It should contain your district s name If it contains MIS Chancellor s Office that means the Chancellor s Office submitted that version of your data because of technical difficulties on the Data Submission Server Continued on next page 30 View Data Submission History Continued How to use it continued Use the Selectable Version Link to view other versions if more than one version is available By selecting the previous version 13 the previous completed run is displayed Submission History Detail District California College Selectable Te
14. 2 Note This is only a partial view of the report e View Print or Email the Report Continued on next page 36 How to review your reports continued You can Print the report by pressing the Printer Icon or by selecting Print from the File menu on the Internet Explorer toolbar Note For more consistent printing results set your text size to smallest from the View menu on the Internet Explorer toolbar View Favorites Tools Help Toolbars b tarch amp Favc v Status Bar Explorer Bar Go To Stop Refresh 16 r Text Size Largest Encoding Larger Medium Smaller e Smallest Source Script Debugger Full Screen F11 37 Requesting load of data to the COMIS Database Requesting Email misproject cccco edu to request your term end data to be loaded to data load the COMIS Database Note You may email the above address and request that your data not be loaded Loading If your submission type is idis Send an email requesting load Submission loaded automatically Employee Staff Submission loaded automatically Submission leaded automatically 38 Downloading Post Processing Data Files Definition How to get the files The Referential Edit files are the ASCII based version of the submitted files after all edits have been performed Files are an exact copy of data in the Chancellor s Office database The Chancellor s Office provides these files back to the col
15. 3 Fall Term Back e Select Submission from the list e Press Next Continued on next page 48 Reviewing Analysis Reports Continued How to review your reports continued Result The Submission Analysis Reports List page appears District Data Submission Submission Analysis Reports District 040 California College 2001 Fall Semester Down Load R 4017 2ZIP Care Student Served Report Categorical Comparison Report Course Section Comparision Report Primary amp Secondary Disability by Contact Services Report Enrollment Comparison Report EOPS Student Served Report WSCH Comparison Report Open Report Back Note See Appendix F for a detailed list of all available reports e Select the Report to view e Press Open Report Continued on next page 49 Reviewing Analysis Reports Continued How to review your reports continued Result The Selected Report opens in a new window CONTACTS DISTRICT California College CCD COLLEGE California College TERM Fall 2001 Contacts Contacts STUDENTS DISABILITY TYPE CATEGORIES Primary Disi Other Disability 000 Other Disability 000 Psychological Disability Visually Impaired Impaired Total Secondary Disability Acquired Brain Injury Developmentally Delayed Learner Hearing Impaired Learning Disabled Note This is only a partial report for d
16. CBEDITPC Section XBEDITPC Session XBEDITPC Assignment XBEDITPC Student Matriculation SMEDITPC Student DSPS SDEDITPC Student EOPS SEEDITPC Student Precollegiate PSEDITPC Basic Skills Student VTEA SVEDITPC Employee EBEDITPC Demographic COBOL Programs COBOL Programs Calendar StudentProgram Award SPEDITPC Student Financial Aid SFEDITPC Student Assessment SAEDITPC Fall Collection COBOL Programs rS Programs ee os TX File Preparation Definition TX File Rules The TX file captures information required for processing your district data e Submission year e District ID e Type of submission e Term End semester or quarter winter spring summer or fall e Employee actual or annual e Annual financial aid assessment or program awards e Calendar e Record types e Number of records for each record type e District contact information e DP Manager e Technical contact e Data Contact Note See Appendix B for additional TX file details e Report one record for each data file submitted e Report the TX file counting each record including itself e Records in the TX file do not need to be sorted in any particular order e If you use a file extension use must use the same one consistently e File extensions are not necessary e The record count may optionally be padded with leading zeros e Any files not submitted must not have a record written in the
17. Info Note See Appendix C for detailed information about AppletFile Upload 2 0 5 e Press Yes Continued on next page 18 Submitting your data to the Chancellor s Office Continued Procedure continued Result The Files To Upload page appears You are Submitting data for the following year 2001 District name CALIFORNIA COLLEGE District ID 04 Term ID 017 After clicking the Add button a dialog box will pop up for selecting file s Files to upload X Remove Remove 2000 State of California Gray Davis Governor Conditions of Use Privacy Policy Once you see this screen you are ready to locate the files for your submission e Press Add Continued on next page 19 Submitting your data to the Chancellor s Office Continued Procedure continued Result The Select files to upload pop up window appears Select files to upload loj x Look in Computer sl File name s Z OK Files of type A files X cancel e Type in the desired path or left click on the drive and navigate to the directory that holds the submittal files e Press OK Continued on next page 20 Submitting your data to the Chancellor s Office Continued Procedure continued Result The Select files to upload pop up window changes with your selections e Select files to upload For evaluation only loj x EATem 017 aE txt File name s 40401 Tcb t
18. RS SECTION IST CENSUS STATUS Record length is 57 characters DISTRICT COLLEGE IDENTIFIER TERM IDENTIFIER COURSE DEPARTMENT NUMBER SECTION IDENTIFIER SESSION IDENTIFIER SESSION INSTRUCTION METHOD SESSION DATE BEGINNING SESSION DATE ENDING SESSION DAYS SCHEDULED SESSION MEETING TIME BEGINNING SESSION MEETING TIME ENDING SESSION TOTAL HOURS Record length is 65 characters X 03 X 03 X 03 X 09 12 06 9 08 9 08 X 01 99V99 99V99 X 03 999 9 X 01 9 6 V9 X 03 X 03 X 12 X 06 X 01 9 08 X 01 99V99 99V99 X 01 X 01 X 01 9 03 X 01 9 6 V9 X 01 X 03 X 03 X 12 X 06 X 02 X 02 9 08 9 08 X 09 9 04 9 04 999V9 67 XEASSIGN Assignment CBCRSIN Course 101 GI03 01 00 00 00 01 XE02 XE03 XE04 101 GI03 01 02 03 CB04 05 06 07 08 09 10 CB11 CB13 CB14 CB15 CB19 CB20 CB21 CB22 DISTRICT COLLEGE IDENTIFIER TERM IDENTIFIER COURSE DEPARTMENT NUMBER SECTION IDENTIFIER EMPLOYEE IDENTIFIER SESSION IDENTIFIER FACULTY ASSIGNMENT TYPE FACULTY ASSIGNMENT PERCENT FACULTY ASSIGNMENT FTE FACULTY HOURLY RATE Record length is 49 characters DISTRICT COLLEGE IDENTIFIER TERM IDENTIFIER COURSE DEPARTMENT NUMBER COURSE TITLE COURSE TOP CODE COURSE CREDIT STATUS COURSE TRANSFER STATUS COURSE UNITS OF CREDIT MAXIMUM COURSE UNITS OF CREDIT MINIMUM COURSE BASIC SKILLS STATUS COU
19. RSE SAM PRIORITY CODE COURSE COOP WORK EXP ED STATUS COURSE CLASSIFICATION CODE COURSE SPECIAL CLASS STATUS COURSE CAN CODE COURSE CAN SEQ CODE COURSE CROSSWALK CRS DEPT NAME COURSE CROSSWALK CRS NUMBER COURSE PRIOR TO COLLEGE LEVEL COURSE NONCREDIT CATEGOR Y Record length is 139 characters X 03 X 03 X 12 X 06 X 09 X 02 X 01 9 03 999V99 999V99 X 03 X 03 X 12 X 68 X 06 X 01 X 01 99V99 99V99 X 01 X 01 X 01 X 01 X 01 X 06 X 08 X 07 X 09 X 01 X 01 68 Appendix E GI03 Term Identifier GI03 Details This data element identifies a term within an academic year as well as the academic year itself It occurs in all input records submitted by the colleges DED DATA ELEMENT NAME FORMAT GI03 TERM IDENTIFIER X 03 CODING It is in the format YYT where YY last two digits of calendar year in which the term occurs T single digit term type identifier listed below CODE TERM TYPE CODE TERM TYPE 5 Summer Term 6 Summer Quarter 7 Fall Semester 8 Fall Quarter 1 Winter Intersession 2 Winter Quarter 3 Spring Semester 4 Spring Quarter 0 Annual enter the year in which the reporting data period ENDS and College Calendar 9 Other Use for Employee fall first census reporting period NOTE College Calendar data is reported for the upcoming year All other Annual submissions are reported for the preceding year EXAMPLES SEMESTER System for 2000 01 Year Q
20. SPRINGWINTER TERMEHD Due Oct Student Basic File Student Basic File Financial Aid File Student Enrollment File Student Enrollment File Assessment File CourseF ile Course File Section Session Assign File Sectior Ses sion Assign File ANNUAL Student Matriculation File Student Matriculation File SUMMER TERMEHD Due Sep 1 Student Disability File Student D is ability F ile Student Basic F ile Program Award File Student EOPS File Student EDPS File Student EnrollmentF ile Student Precollegiate Basic Student Precollegiate Basic Course File Skills File Skills File Section Session Assign File EMPLOYEE FALL COLLECTION Student VATEA File Student VATEA F ile Student Matriculation F ile Collection Opens Nov 1 Employee Demographic File Employee Demographie File Student Dis ability File Employee Demographic File Optional Fall 2002 Mandatory Fall 2003 Student EOPS File Employee Assignment F ile Student Precollegiate Basic Skills F ile Student VATEA File COLLEGE CALENDAR Employee Demographic File College Calendar File All termeend files are due within one month after the end cf each term with the following exceptions 1 Winter Quarter data is due at the same time as Spring Quarter data 2 Districts with a Fall due date in January are not required to submit until the first Monday in February THE LAST DAY TO RESUBMIT Summer and or Fall term end files for allocation p urposes is the first Monday in July by 5 00 p m Spring term end files for allocation purp
21. Submission Test Site District Data Subrnission Submission Test Site Status UIS cake cn Det Edit Data Submission Submission Status Submission History For Questions or Comments please contact Debbie Toner Detail Summary Reports Analysis orts Referential Data Files Annual Headcount Press the Annual Headcount Link 51 Reviewing Annual Headcount Report continued The Annual Unduplicated Headcount Reports page appears California Home Thursday January 15 200 E CALIFORNIA COMMUNITY COLLEGES mE CHANCELLORS OFFICE Annual Unduplicated Headcount Reports These reports represent the annual unduplicated headcounts using the criteria specified by each program area These counts may not match the actual program allocation counts Any resubmission s of data may affect the counts Select District ALLAN HANCOCK DISTRICT Select year 2002 2003 Select Program VTEA Annual Undupliated Headcount Get Report Reset For Questions or Comments please contact Chuck Wiseley Choose your District Name from the drop down list Choose the Year from the drop down list Select VTEA Annual Unduplicated Headcount Press Get Report 52 Reviewing Annual Headcount Report continued The User name and password page appears California Home Thursday January 15 200 CALIFORNIA COMMUNITY COLLEGES CH Aw eb LL oO R s F ET Annual Unduplicate
22. TTERM Student Term continued SDDSPS Student DSPS SEEOPS Student EOPS PSPBS Student Precollegiate Basic Skills SB05 SB06 STD2 STD3 STD6 STD4 STDS5 STD7 SB27 GI01 GI03 5 02 5 00 SD01 SD02 SD03 SD04 SD05 101 GI03 SB02 SB00 SE01 SE02 SE03 SE04 SE05 SE06 SE07 SE08 SE09 SE10 GI01 GI03 5 02 5 00 501 502 STUDENT ETHNICITY STUDENT CITIZENSHIP STUDENT IST CENSUS CREDIT LOAD STUDENT DAY EVENING CLASS CODE STUDENT DAY EVENING CLASS CODE 2 UNITS EARNED WORKED STUDENT ACADEMIC LEVEL STUDENT DEG APPL UNITS EARNED THIS TERM STUDENT HEADCOUNT STATUS STUDENT CALWORKS STATUS Record length 115 character records DISTRICT COLLEGE IDENTIFIER TERM IDENTIFIER STUDENT NAME PARTIAL STUDENT IDENTIFIER STUDENT PRIMARY DISABILITY STUDENT PRIMARY DISABILITY SER CONT STUDENT SECONDARY DISABILITY STUDENT SEC DISABILITY SERV CONT STUDENT DISABILITY DEPT REHAB Record length 27 character records DISTRICT COLLEGE IDENTIFIER TERM IDENTIFIER STUDENT NAME PARTIAL STUDENT IDENTIFIER STUDENT EOPS ELIGIBILITY FACTOR STUDENT EOPS TERM OF ACCEPT STUDENT END TERM EOPS STATUS STUDENT EOPS UNITS REGISTERED STUDENT EOPS CARE STATUS STUDENT CARE TERM OF ACCEPT STUDENT CARE MARITAL STATUS STUDENT CARE NUMBER OF DEPEND STUDENT CARE TANF DURATION STUDENT EOPS CARE WITHDRAW Record length is 35 characters DISTRICT COLLEGE IDENTIFIER TERM IDENTIFIER STUDENT NAME PARTIAL S
23. TUDENT IDENTIFIER PBS STUDENT UNITS ACCUMULATED PBS STUDENT UNIT LIMIT WAIVER STAT Record length is 23 characters X 02 X 01 99V99 X 01 X 01 X 05 X 01 99V99 X 01 X 01 X 03 X 03 X 03 X 09 X 01 9 03 X 01 9 03 X 01 X 03 X 03 X 03 X 09 X 01 X 03 X 01 99V99 X 01 X 03 X 01 X 01 X 01 X 01 X 03 X 03 X 03 X 09 99V99 X 01 65 SVVATEA Student VTEA SMMATRIC Student Matriculation 101 GI03 SB02 SB00 5 01 SV02 SV03 SV04 SV05 SV06 SV07 SV08 DISTRICT COLLEGE IDENTIFIER TERM IDENTIFIER STU STU STU STU STU STU STU STU STU DENT NAME PARTIAL DENT IDENTIFIER DENT VOC PROGRAM PLAN STAT DENT VTEA FUNDED STATUS DENT VTEA ECON DISADV STAT DENT VTEA SINGLE PARENT STAT DENT VTEA DISPL HOMEMKER STAT DENT VTEA COOP WORK EXP ED TYPE DENT CRIMINAL OFFENDER STATUS STU DENT VTEA TECH PREP STATUS Record length is 27 characters 101 GI03 SB02 SB00 SM01 DISTRICT COLLEGE IDENTIFIER TERM IDENTIFIER STU STU STU STU STU STU STU STU STU STU STU STU DENT NAME PARTIAL DENT IDENTIFIER DENT MATRICULATION GOALS DENT MATRICULATION MAJOR DENT MATRICULATION SPECIAL NEEDS DENT MATRIC ORIENTATION EXEMPT STAT DENT MATRIC ASSESSMENT EXEMPT STAT DENT MATRIC COUNS ADVISEMNT EX STAT DENT MATRIC ORIENTATION SERVICES DENT MATRIC ASSESSMENT SERV PLACE DENT MATRIC ASSESSMENT SERV OTHER DENT MATRIC COUNS ADVISEMNT SERV
24. TX file Continued on next page TX File Preparation Continued TX File Rules TX File Term End amp Extension Rule Sample The District Data Submission Server will process syntactical and referential edit on all Term End data All submitted files must follow the naming convention Uddtttff where U is literal character U regardless of type of submission dd is first two digits of district code GIO1 ttt is three digit term identifier GIO3 ff is two character record code GI90 You will be notified by email as to how your submission processed Record layout for sample term end U65973TX DAT follows tx650973cb 3195u65973cbdat tx650973ps 1035u65973psdat tx650973sb 12427u65973sbdat tx650973sd 724u65973sddat tx650973se 702u65973sedat tx650973si 157u65973sidat tx650973sm 11407u65973smdat 1x650973sv 1872u65973svdat tx650973sx 40407u65973sxdat 1x650973xb 5187u65973xbdat 1x650973tx 11u65973txdatHamre William 80596505812213 Haskins John 80596505812451 Seagoe Martha 80596505812809 Continued on next page 10 TX File Preparation Continued Submitting Calendar Data Sample Calendar TX File Submitting Employee Sample Employee TX File The District Data Submission Server will process only syntactical edits on all Calendar data Upon passing syntactical limits your data will automatically be loaded to production unless email notification is made to misproject cccco edu All submitt
25. UARTER System for 2000 01 Year 2000 Summer Term 005 2000 Summer Quarter 006 2000 01 Annual Data 010 2000 01 Annual Data 010 2000 Employee Census 009 2000 Employee Census 009 2000 Fall Semester 007 2000 Fall Quarter 008 2001 Spring Semester 013 2001 Winter Quarter 012 2001 Spring Quarter 014 2001 02 College Calendar 020 2001 02 College Calendar 020 69 Appendix F Reports Syntactical and Following is a comprehensive list of all available reports Referential Term End Files Annual Calendar Employee Reports SP SF SA Syntactical Summary Syntactical Syntactical Syntactical Summary Summary Summary Syntactical Detail Syntactical Detail Syntactical Detail Syntactical SSN s SSN s SSN s Detail SSN s Summary Load Report Summary Load Summary Load Summary Load Report Syntactical Report Syntactical Report Syntactical Referential Summary Referential Referential Summary Summary Referential Detail Referential Detail Referential SSN s SSN s Detail SSN s Analysis Reports Term Semester Annual Employee Download Zip Download Zip Download Zip Care Student Served Report Letter to the District Categorical Comparison Calendar Report Summary Load Report Report Course Section Comparison Summary Load Report Report Calendar Primary amp Secondary Program Awards Report Assignment FTE Disability by Conta
26. User s Manual District Data Submission Prepared by the Chancellor s Office California Community Colleges February 2004 Table of Contents The District Data Submission User Manual O cau M 3 Roles and Responsibilities a e tas dt 4 Who contact for ne Docet i eue fis eut EE e Pe 4 Detailed Description of Data Components cud sub en oae ho ecd epe es 5 Key Submission Dates qu de BU EMEN 6 Submission Preparation eite e oed Gs e ed a den lasqa 7 Preparing data files Tor submission xd sa ra UR RO ERR 8 Data File Prograiu sicnt abi bed x Pea to 8 TX File Preparations aaah aha qhaaaqq khaya dah vena aaa sd 9 Requirements for submitting district data to the submission server 14 Submitting your data to the Chancellor s Office 15 Checking the Data Submission Status enne 25 View Data Submission History eb tcd enu ante 28 Reviewing Syntactical and Referential Reports eese 32 Requesting load of data to the COMIS Database 38 Downloadin
27. all Annual data Upon passing syntactical limits your data will automatically be loaded to production unless email notification is made to misproject cccco edu All submitted files must follow the naming convention Uddtttff where U is literal character U regardless of type of submission dd is first two digits of district code GIO1 ttt is three digit term identifier GI03 ff is two character record code GI90 You will be notified by email as to how your submission processed Record layout for sample annual U05970TX follows TX050970SF00001438U05970SF TX050970S100000018U05970SI TX050970SA00001238U05970SA TX050970SP00000619U05970SP TX050970TX00000005U05970TX MALLEY STAN 76075721210006725LATONE PHILIP 76075721210006730LATONE PHILIP 76075721210006730 Continued on next page 12 TX File Preparation Continued TX File Layout The Format of the TX Internet Transmittal File DED DATA ELEMENT NAME GI90 RECORD CODE IX 101 DISTRICT CODE 9 03 GI03 TERM IDENTIFIER 9 03 TX01 TRANSMITTAL RECORD CODE X 02 TX02 TRANSMITTAL RECORD COUNT 9 08 TX03 TRANSMITTAL FILE NAME X 08 TX04 TRANSMITTAL FILE EXT X 03 TX05 DP MANAGER NAME LAST X 16 TX06 DP MANAGER NAME FIRST X 10 TX07 DP MANAGER PHONE AREA 9 03 TX08 DP MANAGER PHONE NUMBER 9 07 TX09 DP MANAGER PHONE EXTENSION X 07 TX10 TECH CONTACT NAME LAST X 16 TX11 TECH CONTACT NAME FIRST X 10 TX12 TECH CONTACT PHONE AREA 9 03 TX13 TECH CONTACT PHONE NUMBER
28. ay contain any characters found on the standard telephone touch pad TECH CONTACT NAME LAST The last name of the technical contact person at the submitting district TECH CONTACT NAME FIRST The first name or other identifier for the technical contact person at the submitting district TECH CONTACT PHONE AREA The telephone area code of the individual identified in TX10 and TX11 TECH CONTACT PHONE NUMBER The telephone number of the individual identified in TX10 and 11 TECH CONTACT EXTENSION Any characters found on the standard telephone touch pad DATA CONTACT NAME LAST The last name of the person at the submitting district responsible for the accuracy of the data in the part of the submission identified in TX03 DATA CONTACT NAME FIRST The first name or other identifier for the data contact person at the submitting district DATA CONTACT PHONE AREA The telephone area code of the individual identified in TX15 and TX16 Continued on next page 57 Appendix B TX File Layout Continued TX18 TX19 9 7 X 7 DATA CONTACT The telephon PHONE NUMBER number of the individual identified in TX15 and TX16 DATA CONTACT The local tel EXTENSION identified in characters fo phon xtension of the individual TX15 and TX16 May contain any und on the sta
29. cal institution as each submission of data to COMIS generates a version number and the higher the version number the lower you are in the job queue Using the programs locally allows generation of all errors The PC executable pre submission edit programs are available at the following Web location http www cccco edu divisions tris mis cobol htm Each PC executable program has a corresponding Batch file which may be modified for use at your location The batch file lists all input and output files All required Run Time Input Files are also indicated Instructions for using the programs can be found in the Readme txt file Executing the syntactical edits at the District is a big part of getting the submission cleanly through the District Data Submission Process e Captures all errors locally e Chancellor s Office process only prints the first 100 errors e Reduce turnaround time for yourself and other districts e Get analysis reports quickly to appropriate personnel for validation Submission Preparation Continued Data File Program Matrix Definition The following table lists each Data File the timeline and the corresponding pre submission edit program for each data file The development programs will be implemented on August 19 2002 TERM END Data File Current PC Development D V COBOL Programs COBOL Programs Student Basic SBEDITPC Student Enrollment SXEDITPC Course
30. ct Services Enrollment Comparison Financial Aid Report Contract Duration Report EOPS Student Served Letter to the District EEO6 Activity Report WSCH Comparison Report Summary Load Report Ethnicity High School of Origin Gender Report Letter to the District Leave Status Summary Load Report Employment Status Student Characteristics Staff Report PDF Report Selected Statistics Report Total Units Attempted Full time Faculty Report Obligation VTEA Comparison Report 70 Appendix G Submitting The following information is provided to show the other submission types Non Term Data and the screens associated with them Press the Data Submission Link from the District Data Submission Page California Home wv Californiat Chancellor s Office Home CALIFORNIA COMMUNITY COLLEGES CHANCBLLOR S OFFICE Find a College District Data Submission The information provided here will assist the district in preparing submitting and evaluating their term end and annual MIS data to meet the following needs Eliminate hardcopy reporting Consolidate data collection Data integration Patu Links Provide longitudinal tracking abilities Data Mart and Reports Provide flexibility to answer Ad Hoc requests Provide common accepted data definitions For Questions or Comments please contact Kay Crabbe or Debbie Toner Press Data Submission T ink General Information User s Guide Submission Timeline Data Eler
31. d Headcount Reports These reports represent the annual unduplicated headcounts using the criteria specified by each program area These counts may not match the actual program allocation counts Any resubmissic AY P Select District ALL Please type your user name and password Select year 200 Site cccdata cecco edu Select Program vrE Realm cccdata cccco edu User Name Password Save this password your password list Get Report 2 DK Cancel For Questions or Comments please contact Chuck Wiseley Enter your User Name Enter your Password Press OK 53 Reviewing Annual Headcount Report continued The Selected Report opens in a new window 5 Unduplicated Voc Ed Disadvantaged Students 6 Unduplicated Voc Ed 1 All Students 3 Voc Ed Students Col 1 12 on Report 2 Students with DSS 26 675 12 549 6153 7 059 LL xs 256 View Print or Email the report 54 Appendix A Submission Timeline Definition The MIS Data Submissions Timeline which is an extremely useful one page chart can be found on the Web at the following location http www cccco edu divisions tris mis ded_doc dedvolii_ doc timelineii pdf Timeline CALIFORNIA COMMUNITY COLLEGES MANAGEMENT INFORMATION SYSTEM MIS DATA SUBMISSIONS TIMELINES ATTENTION Pleasereview critical resubmission timeline information at the bottom of th e page ANNUAL FALL TERMEHD
32. e Data integration Data Element Dictionary About Us Agency Provide longitudinal tracking abilities Syntactical Edit Rules Provide flexibility to answer Ad Hoc request es r Ad Pen da a 12723002 Provide common accepted data definitions Data Mart and Reports Referential Edit Rules 10 21 02 Analysis Report User s For Questions or Comments please contact Debbie Toner Guide Memos Data Submission IPEDS SRTK Contact Us Pd and Output Submission Pre submission Data Edit History Link Submission Submission Status Submission History Detail Summ orts Analysis Reports Referential Data Files Result The Submission History Page appears District Data Submission Submission History Please select a district name Select your District Name from the drop down list Continued on next page 28 View Data Submission History Continued How to use it continued Result new section of the Submission History page appears listing all submissions where history is available District Data Submission Submission History California College California College District Year Term Version 2002 Annual 5 2001 Fall Employee 1 2001 Fall Term 14 2001 Summer Term 2001 Spring Semester 2001 Winter Intersession 2001 Annual 2000 Fall Employee 2000 Fall Term 2
33. ed files must follow the naming convention Uddtttff where U is literal character U regardless of type of submission dd is first two digits of district code GIO1 ttt is three digit term identifier GIO3 ff is two character record code GI90 You will be notified by email as to how your submission processed Record layout for sample calendar U05980TX follows TX050980CC00000365U05980CC TX050980TX00000002U05980TX MALLEY STAN 76075721210006725LATONE PHILIP 76075721210006730LATONE PHILIP 76075721210006730 The District Data Submission Server will process only syntactical edits on all Employee data Upon passing syntactical limits your data will automatically be loaded unless email notification is made to misproject cccco edu All submitted files must follow the naming convention Uddtttff where U is literal character U regardless of type of submission dd is first two digits of district code GIO1 ttt is three digit term identifier GIO3 ff is two character record code GI90 You will be notified by email as to how your submission processed Continued on next page Record layout for sample employee U05970TX follows TX050970EB00000438U05970EB TX050970EJ00000619U05970EJ TX050970TX00000003U05970TX MALLEY STAN 76075721210006725LATONE PHILIP 76075721210006730LATONE PHILIP 76075721210006730 11 Submitting Annual Data Sample Annual TX File The District Data Submission Server will process only syntactical edits on
34. emonstration purposes e View or Print or Email the report 50 Reviewing Annual Headcount Report Select http www cccco edu divisions tris mis submission htm into your web browser From the District Data Submission web page Follow these steps for viewing your Annual Headcount Report http www cccco edu divisions tris mis submission htm Press the Annual Headcount link Chancellor s Office Home CALIFORNIA COMMUNITY COLLEGES _ D L O RI S OFFICE 9 VCA his Site Find a College Q This Site District Data Submission MIS Home Grants N The information provided here will assist the district in preparing submitting and Programs and Service evaluating their term end and annual MIS data to meet the following needs Reports User s Guide Eliminate hardcopy reportin PES 2 Job Opportunitie Feld C d Submission Timeline e Data integration Data Elernent Dictionary About Us Agency e Provide longitudinal tracking abilities Syntactical Edit Rules Provide flexibility to answer Ad Hoc requests z Provide common eceapled dela definitions Referential Edit Rules Data Mart and Reports Analysis Report User s Guide Now Available Memos 1 Test submitting Financial Aid Data using the new file structure Data Submission 2 Test submitting Term End Data including EB as a term end file e IPEDS e SRTK District Data Submission Test Site Contact Us Data
35. ential files which are available after district data have been loaded to the database 101 5 00 SB01 SB03 SCDI SCD2 101 5 00 GI03 SB02 STDI SB08 SB09 SB11 SB12 SB15 SB16 SB17 SB18 SB19 SB20 SB21 STD8 STD9 SB22 SB23 SB24 SB25 SB26 SB14 SB04 DISTRICT COLLEGE IDENTIFIER STUDENT ASSIGNED KEY STUDENT IDENTIFIER STUDENT IDENTIFIER STATUS STUDENT BIRTH DATE FIRST TERM ATTENDED LAST TERM ATTENDED Record length 36 character records DISTRICT COLLEGE IDENTIFER STU DENT IDENTIFIER TERM IDENTIFIER STU STU STU ZIP STU STU STU STU STU STU STU STU STU STU STU STU STU STU STU STU STU STU STU DENT NAME PARTIAL DENT AGE AT TERM DENT ZIP CODE DETAIL DENT RESIDENCE CODE DENT EDUCATION STATUS DENT HIGH SCHOOL LAST DENT ENROLLMENT STATUS DENT UNITS EARNED LOCAL DENT UNITS EARNED TRANSFER DENT UNITS ATTEMPTED LOCAL DENT UNITS ATTEMPTED TRANSFER DENT TOTAL GRADE POINTS LOCAL DENT TOT GRADE POINTS TRANSFER DENT LOCAL CUM GPA DENT TOTAL CUM GPA DENT ACADEMIC STANDING DENT APPRENTICESHIP STATUS DENT TRANSFER CENTER STATUS DENT GAIN STATUS DENT JTPA STATUS DENT EDUCATIONAL GOAL DENT GENDER X 03 X 09 X 09 X 01 9 08 X 03 X 03 X 03 X 09 X 03 X 03 9 03 X 05 X 04 X 05 X 05 X 06 X 01 9999V99 9999 99 9999 99 9999 99 9999V99 9999V99 9V99 9V99 X 01 X 01 X 01 X 01 X 01 X 01 X 01 Continued on next page 64 S
36. g Post Processing Data Files a 39 Revitewme Analysis Reports sided haute deditus A poat etu e na dote 46 Reviewing Annual Headcount Repotrts Po e halle Re t id 51 Appendix A Submission Timeline na te i quante e eaa 55 Appendix B TX File amp ome ds ev Ds 56 Appendix C Java Applet u a a val iad R D dpi e Eh 59 Appendix D Referential Files Structure aus 64 Appendix E General Identification 69 Appendix F is s nana qu s a a eee 70 Appendix G Submitting Non term Data n enne 7 The District Data Submission User Manual Introduction Implementation of COMIS Implementation Timing Overview The passage of Proposition 13 in 1978 required the State to assume a much greater role in financing the operations of the community colleges and with this greater State role came a greater State Interest in the work of the colleges and how they manage their resources Additionally the changing demographics of the student population the greater emphasis on vocational courses of study and the larger role played by non credit and remedial programs triggered legislative and executive branch interest in the mission of the
37. he Pre submission Data Edit Analysis Reports Data Submission L ink Submission Status Submission History Detail Summi orts Referential Data Files Continued on next page 46 Reviewing Analysis Reports Continued How to review your reports continued Result The Analysis Reports page appears California Home Monday January 27 2003 CALIFORNIA COMMUNITY COLLEGES MmCHANE EE LOK Ss CORP Let District Data Submission Submission Analysis Reports California College z Annual Calendar Financial Aid Program Award Assessment Term Employee Referential Summary Employee Demographics Employee Full Time Faculty Obligation Next Analysis Reports Reference Guide For Questions or Comments please contact Debbie Toner 2000 State of California Gray Davis Governor Conditions of Use Privacy Policy e Choose your District Name from the drop down list e Choose the Report Submission type e Press Next Continued on next page 47 Reviewing Analysis Reports Continued How to review your reports continued Result The Submission Analysis Reports page appears District Data Submission Submission Analysis Reports District 040 California College Term Data 10 21 2001 2001 Summer Term 08 13 2001 2001 Spring Semester 10 25 2001 2001 Winter Intersession 10 21 2001 2000 Fall Semester 09 20 2000 2000 Spring Semester 10 13 2001 2000 Summer Term 02 20 2000 133
38. leges for MIS and research purposes Note See Appendix D to view the ReadMe file included with the Referential Edit files From the District Data Submission web page Follow these steps for downloading your Referential Data Files wes California St Chancellor s Office Home CALIFORNIA COMMUNITY COLLEGES CHANCELLOR S OTFTCE Find a College Grants The information provided here will assist the district in preparing submitting and Programs and Services evaluating their term end and annual MIS data to meet the following needs General Information Reports User s Guide d Eliminate hardcopy reporting SES x Consolidate data collection x Submission Timeline Data integration Data Element About Us Agency Provide longitudinal tracking abilities Syntactical Edit Rules Provide flexibility to answer Ad Hoc requests 42 23 02 Provide common accepted data definitions Data Mart and Reports Referential Edit Rules 10 21 02 Analysis Report User s For Questions or Comments please contact Debbie Toner Guide Memos Data Submission IPEDS SRTK Contact Us and Output Press the Pre submission Data Edit Data Submission Referential CaP Data Files Link Submission History Detail Summ rts Analysis Reports Referential Data Files District Data Submission Continued on next page 39 Downloading Post Processing Data Files continued How to get the files continued Resul
39. ndard telephone touch pad 58 Appendix Java Applet Applet File This Java Applet is downloaded to your Computer during the Data Upload 2 0 5 Submission process It is a required piece of software that enables the upload of the Data Submission files to the COMIS submission Server What it looks During the Data Submission process you will be presented with the following like pop up window x Do you want to install and run AppletFile Upload 2 0 5 signed on 12 16 1999 10 37 and distributed by Infomentum LTD Publisher authenticity verified by VeriSign Commercial Software Publishers CA Caution Infomentum LTD asserts that this content is safe You should only install view this content if you trust Infomentum LTD to make that assertion SIGNED WITH PERMISSIONS Full Permissions Always trust content from Infomentum LTD Yes No More Info The only action required by you is to press the Yes button It will install itself in the background and need no further interaction Best Practice The most efficient way to handle this install is to check the trust box Always trust content from Infomentum LTD Click the Yes button Yes No More Info Continued on next page 59 Appendix C Continued Clicking No You must click the Yes button and load the applet in order to submit data Clicking No or closing the window before execution will cause the following error screen to appear
40. nent Dictionary Referential Edit Rules Syntactical Edit Rules Memos Contact Us District Data Submission and Output Pre submission Data Edit Data Submission Submission Status Submission History Detail Summai is rts Referential Data Files orts 71
41. of 01 DISTRICT CODE is equal to GI03 TERM IDENTIFIER for this submission FF is equal to GI90 RECORD CODE for the submission file identified 01 XB for the XB XE XF file TRANSMITTAL FILE EXTENSION The file extension or type of the transmittal file submitted by FTP A file extension is not required by the host that receives the files Space fill if not used Data elements TX05 through TX14 identify the data processing manager technical contact and person s responsible for the submission data at the district They should be reported only for the record where element TX01 is TX and space filled in all other records DP MANAGER NAME LAST The last name of the DP manager at the submitting district DP MANAGER NAME FIRST The first name or other identifier for the DP manager at the submitting district Continued on next page 56 Appendix B TX File Layout Continued TX07 TX08 TX09 TX10 TX11 TX12 TX13 TX14 TX15 TX16 TX17 X 16 X 10 X 16 X 10 DP MANAGER PHONE AREA The telephone area code of the individual identified in TX05 and TX06 DP MANAGER PHONE NUMBER The telephone number of the individual identified in TX05 and TX06 DP MANAGER EXTENSION The local telephon xtension of the individual identified in TX05 and TX06 M
42. on is not current and valid at the time of download Internet Explorer can display a warning This program s publisher has obtained a certificate for this program from a recognized certificate issuer so that the authenticity of this program can be verified Any software or component you install can potentially harm your computer To view details about the software click the underlined program name in the dialog box If the program name is not underlined the publisher did not furnish an Internet address to obtain additional information To view details about the certificate click the underlined software publisher s name in the dialog box Given what you know about this software its publisher and your computer you must decide whether to proceed with installing and running this software Additionally if vou trust this software publisher completely you can choose to bypass this dialog box in the future for all software from this publisher that has certificates and automatically install and run their software If given this information you still do not feel confident in installing this software then click No More than you ever wanted to know but were afraid to ask Appendix Browser Version Internet Explorer IE 5 Netscape 4 7 63 Appendix D Referential Files Structure REFERENTIAL README TXT SBSTUDNT Student Basic STTERM Student Term The following is the file layout for the refer
43. oses is the first Monday in August by 5 00 p m Financial Aid data for VTEA allocation purposes is the last weekday in January by 5 00 p m Employee Fall Collection for inclusion in initial IPEDS data upload is the first Friday in December by 5 00 p m Employee Fall Collection for inclusion in the final IPEDS data upload is the fourth Friday in January by 5 00p m Employee Fall Collection for inclusion in the Full Time Faculty Obligation Report is the second Friday in January by 5 00 p m tmehellxe Xaviion Data 1203 02 55 Appendix B TX File Layout TX file details Name GI90 GIO1 6103 TX01 TX02 TX03 TX04 TX05 TX06 Length X 2 9 03 9 03 Note X 16 X 10 Description TX DISTRICT CODE The three character code uniquely identifies th reporting college TERM IDENTIFIER This data element identifies a term within an academic year as well as the academic year itself TRANSMITTAL RECORD CODE The GI90 RECORD CODE for the transmittal file that this record reports on XB for the XB XE XF file TRANSMITTAL RECORD COUNT The count of records in the submission file identified in TX01 Should be right justified TRANSMITTAL FILE NAME The name of the transmittal file submitted by FTP Should conform to the pattern UDDTTTFF where U is a literal character U All types of submissions DD is the first two numerals
44. pe e Select the files e Transmit the files Press the Data Submission Link from the Main page California Home wo Californias Chancellor s Office Home CALIFORNIA COMMUNITY COLLEGES CHANCELLOR S OFFICE Find a College Grants The information provided here will assist the district in preparing submitting and Programs and Services evaluating their term end and annual MIS data to meet the following needs General Information Reports User s Guide Job PR Eliminate hardcopy reporting Submission Timeline Consolidate data collection About Us Agency Data integration Data Element Dictionary Provide longitudinal tracking abilities Syntactical Edit Rules Data Mart and Reports District Data Submission Provide flexibility to answer Ad Hoc requests Provide common accepted data definitions 12 23 02 Referential Edit Rules 10 21 02 Analysis Report User s For Questions or Comments please contact Debbie Toner Guide Memos Data Submission IPEDS SRTK Contact Us and Output Pre submission Data Edit Data Submission Submission Status Press Data Submission History 4 Detail Summary Reports Submission Link Referential Data Files Continued on next page 15 Submitting your data to the Chancellor s Office Continued Procedure continued Login to the MIS Data Submission Site MIS DATA SUBMISSIONS LOGIN District Name CALIFORNIA COLLEGE User Name ccc Password
45. rm 2001 Fall Term Version Link High Version 14 Low Version 1 Date Loaded to Production Database 05 06 2002 Version Processing Description Date Submitted Initiated By 13 Referential processing has completed 2002 05 02 11 40 18 California College District 13 Submission has passed referential limits 2002 05 02 11 06 38 California College District 13 Referential reports ready for viewing or download 2002 05 02 11 06 12 California College District 13 Submission has passed syntactical limits 2002 05 02 10 50 16 California College District 13 Syntactical reports ready for viewing or download 2002 05 02 10 50 12 California College District 13 Submission placed in queue 2002 05 02 10 44 44 California College District Result You can see and compare all previous versions of this submission 31 Reviewing Syntactical and Referential Reports Definition How to review your reports Syntactical and Referential reports are created during the processing of your district data submission These reports show in detail the errors that occurred during processing From the District Data Submission web page Follow these steps for vlewing you Syntactical and Referential Edit Reports California Home v California Chancellor s Office Home CALIFORNIA COMMUNITY COLLEGES CHANCELLOR S OFFICE Find a College Grants The information provided here will assist the district in
46. st received during the prior fiscal year applicant for financial aid administered Key Submission Dates Listed below are the submission due dates for all data files to be submitted to COMIS Note See Appendix A for additional information about the Data Submission Timeline TERM END Due thirty days after end of term ANNUAL Due thirty days after end of Spring term ANNUAL Due September 1 st ANNUAL Due October 1 st Employee Fall Collection Collection period opens November 1st e Student Basic e Student Enrollment e Course e Section e Session e Assignment e Student Matriculation e Student DSPS e Student EOPS e Student Precollegiate Basic Skills e Student VTEA e Employee Demographic mandatory Fall term 2003 e Calendar e Student Program Award e Student Financial Aid e Student Assessment e Employee Demographic e Employee Assignment Submission Preparation Edit data locally prior to submission Importance of Pre editing your data Data files are to be submitted in accordance with established standards described in the Data Element Dictionary under Data Reporting Domains and Formats Each data file page describes the Reporting Domain Data Element Names and Numbers Record Formats and Record Layouts All syntactical edit programs used by COMIS are available for use in pre editing data prior to submission to COMIS The Chancellor s Office recommends pre editing data at your lo
47. t com for details Insure these are the proper transmittal files Press Upload Upload Progress For evaluation only This box shows the progress of your upload Continued on next page 23 Submitting your data to the Chancellor s Office Continued Procedure continued Result The Upload Results Page appears If the upload was successful you will see this page displayed Upload Results These are the file s that have been uploaded u04017cb txt u0401 7ps txt u04017sb txt u04017sd txt U04017se txt u04017si txt u04017sm txt u0401 7sv txt u0401 7sx txt u0401 7tx txt u04017xb txt All file s selected for upload have been received 2000 State of California Gray Davis Governor Conditions of Use Privacy Policy Result You are finished 24 Checking the Data Submission Status Description The Data Submission Status displays all Data submissions currently processing on the District Data Submission Server How it works The order shown is the order in which they will process The processing order Is based on a number of factors Version Number If your Version is Then Lower than a cabin scion that has Your bmi i will run been in the queue longer before theirs Lower than the version of another The lowest version will run of your own submissions first The same version as another Their submission will run submission that has been in the before yours beca
48. t The Referential Data Files page appears California Home Friday Januar CALIFORNIA COMMUNITY COLLEGES G HOAN CE T CORES District Data Submission Referential Data Files California College i For Questions or Comments please contact Debbie Toner 2000 State of California Gray Davis Governor Conditions of Use Privacy Policy e Select your District Name from the drop down list e Press Next Continued on next page 40 Downloading Post Processing Data Files Continued How to get the files continued Result The Referential Data Files list for your District appears District Data Submission Referential Data Files District 04 California College 05 02 4 D f l 10 09 2001 4 104015 zip 2001 Summer Term 06 06 2001 4 104013 21 2001 Spring Semester 07 16 2001 det04011_ 21 2001 Winter Intersession 10 17 2001 datQ400 zip 2000 Fall Semester 10 03 2001 det04005 zip 2000 Summer Term 08 24 2000 dat04003 2000 Spring Semester 02 16 2000 904997 zip 1993 Fall Term zl Download Data Back e Select the ZIP file to download e Press Download Data Continued on next page 41 Downloading Post Processing Data Files continued How to get the files continued Result The Enter Network Password dialog box appears Enter Network Password 2 xl Please type your user name and password Site cccdata cccco edu Realm cccdata cccco edu
49. use of the queue longer than yours Date and Time factor Date and Time e First come first served If version number is the same Continued on next page on next page 25 Checking the Data Submission Status Continued How to Access From the District Data Submission Web Page you can click on the link it entitled Submission Status or follow the link below California Home wes California CHANCETLOR S OF FICE Chancellor s Office Home CALIFORNIA COMMUNITY COLLEGES Find a College News Grants About Us Agency Related Links Data Mart and Reports District Data Submission The information provided here will assist the district in preparing submitting and evaluating their term end and annual MIS data to meet the following needs User s Guide Eliminate hardcopy reporting EX gt Consolidate data collection Submission Timeline e Data integration Data Element Dictionary Provide longitudinal tracking abilities Syntactical Edit Rules Provide flexibility to answer Ad Hoc requests 42 23 02 Provide common accepted data definitions Referential Edit Rules 10 21 02 Analysis Report User s For Questions or Comments please contact Debbie Toner Guide Memos Data Submission IPEDS SRTK Contact Us and Output Pre submission Data Edit Data Submission Submission Status Submission History Press the Submission Status Link
50. wing Syntactical and Referential Reports Continued How to review your reports continued Result A Login dialog box appears Enter Network Password 2 xl Please type your user name and password Site cccdata cccco edu Realm cccdata cccco edu User Name Password Save this password in your password list Cancel Note Depending access rights you may may not be prompted for additional User Names and Passwords e Enter your User Name e Enter your Password e Press OK Continued on next page 35 Reviewing Syntactical and Referential Reports Continued How to review your reports continued Result The report you selected opens in a new browser window COURSE 31 2 359 14 5 1 Field Exceptions 0 15 99 2 0 6 0 2 0421 Fall Semester 2001 Processed Syntactical May 2 2002 Processed Referential Total Records Read Written Rejected CLASSIFICAT CODE field values were invalid Referential Exceptions and Messages 2 490 100 0 TOTAL RECORDS WRITTEN TO THE PRODUCTION TABLE PRECOLLEGIATE BASIC SKILLS Total Records Written Rejected Referential Exceptions and Messages TOTAL RECORDS WRITTEN TO THE PRODUCTION TABLE PBS STUDENT MUST ENROLL IN AT LEAST 1 PBS COURSE PBS STUDENT CANNOT ENROLL ESL COURSE STUDENT ID NOT FOUND IN PRODUCTION TABLE May 2 04017 v 13 California College CCD College 041 California College 200
51. wnload completes Folder Cancel e Let the download continue by not pressing anything e The Percent Completed dialog box will finish and close Result The file is accessible in the folder selected for download 45 Reviewing Analysis Reports Definition How to review your reports Analysis reports are created after your data has been loaded to the COMIS Production Database From the District Data Submission web page Follow these steps for viewing your Analysis Reports California Home wm Californiat Chancellor s Office Home CALIFORNIA COMMUNITY COLLEGES CHANCELLOR S OFFICE I Find a College Hewes District Data Submission Grants X The information provided here will assist the district in preparing submitting and Programs and Services evaluating their term end and annual MIS data to meet the following needs Reports User s Guide Eliminate hardcopy reporting ES 5 5 dob Opportunities Consolidate data collection Submission Timeline Data integration Data Element Dictional About Us Agency Provide longitudinal tracking abilities Syntactical Edit Rules Provide flexibility to answer Ad Hoc requests Provide common accepted data definitions p Data Mart and Reports Referential Edit Rules 10 21 02 Analysis Report User s For Questions or Comments please contact Debbie Toner Guide Memos Data Submission IPEDS SRTK Contact Us District Data Submission Press t
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