2013-2014 Follow-Up Report

1. 2013-2014Follow-Up Report Presented by PTD Technology 3001 Coolidge Road Suite 403 East Lansing, MI 48823

2. Logging In • Make sure you have a MEIS account: • https://cepi.state.mi.us/meispublic • Your Fiscal Agency Authorized Official (Level 5 Official) will authorize your MEIS account for CTEIS. • Navigate to www.cteis.com (or train.cteis.com). • Enter your MEIS account username and password. • CTEIS is a Web-based system, so you must continue to take actions in the application or you will become inactive. • CTEIS will log you out after 15 minutes of inactivity!

3. Purposes and Uses The Follow-Up Report is a survey of CTE program completers. It focuses on the students’ continued use of CTE skills after leaving their secondary education. The data you collect is designed to: • Help people make decisions about CTE programs. • Aid school and program improvement. • Assist with program review considerations by analyzing how many students find jobs or continue education. • Indicate Perkins core performance (5S1 - Placement). • Factor into reviews of added cost rankings.

4. The Follow-Up Gathering information • Telephone/mail survey CTE students who left school in the previous year. • Done by district officials, often teachers. • Compiled into CTEIS. • Submitted to CEPD Admins and the State. Completer survey criteria: • Completed a CTE program. • Left school. • Not in New & Emerging, Co-op, or Family & Consumer Science programs.

5. Support Services OCTE provides a Survey Support Center to facilitate your survey and assist in obtaining accurate data. PTD Technology: • Provides on-site training. • Designs and updates manuals. • Develops CTEIS software for Follow-Up Report submission. • Offers advice for conducting an efficient and effective Follow-Up survey. • Answers questions related to the Follow-Up survey forms. • Helps solve problems encountered while conducting your survey.

6. Technical Help For technical questions regarding the survey forms If you need assistance with how to collect your data For any issues relating to CTEIS operations or usage PTD Help Desk cteis.help@PTDtechnology.com (800) 203-0614 or (517) 333-9363 Ext. 128 Policy Help For direct questions regarding OCTE policy issues To offer suggestions for Follow-Up improvements Krishnan Sudharsan SudharsanK@michigan.gov (517) 241-7652 Help Is Available

7. Steps for Success Follow-Up reporting using CTEIS has been designed as a step-by-step process. By following these steps, you can be sure you will not overlook any necessary survey elements.

8. Step 1: Review Your Follow-Up Packet • MEMOS • One from OCTE, and one from the SSC. • WORKSHOP SCHEDULE • Contains info on training schedules, locations, what to bring, and the general agenda. • PROTOCOL MANUAL • Instructs users on how to collect data, including how to ask the survey questions and complete forms. • INSTRUCTIONAL GUIDE • Teaches users how to input survey data into CTEIS.

9. Step 1: Review Your Follow-Up Packet • INTRO SCRIPT • Quickly introduces you to the student, identifies the completer, and determines which type of survey will be taken. • SURVEYS • Student Survey — phone survey, completed by the student. • Proxy Survey — phone survey, completed by a representative of the student. • Mail Survey — mailed to and completed by the student. • PDFs are online at www.PTDtechnology.com/CTEIS and www.CTEIS.com. • Watch the CTEIS Listserv for additional information.

10. Step 2: Access Your Follow-Up Student Listing Login to CTEIS with your MEIS account information.

11. Step 2: Access Your Follow-Up Student Listing 1. 2. 3. • Choose “Follow Up Survey” from the “Follow Up” menu. • Select your FA and check the box to the left of the appropriate building. • Click one of the “List” buttons: • Follow-Up List – generates a detailed list of students and programs sorted by CIP code. • List By Program – creates an alphabetical list of students. • Select the disk icon to export your list.

12. Reading a Follow-Up List 1.) Sorted by Operating Building 2.) Sorted by Program (CIP Code) 3.) Sorted by Student Name

13. Interpreting Student Data On a Follow-Up List Phone Numbers Sending Facility Student UIC and Name Email Address Survey Status Grade Level Second CTE Program Completed Program Operating Buildings Primary CTE Program Completed (Marked With an X)

14. Follow-Up Student List by Program Export Button

15. Step 3: Review Your Follow-Up Listing • Your list represents the students who have completed a program in your building and left school in the last year. • If a student completes more than one program, the system will determine which building is responsible for Follow-Up. • Contact OCTE if you find any discrepancies with student exit statuses or encounter missing completers.

16. Step 4: Conduct the Survey Mail Speak with Proxy Call Student Copy the survey forms. Put the student’s name onto the Intro Script. Attach the Intro Script to the survey.

17. Get Labels • Choose whether you would like to print folder labels or mailing labels, then click the appropriate blue button. • Use Avery 5160 labels (or their equivalent). • Export labels as a PDF. • Make sure Page Scaling is turned off. • Clear the Auto-Rotate checkbox.

18. Get Labels PHONE NUMBER FOLDER LABELS ADDRESS MAILING LABELS

19. Train Interviewers • Understand the survey forms thoroughly. • Focus on your conversation. • Make every effort to interview the student. • Proxies usually have limited information. • Vary the ways in which you contact your completers. • Be consistent. • Strive to maintain high standards. • Consistency is key in interpreting the value of different responses. • Follow survey wording exactly. • Each completer must be asked the same questions in the same way. • Even slight deviations can: • Change the meaning of a question • Affect a respondent’s answer.

20. Train Interviewers • Be objective. • Keep your voice even – show no emotion towards the question. • Do not apologize for or pre-empt a question with a comment. • Follow the survey script. • Each item has been revised based on experience and feedback. • Following survey instructions is critical to maintaining consistency. • If you are uncertain about any questions, please contact the SSC. • Check your work. • Check through your forms before you hang up. • Review items you skipped. • Contact the interview trainer if you are unsure how to code an item.

21. Survey Question Review Protocol Manual Intro Script Phone Survey Form

26. Potential Problem: • An interviewer is uncomfortable asking about a student’s wages and alters the question slightly to make himself or herself feel better about asking it.

27. Solution: • Be confident: you have written permission and are authorized to ask each question. • Do not remind students that they may choose to skip questions—that may imply that the subject is sensitive or that you do not expect them to answer. • Remember that this is simply another question. Remain casual; your students will be less likely to hesitate, and you will stay objective.

28. Prefaces to Avoid: • Recall that prefaces can influence a participant’s answer. Blameless: - This is confidential, but the state needs it… Estimates: - Approximately how much? - About how much? Apologetic: - If you don’t mind my asking… - Would you mind me asking? - I know this is sensitive, but… On guard! - I have to ask this question… - Now I’m going to get personal… Proxy: - You may not be able to answer, but… Opt out: - This is an optional question… - You don’t have to answer if you don’t want to…

29. Potential Problem: • The completer may want to know more information before answering.

30. Solution: • Why are you asking? • It helps us to know how our students are doing. • Who gets this information? • The data is reported to the district and the state, but your responses are confidential. Names are not included in the data that is reported.

31. Potential Problem: • Some completers may refuse to answer; however, others may just be uncertain.

32. Solution: • If a person refuses to answer or clearly does not want to, then immediately skip the question and move on. • However, if the person suggests that they are uncertain by saying something like “I’m not sure,” then ask if they could give an estimate.

33. Improving Response Rates • An acceptable Response Rate is 90-100%. • Below 50% puts you in non-compliance. • State and federal funds may be recaptured. • Get additional contact info during student exit interviews. • Telephone vs. mail surveys – conduct both if necessary. • Contact students between 8:00 AM and 9:00 PM. • 4:00 PM to 8:00 PM works well! • Attempt contact at least 6 times on different weekdays. • Call from your school for people screening with Caller ID. • Use resources such as Anywho.com to find valid phone numbers.

34. Attachment B in your Protocol Manual includes more ideas for improving response rates.

35. Step 5: Enter Survey Data Into CTEIS • Log into CTEIS. • Select the “Follow-Up” menu item, then click “Follow Up Survey.” • Select your Fiscal Agency and choose the “Survey” option to the right of the appropriate building. • Locate the student for whom you are inputting survey data and click the “Select” link on the right. • Click the “Survey” button in the bottom right corner.

36. Step 6: Complete the Report • Choose “Follow Up,” then “Report Completion.” • Select the correct Fiscal Agency and building. • Click “View Report” to review survey results. • Click “Mark Bldg Complete” to submit.

37. Step 7: FA Review & CEPD Submit Directions for FAs and CEPD Administrators are at: • www.CTEIS.com • www.PTDtechnology.com/CTEIS

38. Step 8: Survey Results • Fall: Follow-Up results • http://www.CTEIS.com • February: State level summaries • http://www.michigan.gov/octe • Data Evaluations and Reports, Follow-Up Survey.

39. Adhere to Timelines

40. 2014 Follow-Up Timelines

41. Questions? Don’t forget to fill out our Training Evaluation Form at www.PTDtechnology.com/CTEIS/TrainingDay Thank you!