VE-135 Follow-up Webinar-Part I “Collecting Placement Data”

1. Thursday, November 4, 2010 VE-135 Follow-up Webinar-Part I “Collecting Placement Data” Agenda • Core Concepts • What is the follow-up? • Why is the follow-up required? • Why is the follow-up important? • Dates, deadlines, and data contacts • Monitoring and recordkeeping • Follow-up Process • Completer reports • “How to” documentation • Placement questions • Preparing for data submission • Survey best practices • Discuss Part II Follow-up Webinar • Questions Answered • Wrap Up • Webinar Survey • Recording of Webinar

2. Webinar Logistics • Communication • All participants will be muted during the webinar. Only the webinar moderators will be unmuted. • To ask questions or if you need technical assistance with the webinar use the “Chat” Control Panel feature. • If you are experiencing any problems with the webinar and can’t use the Control Panel, email Tim Cousineau at tim.cousineau@cccs.edu or call 720-858-2843. • This webinar is being recorded and will be posted online. The link will be emailed to all attendees.

3. Webinar Logistics If you have successfully joined the webinar, you will see your own “Control Panel” similar to this. Attendee List Pane - If enabled by the organizer, provides a list of all meeting attendees. (a) Grab Tab - Enables attendees to minimize the Control Panel to the side of their desktops and still access Viewer tools. (b) Audio Pane - If the organizer has given attendees a choice in how to join the audio portion of the meeting, you can switch between using Mic & Speakers (VoIP) or Telephone. (c) Chat Pane - If enabled by the organizer, allows attendees to chat with other attendees, either individually or all at once, or with just the organizer or presenter. Meeting Information - Provided for quick reference. (e) Access Webinar Help – Click Help at the top of the Control Panel to access online help.

4. Webinar Logistics • Audio • You can listen to audio of this webinar through either your computer speakers, a headset plugged into your PC, or via your phone. • If using your speakers or a headset: • Make sure the audio setting in your Control Panel is set to Use Mic & Speakers. • Keep handheld electronic devices away from your speakers or you may experience audio problems. • Other open applications running on your PC can cause audio streaming problems. • If using your phone: Dial: 916-233-3087 (standard long distance rates apply) Access code: 516-042-279 • If you join by phone, make sure the audio setting in your Control Panel is set to Use Telephone.

5. Let’s Get Started

6. Agenda for Today • Core Concepts • What is the follow-up? • Why is the follow-up required? • Why is the follow-up important? • Dates, deadlines, and data contacts • Monitoring and recordkeeping • Follow-up Process • Completer reports • “How to” documentation • Placement questions • Preparing for data submission • Survey best practices • Discuss Part II Follow-up Webinar • Questions Answered • Wrap Up • Webinar Survey • Recording of Webinar

7. Core Concepts • What is the follow-up? “A process where placement information is gathered on students who were marked as program completers in the VE-135 enrollment of the previous academic year .” • For the follow-up this year: • Gather placement information on completers reported in the 09-10 VE-135 enrollment. • Follow CCCS placement process guidance.

8. Core Concepts • Why is the follow-up required? • Program Renewals • Used as a measure of program/student success during the program renewal process—5-Year Trend Placement Report • CTE Funding • Mandated Accountability Reporting • Federal----Perkins Act • Perkins Performance Metrics Reports • Reported at both state and local levels • State----Career Technical Act (CTA) • Annual Colorado Legislative Report

9. Core Concepts • Why is the follow-up important? • Tool that can measure value of CTE programs both to students and to the workforce. • Tool that can tell us what policy makers want & need to know. • Are CTE program completers getting jobs or are they enrolling in postsecondary education!

10. Core Concepts • Dates and deadlines • VE-130 Active Teachers Enter Now • Website opens for 10-11 year November 30, 2010 • Begin VE-135 follow-up surveys December 15, 2010 • VE-135 follow-up data due March 30, 2011 • VE-135 enrollment data due July 30, 2011

11. Core Concepts • Data contacts • Designated VE-135 contacts listed on Universal Contacts (UC) website at http://ctecontact.cccs.edu/ctecontact/index.jsp • Each VE-135 contact has their own website login. • User id’s are now 6 characters; first 3 characters are the school suffix. • Passwords will now expire every 3 months (security precaution). You will be able to reset your password as many times as you like just in case you forget it.

12. Core Concepts • Monitoring and recordkeeping • Be Aware--Always provide accurate follow-up data! All VE-135 data is subject to federal and state monitoring visits and audits. The CCCS audit department includes data monitoring on random VE-135 student records as part of Perkins monitoring visits. Keep all paperwork used during follow-up surveys on file for 7-years (i.e. phone logs, mail survey, etc).

13. Follow-up Process • Completer Reports • Retrieve completer reports from the VE-135 Data Collection Website at https://ve135.cccs.edu/login.aspx

14. Follow-up Process • Completer Reports • After November 30, 2010: • Website rolled to 2010-2011 reporting year • Login to a school. • Go to the VE-135 Student Follow-up section. • Under Step 1, click on the link Download All Follow-up Students OR • To download reports for single CTE programs, click on the Follow-up Student List link next to each program name at the bottom of the page. • Save the Excel file to your local computer. This is a download of data from the website. Opening and making changes to the Excel report does NOT change the data automatically in the VE-135 at CCCS. • The saved Excel file is your completer report listing all of the students you need to conduct the follow-up survey on in December 2010

15. Follow-up Process • Completer Reports -- After November 30, 2010 Let’s do a demo on the beta 2010-2011 website

16. Follow-up Process • Completer Reports • Students listed in the completer reports of the previous slide are the ones that you reported as completers in your 2009-2010 enrollment. You should already have this data in your own records. Note to colleges on postsecondary data: your completers are the students you submitted to CDHE in your end of year SURDS degrees awarded for 09-10.

17. Follow-up Process • Completer Reports • If you want to get a jump start: • Prior to November 30, 2010 • Website still in 2009-2010 reporting year • Login to a school. • Go to the VE-135 Student Enrollment section. • Under “Enrollment Related Reports” click on the link called “Excel Report of your 2009-2010 completers (these are the students you will follow-up on beginning in December of 2010).” • Save the Excel file to your local computer. This is a download of data from the website. Opening and making changes to the Excel report does NOT change the data automatically in the VE-135 at CCCS. • The saved Excel file is your completer report listing all of the students you need to conduct the follow-up survey on in December 2010.

18. Follow-up Process • Completer Reports – prior to November 30, 2010 Let’s do a demo on the live 2009-2010 website

19. Follow-up Process • “How to” documentation • Before beginning your student surveys, read the 2011 document “How to fill out the VE-135 Follow-up Completers Document” available in the Documents section of the Help Page on the VE-135 website.

20. Follow-up Process • “How to” documentation • Condensed very important points: • Do not start your follow-up survey until December 15, 2010. • Phrase all questions, excluding technical skills assessment, relative to what the student was doing between October 1, 2010 and December 31, 2010. • Try to collect survey information on all students in the follow-up. 50% response rate recommended. • Survey all previous year program completers regardless of grade or high school completion. • Even if a program closed or was made inactive in the current school year, you should still survey the students. • If a student is a completer in multiple programs plan to contact them only once and gather placement information according to each program they completed. • You MUST provide an answer in the “Placement” field for EVERY student in the follow-up. • Collect data from your students for as many of the other follow-up fields as possible. • Follow the “Special Rules” section. • Report your data back to CCCS via the CTE Data Collection website by single record data entry or by uploading a data file. The deadline is March 30, 2011.

21. Follow-up Process • Placement questions • Review table in “How to” document

22. Follow-up Process • Survey best practices • Review section in “How to” document

23. Follow-up Process • Preparing for data submission • Data can be submitted by file upload or single record entry. • If you use a completer report downloaded from the website to collect your survey data, you are well on your way to creating a file for simple upload to the website. If you ran a completer report prior to the website opening on Nov 30th, then you may need to update RITS ids that were corrected by CCCS in your 09-10 enrollment submission. • If you have a small number of students it may be more time efficient to just use the single record data entry on the website.

24. Follow-up Process • Discuss Part II Follow-up Webinar • “Submitting Placement Data” • Tentatively scheduled for mid January, 2011. • Will cover nuts and bolts of submitting placement data onto VE-135 site by file submission or single record entry. • How to fix file submission errors. • Verify that data is properly submitted and is complete. • Run website data submission reports. • Webinar registration email will be sent to all VE-135 contacts as soon as date is finalized.

25. Questions Answered Address any outstanding questions asked during webinar in Chat and Questions Control Panel features.

26. Wrap Up • You will receive an email with a survey link on the usefulness of this webinar. Please answer this very short survey if you can. • Recorded webinar will be made available online. Link will be emailed to all attendees. File format will be in the universal Windows Media Player.

27. Wrap Up Best Data Reporting Resource • Help page of the VE-135 website-Documents link https://ve135.cccs.edu/help_documents.aspx

28. Thank you for attending this webinar! Data Reporting Contacts Julie Eddy, Director CTE Accountability Colorado Community College System 303-595-1527 julie.eddy@cccs.edu Tim Cousineau, CTE Programmer Analyst Colorado Community College System 720-858-2843 tim.cousineau@cccs.edu