MDD Background Information

Snapshot View

A snapshot view displays information based on students who meet the criteria for each metric within the selected year. Therefore, the specific students may not be the same from one metric to the next. For example, the students who completed a noncredit workforce milestone in a year may not be the same students who earned a postsecondary degree in that same year.

Specifics for Student Group: California Adult Education Program (CAEP) Adult Learners

Adult Learners Included

Adult Learners included in the Adult Education Metrics View are reported based on outcomes, participation in activities or services, student characteristics, and enrollment in adult education coursework at a community college noncredit program or an adult education school within a K12 school district.

General Coding Exception for COVID-19 for Noncredit

In spring 2020, in-person noncredit community college courses were converted to distance education modalities using synchronous live interactions between students and instructors, asynchronous methods in which students accessed materials and instruction on their own time, and/or a combination of the two. The Chancellor’s Office recognizes the limitations that the noncredit community has faced in reporting student attendance hours for noncredit distance education classes.

Due to the limitations described above under the General Coding Exception for COVID-19, the Chancellor’s Office has determined that the hour threshold requirements for certain metrics (e.g., Reportable Individuals and Participants) will not be enforced for noncredit community college adult education students in spring 2020 or any term in the 2020-21, 2021-22, 2022-23, and 2023-24 academic years. During this timeframe, an enrollment record (SX) in an adult education program will be used as a proxy for the hour threshold components of these metrics.

The Chancellor’s Office released guidance regarding the reporting of noncredit attendance hours for CAEP in MIS through the SX05 Enrollment Attendance-Hours data element. The memorandum provides clarification and interim guidance on how institutions should calculate and report student-level attendance hours for students in noncredit distance education (DE) through the Chancellor’s Office ManagementInformation System (MIS) in the SX05 Enrollment Attendance-Hours data element regardless of DE instruction being synchronous or asynchronous.

Reportable Individuals

Reportable Individuals are at least 16 years of age and receive any noncredit support service or participate in one or more instructional contact hours at a K12 adult school or noncredit community college in an adult education program area. Please note that prior to 2020-21 data, Reportable Individuals included students with one or more instructional contact hours in any noncredit course. Beginning with 2020-21 data, non-credit enrollment has been restricted to adult education program area courses by excluding noncredit enrollments in Supervised Tutoring and Study Skills courses.

Students under the age of 18 are eligible as emancipated minors to enroll in adult education. While California Adult Education Program (CAEP) funding can only be used for students 18 and older (per education code), the Adult Education View provides data on adult education students regardless of funding source. For example, WIOA Title II includes students ages 16 to 18, and these students are reflected in the Adult Education View. 

As stated above, noncredit community college students who enrolled in noncredit courses in an adult education program area in spring 2020 or any term in the 2020-21, 2021-22, 2022-23, and 2023-24 academic years will be included, even if they have not met the one positive attendance hour (SX05) threshold.

Participants

Participants are Reportable Individuals who receive 12 or more instructional contact hours at any institution within the academic or program year. The 12 instructional contact hours can come from enrollment in any combination of adult education programs across institutions. Participants are counted within one of the major program areas (described below under “Programs”) when there is at least one program flag or one or more instructional contact hours matching the program criteria.

As stated above, noncredit community college students who enrolled in noncredit courses in an adult education program area in spring 2020 and any term in the 2020-21, 2021-22, 2022-23, and 2023-24 academic years will be included, even if they have not met the 12 positive attendance hours (SX05) threshold.

Locales Included

• Institutions
  • Noncredit Institutions: Noncredit programs offered by community colleges that also offer credit programs, as well as standalone community college noncredit institutions.
  • K12 Adult Schools: Any other institution offering adult education programs provided in the TOPSPro Enterprise (TE) data extract.
    
    • K12 adult schools housed within K12 School Districts including unified school districts and joint unified high school districts
    • Regional Occupational Centers and Programs
    • County Offices of Education
  • Jail Education Programs: Any program offered separately for incarcerated adults by a community college noncredit program or K12 adult school and flagged as a jail education program.
• Community College Districts
  Data reported into TE is at the community college district level, with one exception for South Orange district where data is reported for both Irvine Valley College and Saddleback College. Therefore, data from TE cannot be displayed at the institutional level for colleges in multi-college districts.
• Consortia
• Micro Regions
• Macro Regions
• Statewide

Barriers to Employment

Barriers to Employment	Values	Notes
If Ever Flagged	Cultural Barriers English Language Learners Ex-Offender Foster Youth Low Income Low Literacy	if an individual has EVER been flagged in either K12 adult school or community college systems at any prior time up to and including the selected year as belonging to  these categories, then the individual is included in the selected year and any subsequent years
Flagged in the Selected Year	Displaced Homemaker Homeless Long Term Unemployed Migrant Farmworker Seasonal Farmworker Exhausting TANF Within Two Years Single Parent	if an individual is flagged in the selected year in either K12 adult school or community college as belonging to these categories, then the individual is included for the selected year only

Noncredit Enrollment in TOPSpro Enterprise or Chancellor’s Office Management Information System for CAEP Adult Learners

• Data reported into TOPSpro Enterprise (TE) is at the community college district level. Therefore, data from TE cannot be displayed at the institutional level for colleges in multi-college districts. However, MIS and TE data can be viewed at the community college district level by selecting the locale level “CC District.” As noted above, the only exception is South Orange as both Irvine Valley College and Saddleback College have their own unique agency codes in TE.
• Conventions used in SQL Code describe the intended results and may need interpretation by programmers to meet the criteria. For example, in TE separate metrics for Disabled and for Veteran do not exist. These are values in a string called PersonalStatuses that are separated by semi-colons. They are represented by “DSBL” for Physically Disabled and “V” for Veteran, among nine other values. In the MDD we use the SQL function WHERE PersonalStatuses IN (Disabled, Veteran) to describe the intended outcome. However, programmers will need to write code to find either value within a string using wildcards and the LIKE statement: WHERE PersonalStatuses LIKE *DSBL* OR WHERE PersonalStatuses LIKE *V*.

Identification and Deduplication

An overall update to more accurately identify COMIS students with a single student identifier by combining the COMIS ID on SB00 Student-Identifier with the previous derived key (last name, first name, DOB, gender) has been implemented for DataVista. Students in the TE data, delivered by CASAS, are still identified by a derived key (DERKEY) based on student information in the TE data set provided for: Last Name, First Name, Date of Birth, and Gender. However, in Datavista more TE students have been identified and included by filling in missing necessary derived key information from COMIS when students are found in both COMIS and TE data.

In cases where students are enrolled at more than one institution, college, or district, etc. and have provided conflicting information regarding goals or characteristics, this section describes how students are identified, deduplicated and assigned:

• Adult Education Programs:
  • Student counts are deduplicated within the six Adult Education program counts but not across programs. Therefore, the sum of all program enrollment counts exceeds the total count of all Participants. Some students are in multiple programs within the same agency and program year.
• Demographic Disaggregations:
  • Gender: Use latest category provided statewide, or if a student has more than one gender or gender is unreported anywhere in the system at any level other than the individual college level, assign the student to the “multiple values reported” category.
  • Race/Ethnicity: Use latest category provided statewide, or if there is more than one selection in the same term anywhere in the system at any level other than the individual college level, assign the student to the “multiple values reported” category.
  • Age: Use age as of October 15th of the academic year anywhere in the community college system. Please note that because a student’s date-of-birth is a part of their unique student identifier and a student’s age is calculated based on their age as of Oct 15th of the academic year, no students will be assigned to a “multiple values reported” subgroup.

Display of Complete vs Incomplete Years of Data

For most metrics, complete years of data are displayed. In other words, data displayed for selected years would not update as additional years of source data are ingested. Completeyears of data are displayed with darker colored bars or with solid data points on a line graph. The complete years of prior data would only change for three reasons:

• Prior year information submitted to Chancellor’s Office Management Information System (COMIS) to be ingested for the build is updated by an institution or college. Resubmissions by colleges to COMIS, as an example, for prior years would obviously result in changes to metrics displayed, using that data source in the calculations.
• Prior year information is updated by COMIS due to underlying changes in data collection or due to underlying changes to the methodology for matching students in the data sets or some other reason.
• A coding issue has been identified and fixed causing the data displayed to change

However, there are metrics for which the metric outcomes will update as more years of data are incorporated into the build. These incomplete years of data are displayed as lighter, nearly transparent colored bars or with open data points on a line graph. The following metric types and student groups may include incomplete years of data:

• For CAEP Adult Learners, the metric for Completed a Postsecondary Credential allows adult education participants to earn a postsecondary credential in the same or in any subsequent year. Therefore, all years of data displayed are incomplete as they can be updated with additional years of data.
• For the Employed Four Quarters After Exit metric for CAEP Adult Learners, incomplete data is displayed for the latest year available since employment records in the fourth quarter after exit, which correspond to the second quarter in the EDD UI wage file (April through June), may not be complete due to data availability at the time of requested delivery of the EDD data for the build of the DataVista. Therefore, the latest year of data available for this metric is incomplete and would change with the integration of an updated EDD UI wage file in the next build.

Data Sources

Data Source	Notes
California Community Colleges Chancellor’s Office Management Information System (COMIS)	Term and annual files as noted in the Metric Definition Dictionary for each metric calculation
TOPSpro Enterprise (TE)	K12 adult schools and mostly WIOA Title II funded districts submit data to CASAS using TE Note: The TE dataset is provided by CASAS to the Chancellor’s Office for use in DataVista
Chancellor’s Office Transfer Bucket	Combined information from match with CSU and UC and National Student Clearinghouse
California’s Employment Development Department's (EDD) Unemployment Insurance (UI) Data	Used for employment and earnings metrics.
Insight Center for Community and Economic Development	Used for living wage calculations Link to Living Wage Table with Adult Education Consortia

NOTES on Data Sources: 1. Use of student’s Social Security Number (SSN) for matching Data for employment and earnings metrics from the EDD UI wage data set, apprenticeship status and transfer metrics are based on matches using a student’s Social Security Number (SSN). Students with a valid social security number are noted in MIS in SB01 Student-Identifier-Status. When SB01 = S, then SB00 Student-Identifier is the student’s SSN and not the district ID. 2. California’s Employment Development Department's (EDD) Unemployment Insurance (UI) Data Only contains wages for those employed in an industry covered by UI in California excluding workers who are: Employed by the military or federal government Self-employed Employed out of state Unemployed Not in the workforce Without a social security number Does not indicate how many hours an individual worked, part time/full time status, employment in the field of study, or job title Does include the industry sector or North American Industry Classification System (NAICS) code in which workers are employed For more information, please refer to the Exempt Employment Information Sheet from EDD: https://www.edd.ca.gov/pdf_pub_ctr/de231ee.pdf. 3. Insight Center for Community and Economic Development for Living Wage Living wage data is based on the cost of living for a single adult in the county in which each college’s district office is located. The metric to measure the percentage of students who attained the livingwage requires that each student’s median annual earnings are compared to that living wage in the county in which the college district is located. Living wage figures for 2021 are drawn from the Family Needs Calculator produced by the Insight Center for Community and Economic Development at https://insightcced.org/family-needs-calculator/. The source for their information is The Self-Sufficiency Standard for California 2021, Center for Women's Welfare, University of Washington at http://www.selfsufficiencystandard.org/california. These are the same figures as those used in the Student Centered Funding Formula (SCFF). However, this source does not update the living wage figures every year. Therefore, the figures will be updated if living wage figures are updated by the Insight Center and used in the SCFF calculation in the year of the build.

Important Differences for CAEP Adult Learners Snapshot View of Metrics

Individuals included in snapshot view of California Adult Education Program and other student groups:

1. Underlying Data Sets:
   1. CAEP Adult Learners Snapshot View of Metrics: Records for individuals are considered from two data sets including:
      1. CASAS TOPSpro Enterprise export for K-12 adult schools, for WIOA Title II funded community college districts, and for some CAEP-only funded community colleges
      2. California Community Colleges Chancellor’s Office Management Information System (COMIS) for all community colleges
   2. General Admit Students Snapshot View of Metrics: Records for individuals are only considered from one data set:
      1. California Community Colleges Chancellor’s Office Management Information System (COMIS) for all community colleges
2. Enrollment:
   1. CAEP Adult Learners Snapshot View of Metrics: Records for individuals are considered based on outcomes, participation in activities, student characteristics, and enrollment in adult education coursework at a community college noncredit program or an adult education school within a K12 school district
   2. General Admit Students Snapshot View of Metrics: Records for individuals are only considered based on enrollment as a general admit student in credit or non-credit courses
3. Goal Information:
   1. CAEP Adult Learners Snapshot View of Metrics: Goal information, either from COMIS or from CCC Apply, is not used to organize Adult Education individuals into student journeys.
   2. General Admit Students Snapshot View of Metrics: Students are assigned to journeys based on the educational goals that students select, either as their informed goal once enrolled in community college or from the OPEN CCC Apply version of the application form (if no informed goal is available) or based on course taking behavior that indicates adult education course-taking for Adult Education or ESL or Short-Term Career Education as described above. Note that students who take noncredit CTE courses are included in the Short-Term Career Education journey.
4. Age Limits: 
   1. CAEP Adult Learners Snapshot View of Metrics: As stated above, students under age 18 are eligible as emancipated minors to enroll in adult education. While CAEP funding can only be used for students 18 and older (per education code), WIOA Title II includes students ages 16 to 18 with these students included in the Adult Education View.
   2. General Admit Students Snapshot View of Metrics: There is no age limit for inclusion of students as long as they have a general admit enrollment.
5. Cohort View: 
   1. CAEP Adult Learners Snapshot View of Metrics: Does not include a cohort view to track the same set of students over time 
   2. First-Time Students Cohort View: Includes two first-time credit student cohorts:
      1. First-Time General Admit Students
      2. First-Time Special Admit (dually enrolled in K12) Students

Reports Included for CAEP Adult Learners:

• CAEP Scorecard