CTE Data and EMIS Reporting

1. CTE Data andEMIS Reporting OEDSA Conference – September 13, 2012 DoubleTree Hotel – Worthington, OH Erica Cheyney Sharon Enright, Ph.D. Ohio Department of Education, Office of Career-Technical Education Dan Keck OSU/Center on Education and Training for Employment (Webxam)

2. Session Overview • CTE Data Overview • EMIS Reporting for CTE • FY13 EMIS Changes • Correlating/Mapping • Overrides • Concentrators • FY2013 State CTE Funding • CTE Assessments • Webxam Update

3. CTE Data Overview

5. March (D) Reporting Period • CTE Workforce Development Follow-Up Record (GV) • Placement data • GED data • Industry Credential data • Student CTE Industry Assessment Record (GU) • Industry Assessment data

6. March (D) Extract • Students in FY2012 extract should be those identified in the FY2011 Graduate (G) Perform CSV File as “CTE Concentrators Who Left Secondary Education in FY2011.”

7. On ODE Web: “Perkins IV Secondary CTE Follow-Up”

8. Yearend (N) Reporting Period • CTE Participant and Concentrator data • Assessment data • Ohio Graduation Tests (OGT) • Ohio Technical Assessments – Webxam • Industry Assessments • Withdrawal Reason data • High School Credit Earned data • More…

9. Graduate (G) Reporting Period Data Needed by CTE: • Diploma data • Assessment data • Ohio Graduation Tests (OGT) summer results Some Districts Do NOT Report in (G): • Joint Vocational School Districts (JVSDs) • Contract CTE Districts for their Contract CTE Students

10. CTE Data Initiatives • FY2012 – Office of CTE will work with districts on using CSV files (student-level data), Excel format. • Beginning in FY2011 (N) & (D) – CSV files contain student’s CTE Program of Concentration, so can look at student performance for each CTE program. • FY2013– Office of CTE will continue to work with districts on using CSV files (student-level data), Excel format.

11. On ODE Web: “Monitoring and Tracking CTE Performance with CTE EMIS Reports” Monitoring & Tracking Tools Sample CTE EMIS Reports

12. EMIS Reporting for CTE

13. FY2013 CTE EMIS Changes • October (K) • CTE Subject Codes • Yearend (N) • CTE TECHNICAL Assessment Codes– Changes? • CTE INDUSTRY Assessment Codes – Changes? • CTE Program of Concentrator Codes (FN290) – Changes? • Tech Prep Completer Element – DELETED?

14. FY2013 October (K) CORRELATING CTE Courses • Career-Technical Education Correlated Class Record (CV): Follow instructions in EMIS Manual (updated in FY2012). • Purpose: To form a CTE Program to indicate the relationship between a CTE anchor class (VN, VC, VT, VP) and a related class (V3): • Associated technical related class for CTE WFD. • Associated technical related class and/or academic class(es) for CBI. • Instructional support time for GRADS.

15. FY2013 October (K) CORRELATING CTE Courses (con’t.) • CTE cooperative anchor class (VC, VP) – REQUIRED to have a correlated related class (V3). • Related CTE class (V3) – REQUIRED to be correlated with a CTE anchor class.

16. FY2013 October (K) MAPPING CTE Courses • Mapped Local Classroom Code Record (CM): Follow instructions in EMIS Manual. • Purpose: Combining (merging) students from two or more CTE classes in EMIS to look like a single classto ODE.

17. FY2013 October (K) MAPPING CTE Courses (con’t.) • Mapped classes must have the same values in the following elements: • Subject Code (CN050) • Employee ID (CN070) • Curriculum (CN310) • Delivery Method (CN320) • Educational Option (CN330) • May map together ONLY the following CTE classes: • Two CTE classes from the same semester (Semester Code ‘1’ OR ‘2’) • First and second semester CTE classes (Semester Codes ‘1’ AND ‘2’) • All-Year CTE cooperative classes (VC, VP) (Semester Code ‘3’)

18. FY2013 October (K) CTE EMIS Errors • EMIS coding question? Submit EMIS Helpdesk ticket. • Question about a particular student? Consult your district’s CTE CSV file associated with that particular report. • Question about how a CTE Program operates? Contact identified CTE consultant. • Question about appropriate teacher credential for a CTE course? Consult ODE Web-based Certification and Licensure Search: http://education.ohio.gov/GD/Templates/Pages/ODE/ODEDetail.aspx?page=3&TopicRelationID=1281&ContentID=10282&Content=107055

19. FY2013 October (K) CTE EMIS Overrides Purpose: To APPROVE a CTE class in (K) that is not otherwise approvable due to CTE ‘FATAL’ error(s). If ‘FATAL’ error is not fixable in EMIS, district may request a CTE override: • CTE technical course – Contact identified CTE consultant • CTE academic course – Contact Steve Gratz (Steve.Gratz@education.ohio.gov)

20. FY2013 October (K) CTE EMIS Overrides • (K) is ONLY EMIS reporting period for CTE overrides • No CTE overrides in March (D) or Yearend (N). • (K) CTE override approves a CTE course exactly as reported by district. • CTE (K) override does NOT change district’s reported data. • In Yearend (N) – Report data exactly as reported and overridden in (K), even if reported wrong in (K). • EXAMPLE: If (K) CTE override “approves” a wrong curriculum code, must report the same wrong curriculum code in (N).

21. CTE College Credit Element (CN300) • Indicates if a career-technical course provides an opportunity for students to earn college credit. • Formal agreement exists between the district and the college that indicates the course is eligible for college credit • (e.g., dual/concurrent enrollment, articulated credit, Career-Technical Credit Transfer (CT2)).

22. Who is a CTE Concentrator? A student who has completed half of a CTE Workforce Development Program and has enrolled in the next portion of the same CTE program.

23. CTE Concentrator Guidance – ODE Web: • CTE Programming and EMIS Reporting • Appendix A – Updated scenarios

24. Monitoring “CTE Concentrator” Reporting Monitor during Yearend (N): • Total CTE Concentrator Count – Located in CTE EMIS Performance Report. • Individual Student CTE Concentrator Status – CTE EMIS CSV File (associated with CTE Performance Report).

25. We suspect UNDERREPORTING of “CTE Concentrators” To monitor, check ratio of 12th grade students: # 12thgrade students enrolled in WFD programs reported as CTE Concentrators # 12th grade students enrolled in WFD programs GOAL: Minimum 80% ratio

26. We suspect UNDERREPORTING of “CTE Concentrators” ACTUAL RATES: • FY2010 State Rate – 72 percent • FY2011 State Rate – 69 percent • School District Rates – 0 to 100 percent GOAL: Minimum 80% ratio

27. CTE Program of Concentration Element (FN290) • Enter “CTE Program of Concentration” code in SIS when CTE Concentrator status is reached. • EXAMPLE: If two-year program, enter two-digit code in SIS the autumn of the second year. • Enter only one “CTE Program of Concentration” code for each student. • Report data in EMIS at Yearend (N).

28. State CTE Funding

29. FY2013 State CTE Funding • A school district gets the same amount of State CTE Funding in FY2013 as received in FY2012. • Community schools receive weighted State CTE Funding. • FY2013 State CTE Funding NOT based on “approved” CTE courses in (K). • Fatal CTE errors in March (D) and Yearend (D) do NOT affect State CTE Funding. • State CTE Funding expected to change in FY2014 • May again be based on “approved” CTE courses in (K).

30. CTE Technical Assessments

31. CTE Technical Assessments • A technical assessment taken and reported must align with student’s CTE Program of Concentration. • If assessment available for student’s CTE Program, student should take assessment. • Technical assessments include: • CTE Technical Assessments – Webxam assessments (OSU/CETE) – NO COST to district (effective FY2012). • CTE Industry Assessments – Various vendors and costs.

32. On ODE Web: “CTE Assessments, Industry Credentials Matrix”

33. FY2012 CTE Technical Assessment Matrix – SAMPLE EXAMPLE: CTE Concentrator in “Brick, Block and Cement Masonry” (D0) needs to take one of these assessments.

34. Reporting Technical Assessment Data – Two EMIS Records • CTE Student Assessment Record (GY) • Webxam results – Report in EMIS Yearend (N). • If in FIELD TEST status, no data to report. • Student CTE Industry Assessment Record (GU) • Industry Assessment data – Report in EMIS Yearend (N) & March (D).

35. Industry Credential Data CTE Workforce Development Follow-Up Record (GV) • Collect data from students during school year and via CTE Follow-Up Survey. (Or collect by other reliable means.) • Manually enter data in SIS. • Report in EMIS GV Record in March (D).

37. CTE Performance, Data and Accountability Erica Cheyney – erica.cheyney@education.ohio.gov Sharon Enright – sharon.enright@education.ohio.gov Dave Ozvat – david.ozvat@education.ohio.gov Office of Career-Technical Education