CALIFORNIA COMMUNITY COLLEGES MANAGEMENT INFORMATION SYSTEM DATA ELEMENT DICTIONARY VOLUME II

Transcription

1 VOLUME II CHANCELLOR'S OFFICE CALIFORNIA COMMUNITY COLLEGES OCTOBER 2000

2 CHANCELLOR'S OFFICE CALIFORNIA COMMUNITY COLLEGES TABLE OF CONTENTS SECTION A NOTE TO THE READER INTRODUCTION Purpose of this Document Document Organization Document Revisions PAGE i ii ii ii MIS DATABASE DESIGN AND OVERVIEW Purpose 1.01 Design Objectives 1.01 Major Categories of Information 1.02 Database Overview 1.02 Principle Databases 1.04 Rationale for Data Element Code Values DATA ELEMENTS General data elements (GI01,GI03, GI90, GI92) 2.01 Student Basic data elements (SB00-SB27) 3.01 Categorical Programs Student DSP&S data elements (SD01-SD05) 4.01 Student EOPS data elements (SE01-SE10) 5.01 Student Financial Aid data elements (SF01-SF22) 6.01 Student Enrollment data elements (SX01-SX05) 7.01 Course/Program Awards Course data elements (CB00-CB22) 8.01 Student Program award data elements (SP01-SP04) 9.01 Section/Session/Assignment Section data elements (XB00-XB10) Session data elements (XF00-XF07) Faculty data elements (XE01-XE04)(Impl Fall 2003) Matriculation/Assessment Student Matriculation data elements (SM01-SM13) Student Assessment data elements (SA01-SA06) Employee Employee Demographic data elements (EB00-EB13) (Impl Fall Collection 2003) Employee Assignment data elements (EJ01-EJ08) LAST REVISION: 10/02/02

3 SECTION PAGE DATA ELEMENTS (continued) Student Precollegiate Basic Skills data elements (PS01-PS02) Student Vocational (VTEA) data elements (SV01-SV08) College Calendar Day data elements (CC01-CC08) DERIVED DATA ELEMENTS Student Characteristics (STD1-STD9) L.01 Section Elements (XBD1-XBD5) M.01 Student Enrollment Elements (SXD1-SXD4) N.01 Student Term Elements (SCD1-SCD5) O.01 DATA REPORTNG DOMAINS AND FORMATS Student Basic data record R.01 Student Enrollment record R.02 Student Disability record R.03 Student EOPS record R.04 Student Program Award record R.05 Student Matriculation record R.06 Student Assessment record R.09 Student Financial Aid record R.010 Section data record R.011 Session data record R.012 Assignment data record R.013 Course data record R.014 SSN Update record R.015 Student Precollegiate Basic Skills record R.016 Student VTEA data record R.017 College Calendar Day data record R.018 Employee data records R.019-R.020 Employee Demographic data record R.021 Employee Assignment data record R.022-R.023 APPENDICES Appendix A College and District Codes by Region A1-A7 Appendix B District Codes, Alphabetically B1-B3 Appendix C College Codes, Alphabetically C1-C4 Appendix D CSU and UC Campus Codes (Deleted) D-1 Appendix E County Codes, Alphabetically E-1 Appendix F United States & Possession Codes F-1 Appendix I Assessment Instruments I-1 Appendix J Earned versus Attempted Units J-1 Appendix K Examples of Curriculum Areas by Credit Status (Del) K-1 Appendix R Employee Assignment Decision Tables S-1 Appendix V Disability Categories, Title 5 (Deleted) V-1 LAST REVISION: 10/02/02

4 A NOTE TO THE READER This document contains definitions and coding structures for each of the elements collected through the California Community College Management Information System. In addition, a high level overview of the design of the system, and the structure of the various records to be submitted to the Chancellor's Office are provided. As additional data elements are defined, the data element dictionary will be expanded to include them. LAST REVISION: 10/01/00 Page i

5 INTRODUCTION Purpose of this Document The Data Element Dictionary provides a description of the Chancellor's Office Management Information System and the technical specifications for the data to be collected and reported to the state. Appendices provide codes and additional reference information. Document Organization The Data Element Dictionary consists of four major components: 1. MIS Database Design and Overview This section provides a brief description and graphical representation of the logical structure of the database as a framework for understanding the various individual data elements. The rationale for the development of the coding structure of the data elements is also discussed. 2. Data Element Definitions Grouped by conceptual focus or reporting domain, the individual data elements are presented, with definitions of the coding options. 3. Derived Data Elements This section provides Chancellor's Office definitions for commonly used combinations of data elements. These elements are grouped according to the database sub-group they are associated with. 4. Data Reporting Timelines, Domains and Formats This section provides the due dates for each of the files. It also describes the reporting domain for each set of data elements and the format of each file to be submitted to the Chancellor's Office. 5. Appendices This section provides the codes for colleges, districts, and many other entities that must be identified for the various data elements. Document Revisions Review and revision of this document is ongoing, along with the periodic addition of new data elements. Each time changes occur a revision date is printed at the bottom of the page being modified. In addition, a vertical line is placed in the right margin where the latest changes were made. LAST REVISION: 10/01/00 Page ii

6 MIS DATABASE DESIGN OVERVIEW PURPOSE The Chancellor's Management Information System has been designed to meet a variety of information needs identified by the Chancellor's Office. The identification process has taken into account both past experience, current, and anticipated needs. The use of the information in the database will be focused on issue identification, policy analysis, program evaluation, and planning. DESIGN OBJECTIVES Five basic design objectives underly the Chancellor's database. 1. Accountability the ability to respond to basic questions about the students being served, their demographic characteristics, the courses and services they are utilizing, their goals, and the outcomes they achieve through the community college system. 2. Integration of data the ability to link together related data elements to serve the basic questions discussed above. For example, it should be possible to relate basic student demographic data to course activity data to answer questions about the race and gender of unduplicated headcount of students enrolled in various occupational programs. 3. Quality of data the ability to provide accurate and consistent information on a timely basis. Accuracy and consistency require editing and comparison of data in order to eliminate unreasonable information. 4. Longitudinal tracking the ability to follow the progress of students in meeting their goals, and evaluating institutional performance over time. Policy makers want the ability to measure the success of specific programs (e.g., matriculation) in achieving improved student performance. Such measurements require the ability to follow the performance of students over time. 5. Flexibility the ability to perform a variety of ad hoc analyses using a stable base of data. Emerging issues or changing circumstances should not necessarily be grounds for new data requirements being placed upon the districts. LAST REVISION: 10/01/00 Page 1.01

7 DATABASE DESIGN MAJOR CATEGORIES OF INFORMATION The information system is designed to collect and organize information from three major areas of activities: Students; Faculty and staff; Courses The Chancellor seeks to collect that data that can provide answers to fundamental questions related to each of the three areas listed. It would be impossible to list every possible question related to the three areas. It is more useful to review the data elements documented in the Dictionary. A review of the Dictionary will reveal the basic nature of information being sought. The use of common linking data elements (Social Security number, TOP and ASA codes, district and college number, etc.) and the use of data base software will allow data to be linked from the various categories in order to respond to a variety of questions. CHANCELLOR'S OFFICE DATABASE OVERVIEW As indicated, the Chancellor's Office Management Information System database is actually comprised of several databases that each represent a distinct, logical collection of data that are related together using common linking data elements and database software. The principal databases that represent the major areas of activity are the Student, Section, Course, and Employee databases. Each of these databases is logically broken down into smaller groups of data. For example, the Student database includes the Student Basic Demographic database, the Student DSP&S database, the Student Enrollment database and the Student Financial Aid database. Each database stores a record for every occurrence of the entity that the database represents. For example, the Student Basic Demographic database represents the entity identified as: STUDENTS. Each record in this database stores demographic data for all students enrolled at every college in the state. College and student identifiers are used to identify individual students (records) at each college. Stored in every record, in addition to identifiers, are data elements that describe the entity. For example, stored in all records of the Student Basic Demographic database are student's gender, ethnicity, birthdate, etc. The material on the following pages outlines the function of each database and each database sub-group. In addition, the manner in which the databases are related together and their associated data elements are described. LAST REVISION: 10/01/00 Page 1.02

8 DATABASE DESIGN Boxes and lines are used on the following pages to illustrate the databases and the relationships between them. There are three possible relationships that can occur either among two or more databases or database sub-groups. They are: (1) one to one, (2) one to many, (3) many to many. An example of a "many to many" relationship exists between the Student and the Section databases (see following pages). For every student enrolled at a college during a given term, those students can be enrolled in one or more course sections. Likewise, every course section offered at the same college can have one or more students enrolled in it. The lines below are used on the following pages to denote each of the possible relationships that can occur between each database and between each database sub-group. The arrows show the possible relationships that can occur between databases within the reporting period for the databases being related together. For example, a reporting period can consist of a semester or quarter, or in the case of financial aid, an academic year. LEGEND Denotes a one-to-one relationship Denotes a one-to-many relationship in the direction of the arrowhead Denotes a many-to-many relationship LAST REVISION: 10/01/00 Page 1.03

9 DATABASE DESIGN PRINCIPLE DATABASES STUDENT DATABASE EMPLOYEE DATABASE SECTION DATABASE COURSE DATABASE SUPPORT DATABASES COLLEGE CDS CODES CIP CODES CALENDAR Page 1.04

10 DATABASE DESIGN PARTIAL DATABASE STRUCTURE: Focal Position of the SECTION DATABASE Two things may be noted about the data structure as illustrated on this and the following page: First, the focus of the database structure is the SECTION DATABASE to which the COURSE, EMPLOYEE, and STUDENT DATABASES are directly joined. This reflects the central role in an educational institution played by a section: It is the offering of a course by an instructor to a group of students. STUDENT DATABASE EMPLOYEE DATABASE SECTION DATABASE COURSE DATABASE LAST REVISION: 10/01/00 Page 1.05

11 DATABASE DESIGN Second, the relation between the STUDENT, ENROLLMENT, SECTION, and COURSE DATABASES reflect the connection between the courses in which the student enrolls. STUDENT DATABASE ENROLLMENT DATABASE SECTION DATABASE COURSE DATABASE On the following pages the individual tables which make up the various databases are illustrated. Two of these tables serve the function of integrating the overall database structure; they act as the structural "glue." These interconnecting tables are: 1. The ASSIGNMENT table. This table links the Employee and Section databases. 2. The ENROLLMENT table. This table links the Section and Student databases, On the subsequent pages, the data elements associated with each table are listed. LAST REVISION: 10/01/00 Page 1.06

12 DATABASE DESIGN Page 1.07 LAST REVISION: 01/01/02 STUDENT TERM TABLE SB08-27 ENROLLMENT (STUDENT SECTION) TABLE SX01-05 SECTION TABLE XB00-10 COURSE TABLE CB00-22 STUDENT BASIC TABLE SB00-07 STUDENT DSPS TABLE SD01-05 STUDENT AID APPL TABLE SF01-20 STUDENT ASSESMT TABLE SA01-06 STUDENT PBS TABLE PS01-02 STUDENT AID AWARDS TABLE SF21-22 EMPLOYEE DEMOGRAPHIC TABLE EB00-13 CALENDAR TABLE CC01-CC08 ASSIGNMENT SECTION- FACULTY TABLE XE01-04 SESSION- SECTION TABLE XF00-07 EMPLOYEE ASSIGNMENT TABLE EJ01-08 STUDENT MATRIC TABLE SM00-13 STUDENT VATEA TABLE SV01-08 STUDENT PROGRM AWARD TABLE SP01-04 STUDENT EOPS TABLE SE01-10 DATABASE TABLES

13 DATABASE DESIGN STUDENT DATABASE: Part one: BASIC, TERM, and ENROLLMENT DATA TABLE STUDENT BASIC TABLE SB00-07 DATA ELEMENTS Student-Basic GI01 District-College-Identifier* SB00 Student-Identifier* SB01 Identifier-Status SB02 Name-Partial SB03 Birth-Date SB04 Gender SB05 Ethnicity SB06 Citizenship SB07 Primary Lang (Deleted) STUDENT TERM TABLE SB08-27 Student-Term GI01 District-College-Identifier* GI03 Term-Identifier* SB00 Identifier* SB02 Name-Partial SB08 Zip-Code SB09 Residence-Code SB10 Employ-Exp (Deleted) SB11 Education-Status SB12 High-School-Last SB13 College-Last (Deleted) SB14 Educational-Goal SB15 Enrollment-Status SB16 Units-Earned-Local SB17 Units-Earned-Transfer SB18 Units-Attempted-Local SB19 Units-Attempted-Transfer SB20 Grade-Points-Local SB21 Grade-Total Points- Transfer SB22 Academic-Standing SB23 Apprenticeship-Status SB24 Transfer-Center-Status SB25 Gain-Status (Deleted) SB26 JTPA-Status SB27 CalWORKs-Status ENROLLMENT (STUDENT SECTION) TABLE SX01-05 Enrollment GI01 District-College-Identifier* GI03 Term-Identifier* SB00 Identifier* SB02 Name-Partial CB01 Course-Dept-Number* XB00 Section-Identifier* SX01 Enrollment-Effective-Date SX02 Enrollment-Drop-Date SX03 Enrollment-Units-Earned SX04 Enrollment-Grade SX05 Enrollment-Positive-Attendance NOTE: These data elements belong to the table which links the Student and the Section databases, and so belong to both databases. *Key Fields LAST REVISION: 10/01/00 Page 1.08

14 DATABASE DESIGN STUDENT DATABASE: Part Two: PROGRAM AWARDS, DSPS, BASIC SKILLS, and EOPS TABLE STUDENT PROGRAM AWARD TABLE SP01-04 STUDENT DSPS TABLE SD01-05 STUDENT PRECOLLEGIATE BASIC SKILLS TABLE (PBS) PS01-02 STUDENT EOPS TABLE SE01-10 DATA ELEMENTS Student Program Award GI01 District-College-Identifier* SP02 Award GI03 Term-Identifier* SP03 Award-Date SB00 Identifier* SP04 Co-Unique-Code GI92 Record-Number-Identifier SB02 Name-Partial SP01 Program-Identifier* Student-Disability GI01 District-College-Identifier* SD05 Disability-Dept- GI03 Term-Identifier* Rehab SB00 Identifier* SB02 Name-Partial SD01 Primary-Disability SD02 Primary-Disability-Services-Contacts SD03 Secondary-Disability SD04 Secondary-Disability-Service-Contacts Student-Precollegiate-Basic-Skills GI01 District-College-Identifier* GI03 Term-Identifier* SB00 Identifier* SB02 Name-Partial PS01 PBS Units-Accumulated PS02 PBS-Unit-Limit-Waiver-Status Student-EOPS GI01 District-College-Identifier* SE06 Care-Term-Of-Accept GI03 Term-Identifier* SE07 Care-Marital-Status SB00 Identifier* SE08 Care-Num-of-Depend SB02 Name Partial SE09 Care-TANF Duration SE01 Eligibility-Factor SE10 EOPS/CARE Withd Rea SE02 Term-Of-Acceptance SE03 End-Of-Term-EOPS-Status SE04 Units-Planned SE05 Care-Status *Key Fields LAST REVISION: 10/01/00 Page 1.09

15 DATABASE DESIGN STUDENT DATABASE: Part Two Continued: MATRICULATION, ASSESSMENT, and VTEA TABLE STUDENT MATRIC TABLE SM01-13 STUDENT ASSESSMENT TABLE SA01-06 STUDENT VTEA TABLE SV01-08 DATA ELEMENTS Student-Matriculation GI01 District-College-Identifier* GI03 Term-Identifier* SB00 Identifier* SB02 Name-Partial SM01 Goals SM02 Major SM03 Special-Services-Needs SM04 Orientation-Exempt-Status SM05 Assessment-Exempt-Status SM06 Counseling/Advisement-Exempt-Status SM07 Orientation-Services SM08 Assessment-Services-Placement SM09 Assessment-Services-Other SM10 Study-Skills-Evaluation-Servs (Deleted) SM11 Special-Services-Referral (Deleted) SM12 Counseling/Advisement-Services SM13 Academic-Follow-up-Services Student-Assessment GI01 District-College-Identifier* SA06 Raw-Score GI03 Term-Identifier* (Deleted) SB00 Identifier* SB02 Name-Partial SA01 Instrument SA02 Assessment-Form (Deleted) SA03 Accommodation SA04 Purpose SA05 Date Student-VTEA GI01 District-College-Identifier* SV07 Criminal-Offender GI03 Term-Identifier* Status (Deleted) SB00 Identifier* SV08 Tech-Prep-Status SB02 Name-Partial SV01 Vocational-Program-Plan-Status SV02 Funded-Status (Deleted) SV03 Econ-Disadv-Status SV04 Single-Parent-Status SV05 Displaced-Homemaker-Status SV06 Coop-Work-Experience-Educational-Type *Key Fields LAST REVISION: 10/01/00 STUDENT DATABASE: Part Two Continued: FINANCIAL AID APPLICANT and AWARD Page 1.010

16 DATABASE DESIGN TABLE STUDENT FINANCIAL AID APPL TABLE SF01-20 DATA ELEMENTS Student-Financial-Aid-Applicant GI01 District-College-Identifier* GI03 Term-Identifier* SB00 Identifier* SB02 Name-Partial SF01 Applicant-Status SF02 Time-Period SF03 Budget-Category SF04 Total-Budget-Amount SF05 Dependency-Status SF06 Household-Size SF07 Family-Status SF08 Income-AGI-Parent SF09 Income-AGI-Student SF10 Untax-Inc-Parent SF11 Untax-Inc-Student SF12 TANF-Status (Deleted) SF13 Contrib-Parent (Deleted) SF14 Contrib-Student (Deleted) SF15 Other-Resources (Deleted) SF16 Gross-Fin-Need (Deleted) SF17 Pell-Grant-Index SF18 Vet-Benefits-Status (Deleted) SF19 Work-Study-Hours (Deleted) SF20 Campus-Employ-Amt.(Deleted) STUDENT FINANCIAL AID AWARDS TABLE SF21-22 Student-Financial-Aid-Award GI01 District-College-Identifier* GI03 Term-Identifier* SB00 Identifier* GI03 Term-Received SF21 Award-Type SF22 Amount-Received *Key Fields LAST REVISION: 12/23/04 Page 1.011

17 DATABASE DESIGN SECTION DATABASE: SESSION, SECTION, and ASSIGNMENT TABLES SESSION (SECTION) TABLE XF00-07 DATA ELEMENTS Session GI01 District-College-Identifier* GI03 Term-Identifier* CB01 Course-Dept-Number* XB00 Section-Identifier* XF00 Session Identifier* XF01 Instruction-Method XF02 Date-Beginning XF03 Date-Ending XF04 Days-Scheduled XF06 Meeting-Time-Ending XF06 Meeting-Time-Ending XF07 Total Hours SECTION TABLE XB00-10 Section GI01 District-College-Identifier* XB03 Date-Census-Second (Deleted) GI03 Term-Identifier* XB04 Contract-Education-Code GI02 District-College-Division* XB05 Units-Maximum CB01 Course-Dept-Number* XB06 Units-Minimum XB00 Section-Identifier* XB07 VTEA-Funded-Status (Del) XB01 Accounting-Method XB08 DSPS-Special-Status XB02 Date-Census-First XB09 Wrk-Based-LearningActs XB10 CVU/CVC Status ASSIGNMENT (SECTION- FACULTY) TABLE XE01-04 Faculty-Assignment GI01 District-College-Identifier* XF00 Session-Identifier* GI03 Term-Identifier* XE01 Type CB01 Course-Dept-Number* XE02 Percent XB00 Section-Identifier* XE03 FTE EB00 Employee-Identifier* XE04 Hourly Rate *Key Fields LAST REVISION: 01/01/02 COURSE DATABASE: Page 1.012

18 DATABASE DESIGN TABLE COURSE TABLE CB00-22 DATA ELEMENTS Course GI01 District-College-Identifier* GI03 Term-Identifier* CB00 Permanent-District-Identifier (Deleted) CB01 Department-Number* CB02 Title CB03 Top-Code CB04 Credit-Status CB05 Transfer-Status CB06 Units-Of-Credit-Maximum CB07 Units-Of-Credit-Minimum CB08 Basic-Skills-Status CB09 SAM-Priority-Code CB10 COOP-ED-Status CB11 Classification-Code CB12 Repeatability (Deleted) CB13 Special-Class-Status CB14 Can-Code CB15 Can-Seq-Code CB16 Same-As-Dept-Number 1 (Deleted) CB17 Same-As-Dept-Number 2 (Deleted) CB18 Same-As-Dept-Number 3 (Deleted) CB19 Crosswalk-CRS-Dept-Name CB20 Crosswalk-CRS-Number CB21 Prior-to-College-Level CB22 Noncredit-Category *Key Fields LAST REVISION: 10/01/00 Page 1.013

19 TABLE DATABASE DESIGN DATA ELEMENTS EMPLOYEE DEMOGRAPHICS EB00-13 Employee-Demographics GI01 District-College-Identifier* GI03 Term-Identifier* EB00 Identifier* EB01 Identifier-Status EB02 Birth-Date EB03 Gender EB04 Ethnicity EB05 Citizenship EB06 Disability-Status EB07 EEO6-Occupational-Activity EB08 Employment-Classification EB09 Employment-Status EB10 Date-of-Employment EB11 Employment-Contract-Duration EB12 Annual-Salary EB13 Annual-Stipend EB14 DO NOT IMPLEMENT EMPLOYEE ASSIGNMENT EJ01-08 Employee-Assignments GI01 District-College-Identifier* GI03 Term-Identifier* EB00 Employee-Identifier* EJ01 Type EJ02 Leave-Status EJ03 Account-Code* EJ04 Weekly-Hours EJ05 Hourly-Rate EJ06 Total-Annual-Hours EJ07 Total-Payment EJ08 FTE *Key Fields LAST REVISION: 01/01/02 Page 1.014

20 DATABASE DESIGN RATIONALE FOR DATA ELEMENT CODE VALUES A. Objectives for Data Element coding scheme: Ensure consistency in coding all data elements; Provide rules which will act as a set of principles to guide the designer when creating a new set of codes for a new data element; Allow the user to apply rules that are "easy" to remember when interpreting data generated from ad-hoc queries; Develop a reporting system that is based on Positive Reporting. Positive Reporting is founded on the principle of requiring a valid response for all data elements (i.e., blanks and spaces are not valid values). This is to ensure that no data element is omitted B. Data Element Classifications: The data elements defined in the Data Element Dictionary fall into three classes of data: Alphanumeric, Numeric, and Dates. Alphanumeric: Numeric Codes (0-9): This coding scheme implies an ordering or ranking of codes. This implied ordering orranking can occur for two reasons. First, the items of a data element may have a logical order or rank associated with them. In addition, numeric codes are used where there is a preferred ordering or ranking of data items on the input source documents or the output terminal displays and paper reports. Alpha Codes (A-Z): There are three reasons for using alpha codes. First, if there are more than ten categories of data items and there are requirements to limit the size of the data element to one character, alpha codes may be used to accomplish this. Second, where it seems appropriate, alpha codes may be used to embed some intelligence into the data items. For example, data items for Student Gender (see SB04) are coded "F" for "Female" and "M" for "Male". And third, where it is desirable to code data items with no order or intelligence, alpha codes may be sequentially assigned for this purpose. Period (.): A period (.) as part of a code acts as a place holder. This coding scheme is used to follow the principle of Positive Reporting. LAST REVISION: 10/01/00 Page 1.015

21 DATABASE DESIGN Numeric: Not to be confused with Numeric Codes (above), numeric data elements contain numeric values that will be used in some arithmetic calculations. Dates: Date data elements represent valid dates in the format YYMMDD, where YY = Year, MM = Month, and DD = Day. The birthdate has been changed to YYYYMMDD, where YYYY = Year, MM = Month, and DD = Day. The Chancellor s Office will determine the century. The day must be within a range valid for that month. Also, leap year must be considered when reporting for February (i.e., 28 or 29 days). C. Defaults: There are circumstances or conditions that require the use of a default value when the coding of a data element is unknown or not applicable. (Note: Some data elements do not allow default values. Refer to the Data Element Dictionary to determine if a default value may be applied to a particular data element.) The conditions that can occur in which default values are used. Unknown and Unreported: This occurs when the value for a particular data element is unknown because it could not be captured from the data source (i.e., a student did not fill out a survey item). Thus, the value for the data element is unknown and unreported. Not Applicable: This occurs when there are two data elements that can be reported for the same entity, and depending on their values, only one of those data elements is applicable, but not both. Data Elements that fall into this classification are said to be mutually exclusive of one another. That is, if a data element is reported so that it negates the application of another data element, they are said to be mutually exclusive. For example, if a student drops a course, then the Enrollment Drop Date is coded with the appropriate date. If the student does not drop the course, the Enrollment Drop Date has no meaning for that Student Enrollment. Therefore, the Enrollment Drop Date would be coded as "Not Applicable." (i.e., "888888" since it is a date field.) LAST REVISION: 10/01/00 Page 1.016

22 Default Codes: DATABASE DESIGN The following table specifies the coding scheme that is used to represent each of the above default conditions for each data classification. Codes Reported by Districts Not Unknown Data Class Applicable Unreported Alphanumeric Y X Numeric 8 9 Dates 8 9 D. General Guidelines for Coding the Unused portion of a Data Element: These are general guidelines that are to be followed when developing applications that will generate codes or values for each data classification. Alphanumeric: Unless otherwise specified, these data elements should be left-justified with trailing blanks. NOTE: Some data element definitions call for other literals to be inserted in unused portions instead of blanks and also call for right-justification. See the data element dictionary for actual coding specifications. Numeric: Right-justified, decimal aligned with leading zeros before the first significant digit. Dates: Date fields are six-digits in the format of YYMMDD, where YY = Year, MM = Month, and DD = Day. The birthdate has been changed to YYYYMMDD, where YYYY = Year, MM = Month, and DD = Day. The Chancellor s Office will determine the century. The date should completely fill the field. If coding a date that has a month or day that is only one digit, insert a leading zero, i.e., January 1, 1988 would be coded as "880101". LAST REVISION: 10/01/00 Page 1.017

23 Data Reporting Domains and Formats COURSE DATA RECORD Reporting Domain: Report one record for each course listed in the reporting college's catalog or in supplements to the catalog. A course may or may not have sections associated with it this term. This record is 220 characters long and the first two positions contain the record code "CB". The file with these records is submitted approximately one month following the end of the term. DED# DATA ELEMENT NAME FORMAT POSITION GI90 RECORD-CODE "CB" GI01 DISTRICT-COLLEGE-IDENTIFIER X(03) GI03 TERM-IDENTIFIER X(03) CB00 CONTROL-NUMBER X(12) CB01 COURSE-DEPARTMENT-NUMBER X(12) CB02 COURSE-TITLE X(68) CB03 COURSE-TOP-CODE X(06) CB04 COURSE-CREDIT-STATUS X(01) 107 CB05 COURSE-TRANSFER-STATUS X(01) 108 CB06 COURSE-UNITS-OF-CREDIT-MAXIMUM 99v CB07 COURSE-UNITS-OF-CREDIT-MINIMUM 99v CB08 COURSE-BASIC-SKILLS-STATUS X(01) 117 CB09 COURSE-SAM-PRIORITY-CODE X(01) 118 CB10 COURSE-COOP-ED-STATUS X(01) 119 CB11 COURSE-CLASSIFICATION-CODE X(01) 120 CB12 FILLER X(01) 121 CB13 COURSE-SPECIAL-CLASS-STATUS X(01) 122 CB14 COURSE-CAN-CODE X(06) CB15 COURSE-CAN-SEQ-CODE X(08) CB16 FILLER X(12) CB17 FILLER X(12) CB18 FILLER X(12) CB19 COURSE-CROSSWALK-CRS-DEPT-NAME X(07) CB20 COURSE-CROSSWALK-CRS-NUMBER X(09) CB21 COURSE-PRIOR-TO-COLLEGE-LEVEL X(01) 189 CB22 COURSE-NONCREDIT-CATEGORY X(01) 190 CB23 FUNDING-AGENCY-CATEGORY X(01) 191 CB24 COURSE-PROGRAM-STATUS X(01) 192 FILLER X(28) characters in Course Record LAST REVISION: 01/23/07

24 Course Data Elements DED# DATA ELEMENT NAME PICTURE PAGE CB00 COURSE-CONTROL-NUMBER X(12) 8.02 CB01 COURSE-DEPARTMENT-NUMBER X(12) 8.03 CB02 COURSE-TITLE X(68) 8.04 CB03 COURSE-TOP-CODE X(06) 8.05 CB04 COURSE-CREDIT-STATUS X(01) 8.06 CB05 COURSE-TRANSFER-STATUS X(01) 8.07 CB06 COURSE-UNITS-OF-CREDIT-MAXIMUM 99v CB07 COURSE-UNITS-OF-CREDIT-MINIMUM 99v CB08 COURSE-BASIC-SKILLS-STATUS X(01) 8.10 CB09 COURSE-SAM-PRIORITY-CODE X(01) CB10 COURSE-COOP-WORK-EXP-ED-STATUS X(01) CB11 COURSE-CLASSIFICATION-CODE X(01) CB12 COURSE-REPEATABILITY DELETED CB13 COURSE-SPECIAL-CLASS-STATUS X(01) CB14 COURSE-CAN-CODE X(06) CB15 COURSE-CAN-SEQ-CODE X(08) CB16 COURSE-SAME-AS-DEPARTMENT-NUMBER1 DELETED CB17 COURSE-SAME-AS-DEPARTMENT-NUMBER2 DELETED CB18 COURSE-SAME-AS-DEPARTMENT-NUMBER3 DELETED CB19 COURSE-CROSSWALK-CRS-DEPT-NAME X(07) CB20 COURSE-CROSSWALK-CRS-NUMBER X(09) CB21 COURSE-PRIOR-TO-COLLEGE-LEVEL X(01) CB22 COURSE-NONCREDIT-CATEGORY X(01) CB23 FUNDING-AGENCY-CATEGORY X(01) CB24 COURSE-PROGRAM-STATUS X(01) LAST REVISION: 1/28/08 PAGE 8.01

25 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB00 CONTROL-NUMBER X(12) This data element is generated by the Chancellor s Office. The element uniquely identifies a course. The control number is not to be altered by the reporting college/district. All new courses will require a control number from the Chancellor s Office before the course may be reported in a MIS data submission. Note: If a course has not been assigned a Control Number and it has no related records (SX and XB) in the MIS submission, it can still be reported in the CB file. Default the Control Number to the value YYYYYYYYYYYY CHANGED DATA ELEMENT: 08/01/07 PAGE 8.02 IMPLEMENTATION: SUMMER 2007

26 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB01 COURSE-DEPARTMENT-NUMBER X(12) This data element is the identifier of the course as reflected in the college's current catalog of courses. CODING This identifier should be structured to include an abbreviation of the DEPARTMENT to which the course belongs, followed by the numbers and/or letters used to distinguish it from other courses in the same department. It is the identifier that occurs on the student's academic transcript. NOTE: This data element needs to be unique within the term submitted. LAST REVISION: 10/01/00 PAGE 8.03

27 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB02 COURSE-TITLE X(68) This element is the District specified name of the course used in the catalog of courses. CODING The Course title may not exceed sixty-eight (68) characters in length. LAST REVISION: 06/01/89 PAGE 8.04

28 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB03 COURSE-TOP-CODE X(06) The Taxonomy of Programs (TOP) code should be assigned which best indicates the subject matter of the course. The T.O.P. code assigned to a course is not to be linked to the T.O.P. code of a particular program for Chancellor s Office approval purposes. CODING See Taxonomy of Programs manual for the specific codes and their values. LAST REVISION: 10/01/00 PAGE 8.05 IMPLEMENTATION SUMMER 2002

29 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB04 COURSE-CREDIT-STATUS X(01) This element indicates the credit status of a course. (defined in Title 5, Section 55002) CODING MEANING D = Credit - Degree Applicable C = Credit - Not Degree Applicable N = Noncredit Status of course as reported here should be consistent with status of course indicated in (a) the published catalog and (b) the Course Outline of Record on file at the college. NOTE: If a course is coded as Credit (D or C) then CB22 must be coded as (Y). If a course is coded as Noncredit (N) then CB22 can not be coded as (Y). LAST REVISION: 10/01/00 PAGE 8.06

30 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB05 COURSE-TRANSFER-STATUS X(01) This element indicates whether or not the course is transferable to the University of California (UC) and/or to the California State University (CSU) on the basis of articulation agreements. CODING MEANING A = Transferable to both UC and CSU. B = Transferable to CSU only. C = Not transferable NOTE: If a course is coded as Transferable (A or B) then CB04 must be coded as a (D). LAST REVISION: 10/01/00 PAGE 8.07

31 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB06 COURSE-UNITS-OF-CREDIT-MAXIMUM 99V99 The maximum number of units of academic credit a student may earn from enrolling in a single section of this course. CODING This is a numeric field with four digits, two before and two after the implied decimal point (the decimal point itself must not be included in the field). If sections with variable units of credit are not permitted for this course, enter the same value in this field and in COURSE-UNITS-OF-CREDIT-MINIMUM field (DED# CB07). If no units of credit are awarded for this course, code this and the COURSE-UNITS-OF-CREDIT- MINIMUM field with zeros. NOTE: If a course is coded as (N) in CB04 then CB06 must be coded as (zeros). In certain situations a credit course can have zero maximum units such as an ungraded dependent course. LAST REVISION: 10/01/00 PAGE 8.08

32 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB07 COURSE-UNITS-OF-CREDIT-MINIMUM 99V99 The minimum number of units of academic credit a student may earn when enrolling in a single section of this course. CODING This is a numeric field with four digits, two before and two after the implied decimal point (the decimal point itself must not be included in the field). If sections with variable units of credit are not permitted for this course, enter the same value in this field and in COURSE-UNITS-OF-CREDIT-MAXIMUM field (DED# CB06). If no units of credit are awarded for this course, code this and the COURSE-UNITS-OF-CREDIT- MAXIMUM field with a value of zeros. NOTE: If a course is coded as (N) in CB04 then CB07 must be coded as (zeros). In certain situations a credit course can have zero maximum units such as an ungraded dependent course. LAST REVISION: 10/01/00 PAGE 8.09

33 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB08 COURSE-BASIC-SKILLS-STATUS X(01) This element indicates whether the course is a basic skills course. CODING MEANING B = Course is a basic skills course. N = Course is not a basic skills course. NOTE: Basic skills courses are those courses which have been designated as such by the district, pursuant to the provisions of Title 5: Section Total units earned in credit remedial coursework is limited by Title 5, Section LAST REVISION: 01/21/08 PAGE 8.10

34 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB09 COURSE-SAM-PRIORITY-CODE X(01) This code is used to indicate the degree to which a course is occupational, and to assist in identifying course sequence in occupational programs. CODING MEANING A = Apprenticeship (offered to apprentices only): The course is designed for an indentured apprentice and must have the approval of the State of California, Department of Industrial Relations, Division of Apprenticeship Standards. Some examples of apprenticeship courses are: Carpentry, Plumbing and Machine Tool. B = Advanced Occupational (not limited to apprentices): Courses are those taken by students in the advanced stages of their occupational programs. A B course is offered in one specific occupational area only and clearly labels its taker as a major in this area. Priority letter B should be assigned sparingly; in most cases no more than two courses in any one program should be labeled B. Each B level course must have a C level prerequisite in the same program area. Some examples of B level courses are: Dental Pathology, Advanced Video Tape, Advanced Applied Acting, Legal Secretarial Procedures, Contact Lens Laboratory, Advanced Radiology Technology, Fire Hydraulics, Livestock and Dairy Selections, Real Estate Finance, Cost Accounting. C = Clearly Occupational (but not advanced): Courses will generally be taken by students in the middle stages of their programs and should be of difficulty level sufficient to detract drop-ins. A C level course may be offered in several occupational programs within a broad area such as business or agriculture. The C priority, however, should also be used for courses within a specific program area when the criteria for B classification are not met. A C level course should provide the student with entry-level job skills. Some examples of C level courses are: Soils, Credit and Collections, Principles of Advertising, Air Transportation, Clinical Techniques, Principles of Patient Care, Food and Nutrition, Sanitation/Safety, Shorthand, Small Business Management, Advanced Typing, Technical Engineering. LAST REVISION: 04/25/03 PAGE 8.011

35 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB09 COURSE-SAM-PRIORITY-CODE (CON T) X(01) D = Possibly Occupational: D courses are those taken by students in the beginning stages of their occupational programs. The D priority can also be used for service (or survey) courses for other occupational Programs. Some examples of D level courses are: Technical Mathematics, Graphic Communications, Elementary Mechanical Principles, Fundamentals of Electronics, Typing (Beginning or Intermediate), Accounting (Beginning). E = Non-Occupational: Courses are non-occupational NOTE: Work Experience courses not tied to a specific occupational program should be assigned the E priority. If the course is tied to a specific program, a C priority is appropriate. LAST REVISION: 04/25/03 PAGE 8.012

36 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB10 COURSE-COOP-WORK-EXP-ED-STATUS X(01) This element indicates whether the course is part of a cooperative work experience education program, according to the provisions of Title 5, Section CODING MEANING N = is not part of a cooperative work experience education program. C = is part of a cooperative work experience education program. LAST REVISION: 01/02/91 PAGE 8.013

37 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB11 COURSE-CLASSIFICATION-STATUS X(01) This element classifies a course in accordance with its primary objective. CODING MEANING Credit Courses A = Liberal Arts and Sciences B = Developmental Preparatory C = Adult and Secondary Basic Education D = Personal Development and Survival Student without a Disability E = Courses for Students with Substantial Disabilities F = Parenting and Family Support G = Community and Civic Development H = General and Cultural I = Career-Technical Education Noncredit Courses J = Workforce Preparation Enhanced Funding Use code J if the course is part of an approved noncredit program in the area of Workforce Preparation authorized by CCR Title K = Other Noncredit Enhanced Funding Use code K if the course has been approved for noncredit enhanced funding in noncredit categories (CB22) A, C or I and does not meet the criteria for J. L = Non-Enhanced Funding Use code L if the course has not been approved for noncredit enhanced funding. Last Revision: 01/21/08 PAGE 8.014

38 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB11 COURSE-CLASSIFICATION-STATUS-CONTINUED X(01) CALIFORNIA EDUCATION CODE as amended by AB 1943 (Nava) (b) (3) Conduct necessary systemwide research on community colleges and provide appropriate information services, including, but not limited to, definitions for the purpose of uniform reporting, collection, compilation, and analysis of data for effective planning and coordination, and dissemination of information (b) (5) (C) (10) Review and approve all educational programs offered by community college districts. The board of governors shall adopt regulations defining the conditions under which a community college district may offer, without the need for approval by the board of governors, a credit course that is not part of an approved educational program. Regulations adopted under this paragraph shall ensure that appropriate safeguards involving training and monitoring are in place, and shall ensure that the authority to offer credit courses that are not part of an approved educational program does not have the effect of permitting community college districts to operate educational programs without the approval of the board of governors. CALIFORNIA EDUCATION CODE as amended by SB 361 (Scott) (a) For purposes of this chapter, the following career development and college preparation courses and classes for which no credit is given, and that are offered in a sequence of courses leading to a certificate of completion, that lead to improved employability or job placement opportunities, or to a certificate of competency in a recognized career field by articulating with college-level coursework, completion of an associate of arts degree, or for transfer to a four-year degree program, shall be eligible for funding subject to subdivision (b): (1) Classes and courses in elementary and secondary basic skills. (2) Classes and courses for students, eligible for educational services in workforce preparation classes, in the basic skills of speaking, listening, reading, writing, mathematics, decision making, and problem solving skills that are necessary to participate in job-specific technical training. (3) Short-term vocational programs with high employment potential, as determined by the chancellor in consultation with the Employment Development Department utilizing job demand data provided by that department. Last Revision: 11/09/07 PAGE 8.015

39 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB11 COURSE-CLASSIFICATION-STATUS-CONTINUED X(01) (4) Classes and courses in English as a second language and vocational English as a second language. (b) The board of governors shall adopt criteria and standards for the identification of career development and college preparation courses and the eligibility of these courses for funding, including the definition of courses eligible for funding pursuant to subdivision (a). The criteria and standards shall be based on recommendations from the chancellor, the statewide academic senate, and the statewide association of chief instructional officers. The career and college preparation courses to be identified for this higher rate of funding should include suitable courses that meet one or more of the qualifications described in subdivision (a). (c) A district that offers courses described in subdivision (a), but that is not eligible for funding under subdivision (b), shall be eligible for funding under (d) The chancellor, in consultation with the Department of Finance and the Office of the Legislative Analyst, shall develop specific outcome measures for career development and college preparation courses for incorporation into the annual report required by subdivision (b) of Last Revision: 11/09/07 PAGE 8.016

40 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB12 COURSE-REPEATABILITY X(01) This data element indicates whether the credit course has been designated by the district as one for which repetitions may be claimed for state apportionment according to the provisions of Title 5, Section CODING MEANING DELETED LAST REVISION: 10/01/00 PAGE IMPLEMENTATION SUMMER 2002

41 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB13 COURSE-SPECIAL-CLASS-STATUS X(01) This data element indicates whether the course is an "approved special class" according to the provisions of Title 5, Section 56028, and is therefore repeatable for apportionment purposes under the provisions of Title 5, Section CODING MEANING S = Course is designated as an "approved special class" for students with disabilities. The district may permit repetitions of this course under the provisions of Title 5, Section 56029, based on the specific circumstances of the student. N = Course is not a special class. LAST REVISION: 10/01/00 PAGE 8.018

42 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB14 COURSE-CAN-CODE X(06) This element is the California Articulation Number (C.A.N.) code for which the course has been qualified. C.A.N. code numbers are used to identify similar courses throughout the various systems of higher education in California, University of California, California State University, California Community Colleges, and independent colleges and universities. CODING Code this element with the C.A.N. code for which this course has been specifically qualified. Left justify the code number. Exclude the "CAN" portion of the code, and embedded spaces. Example: Code the C.A.N code "CAN HIST 10" as "HIST10". a) If this course has not been qualified for a C.A.N. code, code this element with "YYYYYY". b) If this course has qualified for the C.A.N. number as a corequisite with one or more other courses, this element should be coded with the same C.A.N. code as it is for all of this course's corequisite courses. c) If this course is a component of a multi-course sequence of courses which share a C.A.N. "SEQ" number, report the CAN SEQ code in CB15. d) If this course is qualified only as SEQ, this element should be coded with "XXXXXX". NOTE: For a complete discussion of the C.A.N. code, refer to the California Articulation Number Manual. LAST REVISION: 08/01/94 PAGE PHASE II - IMPLEMENTATION FALL 1993

43 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB15 COURSE-CAN-SEQ-CODE X(08) This element is the California Articulation Number (C.A.N.) code for which the course has been qualified as a component of a sequence of courses. C.A.N. code numbers are used to identify similar courses throughout the various systems of higher education in California, viz. University of California, California State University, California Community Colleges, and independent colleges and universities. CODING Code this element with the C.A.N. 'SEQ' code for which this course has been qualified as a member of a sequence of courses. Left justify the code number. Exclude the "CAN" portion of the code, and all embedded spaces. Example: code the C.A.N code "CAN ENGL SEQ B" as "ENGLSEQB". a) If this course has not been qualified for a C.A.N. code, code this element with "YYYYYYYY". b) If this course has been qualified for a C.A.N. code but not for a C.A.N. 'SEQ' code, code this element with "XXXXXXXX". c) If this course has also qualified for a C.A.N. code as an individual course or as a corequisite course, report that C.A.N. code in CB14. NOTE: For a complete discussion of the C.A.N. code, refer to the California Articulation Number manual. ADDED: 12/18/92 PAGE PHASE II - IMPLEMENTATION FALL 1993

44 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB16 COURSE-SAME-AS-DEPARTMENT-NUMBER1 X(12) This element identifies the department number of a cross listed course. Cross listed courses are those courses officered by different departments which are actually the same course. CODING DELETED LAST REVISION: 10/01/00 PAGE IMPLEMENTATION SUMMER 2002

45 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB17 COURSE-SAME-AS-DEPARTMENT-NUMBER2 X(12) This element identified the department number of a cross listed course. Cross listed courses are those courses offered by different departments which are actually the same course. CODING DELETED LAST REVISION: 10/01/00 PAGE IMPLEMENTATION SUMMER 2002

46 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB18 COURSE-SAME-AS-DEPARTMENT-NUMBER3 X(12) This element identified the department number of a cross listed course. Cross listed courses are those courses offered by different departments which are actually the same course. CODING DELETED LAST REVISION: 10/01/00 PAGE IMPLEMENTATION SUMMER 2002

47 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB19 COURSE-CROSSWALK-CRS-DEPT-NAME X(07) This element identifies the course department name reported to California State University (CSU) for all articulated and transferred courses. This element when used in conjunction with element (CB20 COURSE-CROSSWALK-CRS-NUMBER) should be unique. CODING Report the department or subject area abbreviation such as "ENGL" (for English) or "SOC" (for Sociology). This element is just the name portion of the course name and number. When it is combined with the course number stored in element CB20 it should be a unique name and number for the course offering and should be identical to the Course Name and Number supplied to CSU for articulated transfer courses including IGETC and General Education Breadth Courses. The name should be left justified. If this is not an articulated transfer course enter "YYYYYYY". NOTE: If CB05 is coded with A or B, then CB19 MUST be coded with a CRS DEPT NAME. If CB05 is coded with C, then CB19 MUST be coded with Y s. See CB20 for an additional integrity check. LAST REVISION: 11/01/98 PAGE PHASE II - IMPLEMENTATION FALL 1993

48 Course Data Elements DED# DATA ELEMENT NAME FORMAT CB20 COURSE-CROSSWALK-CRS-NUMBER X(09) This element identifies the course number reported to California State University (CSU) for all articulated and transferred courses. This element when used in conjunction with element CB19 COURSE-CROSSWALK-CRS-DEPT-NAME should be unique. CODING This course number uniquely identifies the course from among similar department or subject area course offerings. For example "101" (for "ENGL 101") or "101A" (for "BIOL 101A"). This element is just the number portion of the course name and number. When it is combined with the course name stored in element CB19 it should be a unique name and number for the course offering and should be identical to the Course Name and Number supplied to CSU for articulated transfer courses including IGETC and General Education Breadth Courses. The number should be left justified. If this is not an articulated transfer course enter "YYYYYYYYY". NOTE: If CB05 is coded with A or B, then CB20 MUST be coded with the CRS NUMBER. If CB05 is coded with C, then CB20 MUST be coded with Y s. In addition, there is one integrity check involving this element and CB19. If CB19 is coded with Y s, then CB20 MUST be coded with Y s. Conversely, if CB20 is coded with Y s, then CB19 MUST be coded with Y s. LAST REVISION: 11/01/98 PAGE PHASE II - IMPLEMENTATION FALL 1993