Update DSPS Information On A Continuing Student

Business Process: Update DSPS Information On A Continuing Student

Module: Disability Support Programs & Services

Prerequisites:

Student must have a valid application on file.

Instructions:

This Job Aid will go over the process to update DSPS information on a student record for a continuing student.

Step	Action
1.	Select the compass button and then select the navigator button to navigate by selecting: MIS/320 Reporting -> MIS Data Collection -> Student DSPS Data

Step

Action

2.

IMPORTANT: A new DSPS Student Record must be created and entered when the Campus or Reporting Term is different from previous record to ensure correct funding.

To find the student, start on the Find an Existing Value tab and fill in the following search criteria:

ID: enter ID directly into the field. NOTE: It is NOT recommended to use the magnifying glass icon to search for a student ID as it will take a long time to load.
Academic Institution: enter “SDCCD” directly into the field or click the magnifying glass icon and select “SDCCD” from the generated list if it does not default to “SDCCD”.
Academic Career: enter directly into the field or click the magnifying glass icon and select the appropriate academic career from the generated list.
- UGRD = College Undergraduate
- CE = Continuing Education
- CEHS = Continuing Education High School
Campus: enter directly into the field or click on the magnifying glass icon and select from the generated list.
Reporting Term: enter directly into field or click on the magnifying glass icon and select from the generated list.

If entering the term manually, the four digit Term number should be entered as follows:
- “2” for the millennium or “1” for all years prior to 2000 (1901-1999)
- The last two numbers of the year (i.e.: “07” for 2007, “19” for 2019) Semester code: “3” for Spring, “5” for Summer, “7” for Fall

Fully Typed Out Term Examples:

2183: Spring 2018 (includes Winter/Intersession)

2185: Summer 2018

2187: Fall 2018

3.

Select the Search button after all information is entered.

NOTE: Ensure the Include History box is checked before selecting the Search button. If the Include History box is not checked, make sure to check mark the box.

Step	Action
4.	After selecting the Search button, the Student DSPS Data page will appear. NOTE: A test student has been created and used for purposes of this job aid only, Michael L

Step

Action

5.

In the Student DSPS Information section, on the Disabilities and Service Contacts section, *Primary Disability must be selected by using the drop down menu. Primary Disability must be entered for the student record to be recorded.

NOTE: Secondary Disability can be entered for internal reports but will not be submitted to MIS until required by CCCO.

List will be edited to correspond with updated Title 5 and MIS Data Element descriptions.

Step

Action

6.

Also in the Student DSPS Information section, on the Disabilities and Services Contacts section, in the General Comments section, comment can be entered into the field for relevant reasons unique to each student at the discretion of DSPS counselor, coordinator, and department.

NOTE: General Comments are seen by DSPS and IT staff only and not reported to MIS.

Step

Action

7.

In the Student Contacts section, on the Details tab, a Contact Type must be chosen for each service provided.

The first row will already be present; however, if additional Contact Types are needed, more can be added by clicking on the plus icon at the end of each row.
*Contact Date: defaults to the current date but can be edited for prior date(s). The Contact Date can either be entered directly into the field or by clicking on the calendar icon and selecting the date.
Sequence and Reporting Term are automatically set by the term being reported and cannot be changed in this section.
DSPS Disability Type: use the drop down menu and select the appropriate disability type from the generated list.
- If a secondary disability was listed under the Disabilities and Service Contacts section, then this will relate to the DSPS Disability Type section showing “Primary Disability” and “Secondary Disability”
*Contact Type: use the drop down menu and select the appropriate contact type from the generated list. The Contact Type is the service being provided by the student. The Contact Type is unique to a primary or secondary disability.
Employee ID: enter directly into the field or click on the magnifying glass icon and select from the generated list.

NOTE: The following examples illustrate four services/contact types added during one meeting.

Step	Action
8.	On the Notes section, case notes can be entered as needed in the Description field. NOTE: The Created By name stamp and the Created On date and time stamp will be reflected once the student record is saved.

Step	Action
9.	Once all DSPS information has been updated, select the button Save to update the student record and save all changes.

Step	Action
10.	End of job aid.