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MIS Data Submission Discussion - Shared screen with speaker view
Marc Grabiel (he/él/ele)
58:22
Would love to see if multi-college district specific issues is relevant.
Sandi Goudy | Merced College
58:39
Todd, we would love to have you join us at the CISOA conference in March 2023 (6-9) in San Francisco! Back in the Day, we always had an MIS session offered by the Chancellor's office at our user conferences!
Sandi Goudy | Merced College
01:01:15
thank you!
Jihoon Ahn
01:08:38
Hello, what is the final deadline for SF/FA submission in regards to SCFF P1 reporting?
Jordan Lamb
01:10:39
https://webdata.cccco.edu/DataSubmissionTimeline2223.pdf
Jihoon Ahn
01:10:58
Got it, thank you!
Aileen de Guzman
01:11:34
What happens if we have a student who is issued an award for college ABut only enrolled for college B.Is this reported for College A since this is where the award was issued?However, since the student only enrolled in college B, there wouldn't be an SB record for that student for College A.How is this managed?
Bob Ngo, Kern Community College District
01:11:47
I was under the impression that we had to have a trailing summer because the feds do Pell on a Fall-Spring-Summer year. Are you saying we don't have to report MIS this way. We can just do the Aid Year Summer Fall Spring if we choose to?
Steven Chan
01:13:44
@Aileen, we can only report students with enrollment to MIS. we have same issue.
Kimberly Covell
01:14:30
we have had the error that says the student was not enrolled in the term the award was received, but the student was enrolled and was in the SB and the SX file for all terms their awards were received.
Aileen de Guzman
01:15:12
Is it true that an SB record is created based on enrollment and received a service
Aileen de Guzman
01:15:53
so if neither enrolled or did not receive a service for that college, an SB record will NOT be created. Which means, we cant report that student with that award, right?
Jordan Lamb, Sequoias CCD
01:16:15
SB Domain:"SB records must also be reported for any student who meets the reportingdomain criteria for financial aid data (SF) in the term being reported."
Nina Eusebio
01:16:19
I do reporting for Contra Costa which is a multi college district. I create a SB record for each of my colleges for every term to deal with the issue of awards being issued but enrollment is at a different college
Aileen de Guzman
01:16:23
let me reprhase its enrollment and/or service
Steven Chan
01:16:39
I think SX must exist. SB alone will not suffice.
Sherry Helms
01:17:25
Does reporting zero CCPG's impact any funding to the college at all?
Aileen de Guzman
01:17:25
okay, thanks
Bob Ngo, Kern Community College District
01:20:07
Could we get a master list of all syntactical and referential errors? Having this would help us resolve errors before we run the extraction process, and we can avoid submitting a file only to get a zillion rows on the error report.
Bob Ngo, Kern Community College District
01:20:23
that applies to all MIS files...not just SF/FA
Kimberly Covell
01:20:29
lovely suggestion! I would love to have a reference for all the errors!
Jordan Lamb, Sequoias CCD
01:20:36
Agreed!
Victor DeVore
01:20:44
Ditto
Kimberly Covell
01:20:52
some of the errors are rather cryptic.
Briana Todhunter
01:21:00
I would also love a reference list like that! Yes please!
Aileen de Guzman
01:21:17
in the data element dictionary, can we add awards A and B for sF 21? this would help
Kimberly Covell
01:21:18
THANK YOU!
Jordan Lamb, Sequoias CCD
01:21:52
If the DED Domain section could include Change History that would also help.
Isela Guillen
01:21:56
agreed. can we please add awards A and B for sF 21?
Michelle Smith
01:22:00
Will this be recorded? Just getting on from the Great Shake Out.
Jordan Lamb, Sequoias CCD
01:22:20
@Michelle, yes and posted to the MIS website.
Briana Todhunter
01:23:02
There are still errors that refer to awards in group A and B and we don't know what those are
Isela Guillen
01:23:03
we get an error "GROUP A OR B AWARD BUT SF05 = X" but I am not sure what the Group A and B are
Aileen de Guzman
01:23:54
here is the example of the error:
Aileen de Guzman
01:23:55
GROUP A OR B AWARD BUT SF05 = X
Aileen de Guzman
01:25:20
thanks
Isela Guillen
01:25:26
Perfect, thank you.
Kimberly Covell
01:27:41
for the student ID is not in MIS database could we not just report the student with the old ID and then do an SI update?
Mark Hopkins
01:27:48
Can we just submit the SB record, or do we need to report all of the term reports?
Hugh Hoang
01:27:59
Is there a way to find what id the State have?
HCook
01:28:44
Can't you cross-reference SI to avoid that error?
Hugo Campos
01:28:56
How long does it take to process an SI report submission?
Kimberly Covell
01:29:14
for mine, I did check the sb00 and it was reported in both the SB and SX files for the terms the awards would have been received for.
Andy Specht
01:29:29
@Hugo. we've found that we have to wait until the next day for SI updates to clear errors on our SF/FA submission
Sean Osborn
01:29:37
resubmission of terms after changes have been made for instance all the required Summer changes(CB,SG,XB). Makes resubmission a lot more difficult.
Isela Guillen
01:30:02
I received an error stating "student not enrolled during term was received", but I show student was enrolled and was reported in SB record as well. Any idea why that would happen?
Kimberly Covell
01:35:00
how can we get access to data on demand if we don't already have it?
Sherry Helms
01:35:08
I look back at my SX record to see what I submitted
Jihoon Ahn
01:35:30
Would it possible for you to send the pdf document you are sharing right now?
Steven Chan
01:35:49
Can we include Group A & B in the DED? They used to be there.
Kimberly Covell
01:36:27
I did open a ticket.
Steven Chan
01:37:29
SI got processed pretty quick and after SI completed, I was able to re-submit MIS and errros are gone.
Steven Chan
01:37:50
I did not need to wait for a day to get SI processed.
Jason Makabali, North Orange Continuing Education
01:37:54
Is there an archive of all the old data element PDFs since DED only shows current revisions?
Vinod Verma
01:38:53
The time required to process the SI file depends on the size of the file, but it does not take much time. You get an email once file is processed.
Kimberly Covell
01:39:36
Thank you, I submit the MIS data.
Emilio Mejares
01:41:43
How do I access AA and SL data submitted? Is it data on demand or data mart?
Vinod Verma
01:42:27
Yes. SL and AA files are on DOD.
Jason Makabali, North Orange Continuing Education
01:42:36
E.G. SG15's revision history says that the name was changed, but the definition itself was changed as well. I didn't realize until I looked back at an old copy I had saved on my harddrive
Steven Chan
01:43:07
We got a lot of Pell Grand errors due to no enrollment because student major at campus A but took all classes at campus B. Campus A will not get funding from SCFF. Right?
Mark Hopkins
01:46:20
How does one obtain the ss-id?
Steven Chan
01:46:38
SSID is self reported?
Steven Chan
01:46:55
got it thanks
Mark Hopkins
01:47:30
The student isn't reporting the ss-id.
HCook
01:47:44
So sorry, please repeat what an SS-ID is and what a CCC-ID is.
Steven Chan
01:48:21
We downloaded SB36 from CCC Tech DWRS and its been less and less records than last few terms. Not sure why.
Steven Chan
01:49:16
same as SB37
HCook
01:50:24
Thank you!
Pankaj Mathur
01:51:48
could you please respond to Steven Chan's question... "We got a lot of Pell Grand errors due to no enrollment because student major at campus A but took all classes at campus B. Campus A will not get funding from SCFF. Right?"
Emilio Mejares
01:53:10
Basically sg students must be in the sb data? Is that a good assumption?
Kevin Le
01:53:11
We're a summer trailer campus and our campus is still working through their summer 2022 term submissions. They're not set to complete their SG submissions until the end of this month and we can't submit our SF/FA files as all our summer students don't have a matching enrollment record. Is it possible for them to submit all their summer 2022 files without the SG files so we can submit our SF/FA files then have them submit their SG file later?
Kimberly Covell
01:53:58
thank you for this!
Antigone Brickman (She/Her)
01:54:01
Thank you for the session!
Kimberly Covell
01:54:08
I hope there are many more!
Nina Eusebio
01:55:09
I just did a quick search on the latest version of the data element dictionary for CCCApply and don't see SSID. Where do I find this?
Jordan Lamb, Sequoias CCD
01:55:47
@Ninahttps://webdata.cccco.edu/ded/sb/sb_all.pdf
Isela Guillen
01:55:52
Can you please tell me where can we find the AA data once the information has been submitted? What specific location in Data Mart? I am having a hard time locating it.
Kai Yun Pekarsky
01:56:23
Is SG report required for the term submission? Some report like CW doesn't stop the term submission and due to the new elements required for SG report, our summer term submit is delayed, which impacted the FinAid team to submit their SF report.
Vinod Verma
01:56:50
AA data is not on DataMart. It is available for download thru Data On Demand.
HCook
01:57:06
Is the Oct. 31 due date a strict date. What is this data used for? iPeds, etc?
Aileen de Guzman
01:57:32
Thanks Todd
Pankaj Mathur
01:57:37
could you please respond to Steven Chan's question... "We got a lot of Pell Grand errors due to no enrollment because student major at campus A but took all classes at campus B. Campus A will not get funding from SCFF. Right?"
Nina Eusebio
01:57:47
Hi Jordan--I don't know where to get CALPADS data.
Pam Mery
01:57:50
Thanks so much, Todd. It was great to have this time and would really appreciate another session in November if possible.
Steven Chan
01:57:52
@Vinod the new ones, AA, SL, SY will only be available in Data on Demand.
Jihoon Ahn
01:58:02
Can we have the slide pdf available for download?
Bob Ngo, Kern Community College District
01:58:05
Thanks Todd
Pam Mery
01:58:10
We have some questions about AA in particular.
Steven Chan
01:58:13
Thanks Todd.
Kieron Leano - SDCCD, CS-IT
01:58:14
Thanks Todd
David Rothrock
01:58:30
Thank you Todd, greatly appreciated!
Harman, Elaine
01:59:14
Is the helpdesk system live? (For questions) or do we still submit to cccmisedit@cccco.edu
Gabrielle Stanco
02:02:17
Yes, we have that concern too because these come out as errors and we have to strip the students
Pankaj Mathur
02:03:38
thank you Todd! we have the same issue :)
Steven Chan
02:04:29
@Pankaj Thanks!
Isela Guillen
02:06:11
@ Vinod, where can I find Data on Demand? to find AA info?
Anna Lamb
02:07:14
thank you
Lauro Jimenez
02:07:19
Thank you! Yes, very helpful.
Victoria Koiyan
02:07:19
Thank you!
Kristin Rascon
02:07:20
Thank you!
Jordan Lamb, Sequoias CCD
02:07:24
Thanks Todd and MIS Team! Hope for many many more of these.
Natoshka Susoeff
02:07:25
thank you!
Jason Makabali, North Orange Continuing Education
02:07:25
Thanks, Todd!
Natalia C-V A: she, her(s)/ ella, de ella
02:07:25
Thank you!
Steven Chan
02:07:25
Thank you Todd!
Gabrielle Stanco
02:07:26
Thanks very much - so helpful!
Nathan Brown
02:07:30
Thank you, Todd. Have a great day!
Reuel Victa
02:07:30
Thank you , Todd
Natalia C-V A: she, her(s)/ ella, de ella
02:07:31
Thank you Marc!!!
HCook
02:07:37
Yes, very helpful! Thank you, Todd! :)
Natalia C-V A: she, her(s)/ ella, de ella
02:07:40
Thank you Todd and team!