END-USER DATA SUB-COMMITTEE
Minutes
/NOVEMBER 5, 2010
/10:00A.m. – 11:00A.M.
/CSSC MULTI-PURPOSE ROOM
Attendees / Edwin Deas, Jean Waggoner, Cynthia Spence, Kathleen Hudgins, Nancy Moll, Ted Grofer, Carol Lasquade, Rey Ortiz, Dan Kleinfelter, Wade Ellis, Bob Blizinski, Ray Griffith, Kevin Snyder, Bina Isaac, Emila Rahimic, Doug MacIntire, Michael Harlow, Jim BergRecorder: Linda Costagliola
Minutes Approved:
Agenda topics
1. select co-chair
/edwin deas
Discussion / E. Deas asked if anyone would like to volunteer to be a Co-Chair. Jean Waggoner volunteered.Conclusions / Edwin Deas and Jean Waggoner are the Co-Chairs.
Action items / Person responsible / Deadline
1. Schedule Meeting with E. Deas and J. Waggoner prior to next meeting. / Linda Costagliola / 11/30/10
2. review the purpose of the end-user data sub-committee
/edwin deas
discussion / E. Deas reviewed the role and products of the committee provided by College Planning Council.Role: Provide the data and analysis that feeds the global dialogue about who we are, what we do, and how we balance student access and success. Members of this sub-committee must be “bi-lingual” – able to provide translation services between IS and the end users of the data.
Products: Conduct and review internal and external scans designed to generate information and data regarding the needs of the service area and to align District objectives with the needs of its constituents. Work closely with the Office of Institutional Research to analyze data for academic areas and make it user friendly.
This sub-committee will make an effortto bring together the data through the people on the campus thatare developers, providers and analyzers of data with the end users. The end users can be instructional, services/programs, and their use could be for reporting purposes and informing decision making. By testing the match of what is available and what do we need, there is a need to develop a mutual understanding, establish the purpose of the data, and assess quality and quantity of what we have. Then we may want to review availability and utilization of alternative data at other colleges.
The only research analyst that we have currently in research is Emila Rahimic. She works in tandem with Bina Isaac. T. Grofer commented that in one of the handouts that was e-mailed to the committee prior to this meeting; Achieving the Dream/Community Colleges Count – Using Data to Increase Student Success: A Focus on Diagnosis, and Institutional Research and the Culture of Evidence at Community Colleges, it references manpower of four individuals on a data research team. The elimination of COD’s research Director was due to the state-wide budget crisis.
conclusions / Committee will move forward with the purpose presented today and make any changes they deem necessary.
action items / person responsible / deadline
1. None
3. data discovery – presentation on current data sources
/bina isaac
discussion / B. Isaac presented a PowerPoint presentation on Data Discovery. Presentation will be posted on the portal. Below are items B. Isaac reviewed from the presentation:Information Dissemination – data resources that the college currently offers – IS offers special training sessions in TLC on these areas:
- Datatel: Executive Reports,standard reports for each module, MIS, Informer Reports, Research Web Pages
- MIS – is consistent data
- Cal-Pass, ARCC, Chancellor’s Office Data Mart, FTO, IPEDS, CPEC
Cal-Pass: The only system that collects data about student success and transition from every segment of education, K-16. Informed by data, powered by inspiration and developed through collaboration — Cal-Pass partners identify problems, develop local solutions, and bring them to scale across regions and throughout California to achieve Success at Every Level. The work done by Cal-Pass is focused on problem identification through the use of data. Whenever Cal-Pass staff or Professional Learning Council (PLC) participants identify a problem, educators work on solutions. Educators have used Cal-PASS data to take a critical look at student outcomes and improve student achievement. B. Isaac invited everyone to a demonstration on Smart Tools scheduled on January 18th at 2:00 p.m. Cal-Pass meets here once a month and B. Isaac invited everyone.
Enrollment Management System (EMS): Custom developed tool by COD faculty, staff and leadership to manage enrollment.
- Reports (will explain how EMS measures both projected and assigned faculty workloads in contact hours, units of workload and FTE, as well as provide Student faculty ratios per section, FTEF to FTES and WSCH to FTES at any organizational aggregate; allowing users to quickly see erroneous data);
- Analyze semester course data, schedules, catalog values, assigned faculty workload, contact hours, enrollment, FTES (estimated and effective) and productivity ratios;
ARCC: Accountability Reporting for Community Colleges: The purpose of ARCC is to evaluate each college’s performance based on the state’s educational outcomes priorities, to present a fair picture of how colleges across the state are performing, and to provide colleges with information that will help them to improve their programs. ARCC indicators track a cohort of students as they progress through the California Community College system.
COD Research Webpage: Information on Enrollment/FTES, Student Characteristics, Information Warehouse, Program Review, Environmental Scan, Links, Enrollment Management System, Research Request and Fact Book.
Data Dictionaries
- California Community Colleges Chancellor’s Office Data Element Dictionary
- RP Group California Community
- Datatel Data Dictionary
- COD Glossary of Terms
CPEC: California Postsecondary Education Commission – California’s Policy Advisor for Higher Education – Has data on high school to college transition, higher education enrollments and graduation and other information. The Commission’s website has data located in many different formats and is available in the variety of ways. The table below describes some of the most common requests with links to where the data is located. The “Quick / Snapshots” pages are one or two click tables or graphs. The “Detailed Data” pages have multiple options to fully customize the data. The “Index Entries” lead to the general category in the Index which has links to more locations of information on the website.
R. Ortiz asked if there are any glitches in the system when running data through MIS or through Datatel. B. Isaac said that they have submitted the MIS report on time with 99.99% accuracy. Last year Bina attended a conference at San Bernardino Community College Districtthat was hosted by the Chancellor’s Office regarding MIS reporting.The Chancellor’s Office showed some colleges that did well with their MIS reporting and colleges that have not done so well. One college that they choose as a “model college” was College of the Desert. Bina thanked Lauro Jimenez for his hard work on the MIS report. There are some areas on campus that are reporting data by hand: Vatea and the Nursing Program. One way to correct this is to scan the reports. The only reason why COD has not done this is the lack of personnel in the IT department and the nursing and Vatea program. Other colleges, as soon as the data is entered either through application or registration forms,run an exception report at the beginning of the year and then clean up the data (any data). COD does not do this until the MIS report is due.
W. Ellis commented that the financial and payroll information is not kept on Datatel. It’s kept on Galaxy. The problem is that the HR information that is kept on Datatel but that doesn’t necessarily match what is actually produced in Galaxy. This is not a complete in sync process….it’s double entry, separate entry and separate reporting. B. Isaac said that the data can be pulled from Galaxy and be put it in Datatel.
C. Lasquade mentioned that she would like to see on the transcript the number of units that a student has broken down: how many units of basic skills, how many units just go to an AA, how many units go to CSU and what categories they go in and then how many are in IGETC that go to UC. At a glance, a student will know and this will help counselors counsel students. Some colleges have this information and C. Lasquade gave all that information to Florante Roa. Florante tried to make this happen but there was a glitch in the way that Datatel is set up and he couldn’t. Right now this is done by hand. B. Isaac will follow up with Florante Roa.
R. Ortiz recommended that as the committee goes through developing a plan that the committee review the technology report and the Educational Master Plan.
conclusions
action items / person responsible / deadline
1. None
4. schedule of meetings and agendas
/edwin deas
discussion / The next scheduled meetings are December 3rd at 10am, February 4th at 1pm, March 11th at 10am and April 8th at 10am. These dates were provided by College Planning Council. Since Doug MacIntire is the chair of the Data Advisory Task Force, the committee felt that it would be beneficial to this sub-committee if we change the meeting time to 1:30 p.m. so that Doug MacIntire would be able to attend. As it stands now, D. MacIntire would not be able to attend the 10am meetings because he is teaching at that time.Future agendas:
First Meeting/November: Focus on purpose and presentation on data sources
Second Meeting/December: Review of data sources and each member speak to data needs, part 1
Third Meeting/February: Each member speak to data needs, part 2
Fourth Meeting/March: Assessment of match of sources and needs and development of preliminary Data Development Plan
Fifth Meeting/April: Review of other Colleges and Finalization of Data Development Plan
conclusions / Changed meeting times to 1:30 p.m.
action items / person responsible / deadline
- Change meeting times to 1:30 p.m.
Meeting adjourned at11:00 a.m.