Custom Data Reports Help
The Custom Data Reports System is designed for the generation of fully-customized data reports. The options available in each report vary but the technique for customizing is the same throughout. On most computers, a new browser window will be opened with the report data. This makes it easier to go back to the report configuration and make changes to show a different set of data or a different aggregation. You may want to print these instructions for reference.
To generate your report, select the category of data (enrollment or degree/completion) from the first page. Then select the primary aggregation of the data. Click on Select Final Options to customize the report. Here is some general information about some of the options:
For most reports, if no changes are made, the report will include statewide data for the most recent year, the primary aggregation, and the student count. For example, Enrollment by Student Level will include the year, a list of the student levels, and the count of students at each level. The primary aggregation can be unselected so that only the year and the student count is returned. If you are not sure what you need, start with the default report and add in options one at a time.
The default Time Frame selection for all reports is the most recent year. This will vary depending on the report and the source of the data. Options are provided to select the previous ten years of data, five-year segments of data, and individual years.
The "Aggregate (Group) Data" section defines which columns will appear in the report. All reports include options to add the student's gender and ethnicity and information about the institution attended by the student. Other options are determined by the other information available in the table. Any information wanted in the final report, such as the institution's name, should be selected here.
The "Include Only ..." sections provide filters for the data. Drop-down lists are provided for some elements such as California counties and regions. For others, a text box is provided for entering search criteria. Advanced search capabilities such as using "And" and "Or" are supported for most of the text boxes.
For some reports, there are some additional data elements available that are directly tied to other elements in the report. For example, when running a report that includes the Discipline / Instructional Program option, the CIP Code (Classification of Instructional Program Code) can be added to the final report.
In general, the more options selected or changed in the configuration of the report, the larger the report will be and the longer it will take to run. If a report is more than about 300 rows, only part of the report will be displayed in the browser. The entire report can be downloaded for analysis. It is possible to configure a report that is too large to be generated. In these cases, the report can be broken into smaller segments by selecting a single year at a time; a single region, county, or higher education system; or reducing the number of columns.
More detailed instructions are available in the step-by-step walk through
of an example report.
How to do it:
Watch a short video
(5:51) to see how easy it is.
Any comments, questions, or suggestions are welcome; send to
or fill out the
Looking for other Commission data?
Visit Where to Find Data
for quick links sorted by the type of data.
Want to reproduce a pre-configured data report?
Visit Reproduce Pre-Configured Report
for available instructions.
How to Cite this Information
page for some suggestions.
See something weird?
Known problems and notes about the data are documented on the Caveats
page. Please let us know if you notice something that is not included. Send an e-mail to Data_Quality@cpec.ca.gov
or fill out the Comments