An Introduction to Data Reporting for Secondary Career and Technical Education

1. An Introduction to Data Reporting for Secondary Career and Technical Education Tuesday June 8, 2010

2. Overview of Today’s Discussion • CCTCMIS - Who we are and what we do. • Secondary CTE data processing. • Perkins IV Reporting. • Recent Changes and Questions. • Getting involved and staying in touch.

3. We are the Bureau of Community College and Technical Centers Management Information Systems (CCTCMIS)

4. Responsible for the collection and reporting of data from the Florida College System; District Postsecondary Career and Technical Education and Adult General Education; and District Secondary Career and Technical Education. CCTCMIS

5. Secondary Career and Technical Education as reported in Survey 5. Postsecondary Career and Technical Education and Adult General Education as reported in Surveys F, W, S, G, and X. School Districts

6. Our staff: Joan Roddenberry Bruce Harrington Christine Allen April Card School Districts

7. What We Do • State and federally mandated reporting. • Reports for district review. • Ad hoc reports to various state agencies. • Implementation of necessary changes to data elements and formats. • Maintenance of the Data Base Handbooks.

8. Education Information and Accountability Services (EIAS) • EIAS is responsible for data base maintenance, data submission processing, etc. for the entire secondary system, including CTE. • Contact information at: http://www.fldoe.org/eias/

9. Primary Uses of Your Secondary CTE Data • Federal Carl Perkins “S” Measures • Federal Civil Rights • Statewide program policy review • Legislative requests • OPPAGA studies • And many more!

10. Overview of Processing • Formats • Due Dates • Data Flow • Submission and Retrieval • Edits • Reports

11. Secondary Formats • Student Demographic • End of Year Status • Vocational Student Course • Vocational Teacher Course • Information can be found in the Secondary Vocational Student handbook: http://www.fldoe.org/arm/cctcmis/pubs/sec/0910hbk/0910hbk.asp

12. Additionally, we utilize data from: • EIAS formats • Exceptionality • Federal/State Indicator • Student Course • Survey 2 and Survey 3 Student Demographic • Florida Education and Training Placement Information Program (FETPIP) • Education Data Warehouse (EDW)

13. 2009-10Secondary Vocational Survey 5 Processing window: August 2 - September 3, 2010 Due date: August 6, 2010 Final Update/Amendment Date: February 28, 2011 Perkins/CCTCMIS Cutoff Date: In October, 2010, date TBA

14. 2010-11Secondary Vocational Survey 5 Processing window: August 1 - September 2, 2011 Due date: August 5, 2011 Final Update/Amendment Date: February 29, 2012 Perkins/CCTCMIS Cutoff Date: In October, 2011, date TBA

15. Why an October Cut-Off Date for CCTCMIS? October is the “end of the road” for Secondary Vocational data updates for use in Perkins and most CCTCMIS reports. • Federal Perkins December 31 deadline necessitates an October “snapshot”. • The October snapshot is then the basis for most CCTCMIS reports except in special situations.

16. Data Flow – Initial Post • District posts initial data file to NWRDC • EIAS initiates processing automatically weekly • Error reports/files are created at NWRDC • All errors are reject errors – the records are not posted to the data base. • District downloads reports/files

17. Data Flow – Batch Update After reviewing reports, the district: • Corrects errors from initial post - then • Creates batches of corrected data • And uploads batch update file • Processing is automatic • Error reports/files are created at NWRDC • District downloads reports/files

18. Data Flow –Validations and Exceptions When the district has corrected all reject errors - • District requests validation reports • EIAS initiates processing upon request • District downloads reports for review

19. Data Flow –Validations and Exceptions If there are errors in the validation process, the data base must be corrected: • District corrects errors, uploads files to correct the data base - batch update processing again • EIAS automatically generates error reports

20. Initial Submissions & Batch Updates • Remember, processing is now weekly. • Initial must post before a batch update.

21. Input Datasets, Edit Reports and Output Datasets Secondary Vocational Appendix D: http://www.fldoe.org/eias/dataweb/database_0809/appd0809.pdf

22. The complete picture… Refer to the Information Database User’s Manual for a detailed description of data flow, uploading, downloading and file handling at http://www.fldoe.org/eias/dataweb/manual_0809.asp

23. Reports • Edit Error Reports – Initial and Batch • Validation/Exception Reports • Survey 5 Perkins Report – job prep courses that earn an OCP

24. Edit Error Reports • Rejected means the record was not loaded to the data base • Initial - 20% errors ends processing and no records in that file load to the data base • In house testing - for more information see: http://www.fldoe.org/eias/dataweb/database_0809/chapter30809.pdf

25. Edit Error Reports • Run automatically. • Records in error are rejected and not posted to the database. • Remember – more than 20% errors on the initial suspends processing and no records post for that file. • 20 % rule does not apply to batch updates.

26. Validations/Exceptions • Both validations and exceptions are listed in one report. • Run only upon request.

27. Validations and Exceptions The data has passed the edits and posted to the data base, but the validations and exceptions are still important.

28. Exceptions • Represent an unexpected value, but not necessarily an error. • They are a useful tool in data analysis.

29. Validations If a student’s data cannot pass the validations, we (CCTCMIS) cannot use that student’s data for reporting purposes.

30. Edit Error and Validation/Exception Reports • List the error codes with definitions at the beginning of every report • List data for one format • List data at the student level • List multiple errors for each record • Provide a total of records rejected and records loaded by school on the report and online

31. Secondary VocationalPerkins Report • Emphasizes Perkins-related data elements. • Generated at the close of the Survey 5 window and again at the end of the October Update Window. • Generated and distributed by CCTCMIS.

32. Reviewing Reports from CCTCMIS Duplication – data can be duplicated across programs, schools, districts. Therefore, counts may vary due to the level of aggregation.

33. Perkins IV • All measures for Perkins IV are now reported • Perkins information may be obtained at: http://www.fldoe.org/workforce/perkins/perkins_resources.asp

34. Perkins IV • Nearly all Secondary Perkins IV data will now be reported by the state to the federal government through EDFacts (formerly EDEN). • This change does not affect the way districts report the data to the state.

35. Secondary Perkins – Key Elements • Student Number Identifier, Florida • Sex • Race/Ethnicity • Vocational Program Code • Vocational Completion Point Code • Diploma Type • Certificate of Completion • Withdrawal Reason • Exceptionality, Primary • Lunch Status • Vocational Single Parent • Vocational Academic Disadvantaged • Limited English Proficient • Dual Enrollment Indicator • Industry Certification Identifier • Industry Certification Outcome

36. Perkins IV • Participant:A secondary student who has earned one or more credits in any career and technical education (CTE) program.

37. Perkins IV Participants are determined as follows: • The student participated in a secondary CTE program in the current year or any of the last three years as reported in the secondary vocational student course record, Survey 5 (CCTCMIS) AND • The student was found to have earned 1 credit in that program in the current or last three years (FETPIP)

38. Perkins IV • Concentrators: A secondary student who has earned three (3) or more credits in a single career and technical education program (CTE), or two (2) credits in a single CTE program, but only in those programs where 2 credit sequences at the secondary level are recognized by the State and/or its local eligible recipients.

39. Perkins IV Concentrators are: • The student participated in a secondary CTE program in the current or any of the last three years as reported in the secondary vocational student course record (CCTCMIS) AND • The student was found to have earned 3 or more credits in that program in the current or last three years (FETPIP)

40. Perkins IV Measures • 1S1 Academic Attainment – Reading/Language Arts • 1S2 Academic Attainment - Mathematics • 2S1 Secondary Technical Skills • 3S1 Secondary School Completion • 4S1 Student Graduation Rates • 5S1 Secondary Placement • 6S1 Nontraditional Enrollments • 6S2 Non-Traditional Completion

41. Key Resources • Edit and Validation Reports • Survey 5 Perkins Report • Data Base Handbooks http://www.fldoehub.org/CCTCMIS/secvoc/Pages/default.aspx • DOE Employee Phone List http://www.fldoe.org/department/staff.asp • Curriculum Frameworks http://www.fldoe.org/workforce/dwdframe/

42. Secondary Industry Certification Reporting Three uses of Secondary Industry Certifications • Perkins Technical Skill Attainment • Bonus FTE for CAPE Academy Students • School Grades Industry certifications are reported for all three purposes on the vocational student course in Survey 5, but each has different requirements.

43. Secondary Industry Certification for Perkins • The Industry Certification must be linked to a program. • Deadline TBA, sometime in the beginning of October. • Secondary Perkins Technical Skill Attainment Inventory: http://www.fldoe.org/workforce/perkins/pdf/0910SecondInvent.pdf

44. Secondary Industry Certification for CAPE Bonus FTE • Student must be a member of a certified CAPE Academy. • Certification must be linked to a CTE course. • Student must graduate in the reporting year. • Deadline: February 28

45. Secondary Industry Certification for CAPE Bonus FTE • Documentation of Industry Certification Identifiers with FTE eligibility information is available in Secondary Handbook Appendix Z: http://www.fldoe.org/eias/dataweb/database_0910/appendz.pdf • CAPE ACT Technical Assistance Paper: http://www.fldoe.org/workforce/pdf/CAPE-Act-TechAssist.pdf

46. Secondary Industry Certification for School Grades • Does not have to be linked to a CTE course. • However, these are still reported on the vocational student course schedule. • Report all zeroes for the program and course. • Deadline: ?

47. Dual Enrolled Students Secondary students who are taking a postsecondary CTE course • Receive both postsecondary and secondary credit. • Reported in WDIS on the Vocational Student Course Record AND • Reported in secondary with the postsecondary number on the Student Course record. • Are NOT reported on the Secondary Vocational Student Course.

48. Co-Enrolled Students • Are secondary students taking adult high school classes. • Are not separated from K-12. • Must be reported in WDIS on the Adult General Education Student Course Schedule with a Vocational Program Code of 9900099.

49. Adult General Education Program Code 9900099 • New to 2009-10. • “Co-Enrolled General Education-Promotion”.

50. Getting Involved and Staying In Touch! • The CCTCMIS Online Directory • What is a “Reports Coordinator” anyway? • The CCTCMIS SharePoint Hub • The Workforce Education District Data Advisory Committee (WEDDAC) • CCTCMIS Staff Contact Information