MDD Background Information
Student Group: General Admit Cohort Students
Cohort View
A cohort view allows for the same group of students to be tracked over time in terms of meeting the metric outcomes displayed. The cohort length selected allows viewers to see outcomes within a one-, two-, three-, four-, or six-year timeframe beginning from student’s first term of enrollment.
Specifics for Student Group: General Admit Students
Students Included
- Have a record as a first-time general admit credit student in the system in the selected year at the selected college, requiring enrollment in a primary term
- Have a minimal credit enrollment in the system at the selected college
- Did not earn Excused Withdrawal (EW) or Military Withdrawal (MW) grades in ALL credit courses in their first general admit term
- As long as their first general admit term was not Spring 2020 or a term in academic year 2020-21, 2021-22, 2022-23, or 2023-24 then students with all EW grades would be included in the cohort
- Have never had a valid course enrollment at any postsecondary institution except at California community colleges while the student was 18 or older at any time up to and including the selected starting academic year
- May have enrolled in the preceding summer term, which is treated like a fall term enrollment
Secondary Gender Disaggregation
The primary disaggregations are further disaggregated by Gender (Female, Male, All Other) to meet reporting requirement in Student Equity Achievement Program reporting for all cohort metrics (e.g., Female Asian, Male Veteran).
All Other Values is a generated category that includes Non-Binary, Multiple Values Reported, and Unknown/Non-Respondent. With the inclusion of non-binary as a data value for SB04 Student-Gender starting in summer 2019, the number of first-time general admit cohort students who identify as non-binary as grown from 1,114 students in the 2019-20 cohort who identified as non-binary to 9,772 in 2022-23. As this newer data value becomes more widely used and populated, then secondary disaggregated data will be provided for students who identify as non-binary. As a reminder, non-binary data is currently included for the primary Gender disaggregation when FERPA suppression is not needed.
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. Therefore, the Chancellor’s Office has determined that the hour threshold requirements for certain metrics as measured by SX05 Enrollment-Attendance-Hours will not be enforced for noncredit community college students in spring 2020 or any term in the 2020-21, 2021-22 and 2022-23 academic years. During this timeframe, an enrollment record (SX) in a noncredit course EXCEPT in Tutoring or Supervised Study Skills (493009 and 493014) 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 Management Information System (MIS) in the SX05 Enrollment Attendance-Hours data element regardless of DE instruction being synchronous or asynchronous.
Cohort Coding Exception for COVID-19
Due to the limitations described above under the General Coding Exception for COVID-19, starting in spring 2020, first-time students who meet all cohort requirements but have EW grades in all credit courses in their starting term will be included in the cohort for spring 2020 and all terms in 2020-21, 2021-22, 2022-23, and 2023-24. Therefore, first-time students who meet all cohort requirements but have EW grades in all credit courses in their starting term will be included in the cohort for spring 2020 and all terms in 2020-21, 2021-22, 2022-23, and 2023-24.
Display of Complete vs Incomplete 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. Complete years 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 COMIS information to be integrated for the build is updated by an institution or college. Resubmissions to COMIS by colleges for prior years would result in changes to metrics displayed with updates to underlying data sets to calculate those metrics.
- 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 by the Chancellor’s Office or for some other reason.
- To better align with the metric definition and its intent, the code has been updated.
However, there are also 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. Data may be needed for metrics where the time frame to meet the metric outcome is specified in their definition.
The following metric types and student groups may include incomplete years of data:
- For the first-time student cohort, data needed for the timeframe or cohort length selected may not be available yet to allow all students who started in the cohort year selected to have the full timeframe to meet the metric outcome.
- For example, if 2016-17 is the starting year of the cohort and if the cohort length selected is 6-years, then data is needed through fall 2023 or academic year 2023-24 to allow students who started in spring 2017 to have a full 6 years to meet the metric outcome. Therefore, the data displayed for that 2016-17 cohort would be incomplete until the 2023-24 data is available.
- For the first-time student cohort, data may be needed for first-year momentum metrics in the cohort view or for metrics where the time frame to meet the metric outcome is specified in their definition.
- For example, if 2022-23 is the starting year of the cohort, data for academic year 2023-24 is needed to determine if those students are full-time in their first year. Therefore, the data displayed for that 2022-23 cohort would be incomplete until the 2023-24 data is available.
Complete Years of Data Available by Cohort Timeframe
The following grid displays the years where complete information will be available for each metric in the cohort view by starting cohort year and by 2-, 3-, 4-, 6-year timeframe for first-time cohort students. All years and timeframes marked with “I” for incomplete indicate that the data is not complete (but will be updated as more years of data become available in future builds) but will be displayed by bars with lighter coloring and messaging to distinguish from years and time frame selections where the data is complete as noted with “C” and will not change. “N” denotes not available, and “S” denotes that data is not displayed since it is not usable essentially.
Link to Complete Cohort Years by Timeframe in DataVista