CTE Best Practices

1. CTE Best Practices Intended for the EMIS Professional who completes the EMIS/Career Tech work for your district Presented by: Teri Belt Miami Valley Career Technology Center EMIS Specialist 937.854.1285 www.mvctc.com

2. Maintain Relationships • Within your own district • Program Supervisors • Testing Coordinator • Student Services • Instructors • Department Secretaries • With your member districts • Instructors • With ODE • Career Field Consultants

3. Maintain Relationships Your District • Summer/Fall • Work with Supervisor’s and Testing Coordinator’s to verify students are being given correct WorkKeys exams or Industy Assessments • Use the CTE Matrix on ODE’s website • May want to create your own spreadsheet to track: • Subject code, area of concentration, program of concentration, testing information • Share report with all stakeholders! Then check back with ODE website – Matrix updates!

4. Maintain Relationships Member Districts • Fall • Invite all member districts to a Fall Meeting • Create a list of approved programs using the Career Field and Funded report from prior year • Review CTPD Performance Report • Remind districts of Follow-Up Procedures

5. Maintain Relationships • Pick a Performance Measure and focus on that measure to improve • Example: Technical Skill Attainment 2S1 • Review calculation and ensure all parties understand all aspects of calculation

6. .csv Files from ODE • Use these files to review data that is being reported on the student level • Concentrator element • CTSO element • Technical Skill

7. What is a CTE-26?

8. What is a CTE-26? An Application for Preliminary Approval to the Ohio Department of Education for a Career Technical Program/Workforce Development program. • Complete when: • A new program is started • Subject codes change for a program • ODE Transition may be available • Building has changed for a program • If you were not funded the prior year but want to offer the program for funding • Significant changes to a program • Moving to meet Tech Prep standards • Five-year program approval has expired • Program design must meet Administrative Rule criteria • Who should complete the CTE-26? • The person(s) who best understand the curriculum • Usually an administrator and teacher team

9. What is a CTE-26? Page One of the CTE-26 Application It is important for the EMIS Coordinator to have copies of all CTE-26/POS Applications.

10. What is a CTE-26? • Page 1 of the CTE-26 is used for: • Proper EMIS reporting of course elements • Subject Code • Course Type • Career Field • Career Pathway • Area of Concentration • Course Hours • Also can see what courses need to be correlated to the program • Proper EMIS reporting of Building/District information for the program • IRN • Contact information for district personnel • Tech Prep Information • Consortium ID for EMIS reporting

11. What is a CTE-26? • Page 2 of the CTE-26 includes: • CTE-26 assurances • District and CTPD Superintendent Signatures • Information of where/how to mail

12. What is a POS? • Not what you are thinking…. • Program of Study • Is a collaboration between the district, CTPD and college specified in the POS • Based on a career pathway identified as one of Ohio’s career fields • Identifies required/recommended/elective academic and technical coursework • Identifies articulated/dual enrollment credit opportunities for students • Identifies industry/state credential opportunities

13. What is a POS?

14. What is a POS? • The Program of Study is used: • To identify CTE College Credit courses • This element is important to the Performance Report • To identify elective, required courses • Contact information for reference • The Program of Study Assurance Page is used: • Agreed assurances and guidelines • Signatures of district, CTPD, college, and Tech Prep Consortium

15. What is the CTE-26 Approval Letter? • This is a communication from ODE as to the status of your CTE-26 Application. • May include: • Agreed changes to application • Approved Application number • ODE CTE Consultant contact information

16. What is the CTE-26 Approval Letter? Hint: Keep a copy with your CTE-26 Application/POS for future reference

17. CTE Reports in FISCWEB Reference: FY 2011 CTE Programming and EMIS Reporting Manual, Section 2

18. CTE Reports • These are reports ODE sends to districts • ITC’s load them to FISCWEB, allowing districts to view and: • Correct any missing/incorrect data • Use to verify CTPD member district data • Use to help determine CTE Program performance and accountability before it gets to the “Performance Report”

19. CTE Reports • October (K) Reporting • Sets your CTE classes for the year • Want to ensure there are no FATAL errors on any of the CTE FISCWEB reports • View all reports weekly – as new business rules are implemented throughout the reporting period • References: • Use your CTE-26 application/approval letter to ensure the course is being reported correctly • Use the FY11 EMIS Manual, Appendix I to ensure you have all reporting elements complete • Make sure all course mapping/correlations are complete

20. CTE Reports • FY11 October (K) Reporting Period • FY2011 CAREER-TECHNICAL EDUCATION COURSE LISTING AND EDIT REPORT (TXT_2011K_STU_CTE_AGG) • A district-level report of teacher and career-technical course information, including (but not limited to) head count, FTEs, approval information and EMIS edit codes. • FY2011 CAREER-TECHNICAL EDUCATION COURSE LISTING AND EDIT REPORT TEACHER PAGE INDEX (TXT_2011K_STU_CTE_PAGE_INDEX) • Index for looking up teachers in the TXT_2011K_STU_CTE_AGG report. • Lists the pages on which teachers’ names appear; and indicates where errors appear. • FY2011 CAREER FIELD AND FUNDED PROGRAM REPORT (TXT_2011K_STU_CTE_CAREERFIELD) • A Career-Technical Planning District (CTPD)-level report of approved CTE courses in each building and district, by career field and by career-technical program, in CTPD. • Available to each CTPD school district that operates approved CTE courses. • CSV_2011K_STU_CTE • A district-level comma delimited file of individual student data for students enrolled in CTE courses. • File based on October (K) FY2011 Career-Technical Education Course Listing And Edit Report. • CSV file may be converted to a spreadsheet for review of individual student data; student names may be added locally for ease of review.

21. CTE Reports • Year End (N) Reporting • Work with member districts to ensure graduate data is being collected and reported correctly by the JVSD – withdraw code 99 • Verify all elements are being reported

22. CTE Reports • FY11 Yearend (N) ReportingPeriod • FY2011 CAREER-TECHNICAL EDUCATION COURSE LISTING AND EDIT REPORT (TXT_2011N_STU_CTEYE_AGG) • A district-level report of student counts in each funded CTE course • FY2011 CAREER-TECHNICAL EDUCATION COURSE LISTING AND EDIT REPORT TEACHER PAGE INDEX (TXT_2011N_STU_CTEYE_PAGE_INDEX) • Index for looking up teachers in TXT_2011N_STU_CTEYE_AGG report • Lists on which pages teachers’ names appear; and indicates where errors appear. • FY2011 CAREER-TECHNICAL EDUCATION PROGRAM CODE REPORT (TXT_2011N_STU_CTEYE_PROG) • A district-level report of student counts by EMIS program code (e.g., 305003, 305005, 305007, 305010, 410001, 410002, 410003, 410004, 410006, 410007) • FY2011 CAREER-TECHNICAL EDUCATION PERFORMANCE INDICATORS REPORT (TXT_2011N_STU_CTEYE_PERFORM) • Aggregated and disaggregated (by student subgroup) performance data for approved workforce development programs. • Two types of reports: • A school district report for each school district that operates approved CTE courses. • A Career-Technical Planning District (CTPD) report for the CTPD lead district – Contains all CTPD district reports and the CTPD-wide report. • CSV_2011N_STU_PERFORM • A district-level comma delimited file of individual student data for students enrolled in approved CTE workforce development courses. • File based on Yearend (N) FY2011 Career-Technical Education Performance Measures Report • CSV file may be converted to a spreadsheet for review of individual student data; student names may be added locally for ease of review. • FY2011 CAREER PATHS FOR THE TEACHING PROFESSIONS PORTFOLIO LIST (TXT_2011N_STU_CTEYE_TCHPROF) • A district-level report for districts with Career Paths for the Teaching Professions program(s). • Student counts and portfolio assessment scores, by course.

23. CTE Reports • Graduate (G) Reporting • Most critical reporting period • This reporting impacts the CTPD, district, and JVSD Performance Reports • Also impacts the JVSD final Performance Reports for students who attend the JVSD 100%, or satellite • Impacts Graduation Rate • ODE pulls information for CTE Federal Reports before reporting period closes • Ensure member districts enter graduate information and submit regularly • Lead District should pay attention to FISCWEB report: • District Graduate Info (2010x_stu_grad_info.csv) • This will tell you who did not graduate from the home district

24. CTE Reports • FY11 Graduate (G) ReportingPeriod • FY2011 CAREER-TECHNICAL EDUCATION PERFORMANCE INDICATORS REPORT (TXT_2011G_STU_CTEG_PERFORM) • Aggregated and disaggregated (by student subgroup) performance data for approved workforce development programs. • Two types of reports: • A school district report for each school district that operates approved CTE courses. • A Career-Technical Planning District (CTPD) report for the CTPD lead district – Contains all CTPD district reports and the CTPD-wide report. • CSV_2011G_STU_PERFORM • A district-level comma delimited file of individual student data for students enrolled in approved CTE workforce development courses. • File based on Graduate (G) FY2011 Career-Technical Education Performance Measures Report. • CSV file may be converted to a spreadsheet for review of individual student data; student names may be added locally for ease of review.

25. Other ODE Reports • Other ODE/FISCWeb reports that will assist you and your member districts to ensure correct and accurate EMIS reporting: • Bridge Adjustment Report • Students w/ Disabilities Not Funded

26. CTE Follow Up EMIS Reporting

27. CTE Reports • Follow Up (D) Reporting • Ensure you follow the ODE/Perkins guidelines when reporting and asking student questions. • On ODE website – search for “Follow Up” this will provide guidance, strategies and samples • ODE, Office of CTE is looking for a “Found” rate at or above 90%. This will only improve state-wide Perkins indicators. • Suggest using Social media to find students • Facebook, MySpace, ect. • The best resources are the instructors • Have used FFE (Flat File Editor – Excel spreadsheet) to report in EMIS

28. March Follow Up“D” reporting period • Fields in March Reporting Apprenticeship Related Apprenticeship Non-Related Employed RelatedEmployed Non Related Military RelatedMilitary Non-Related Postsecondary RelatedPostsecondary Non-Related Status UnknownDeceased Not Reported Diploma Status Unknown Earned GEDNot earned Diploma Diploma Earned Industry Certificate or Licensure Earned Incorrectly reported as a Concentrator

29. March Follow Up“D” reporting period • Reporting period for students who were CTE Concentrators in any previous year • and who left secondary education the prior year (including students reported the prior year with a diploma date or with withdrawal reason 47, 71, 72, 73, 74 or 75) • If students reported as leaving school the prior year are found to be enrolled in an Ohio school district in the current year, they are not included in follow-up reporting.

30. March Follow Up“D” reporting period • Two records are to be reported in the March (D) reporting period. • Student CTE Industry Assessment Record (GU) • The Student CTE Industry Assessment Record (GU) is reported in the Yearend (N) and March (D) reporting periods. • The March (D) reporting period is the second opportunity to report CTE Industry Assessment data for CTE Concentrators who left secondary education the prior year, as some students took industry assessments or obtained results after the end of the prior school year. See the EMIS Manual, Chapter 2, for reporting instructions. • Data reported in this record is used in the calculation of Technical Skill Attainment (2S1). • CTE Workforce Development Follow-Up Record (GV) • The CTE Workforce Development Follow-Up Record (GV) is reported in the March (D) EMIS reporting period. • References • FY11 EMIS Manual, Chapter 2

31. CTE Reports • FY11 March (D) Reporting Period • FY2011 CAREER-TECHNICAL EDUCATION FOLLOW-UP LISTING AND ERROR REPORT (TXT_2011D_STU_CTE_MAR_AGG) • A district-level report listing workforce development courses funded the prior fiscal year (FY2010). • Per course, includes number of FY2010 Yearend (N) CTE Concentrators who left secondary education; CTE Concentrators who left secondary education contacted for follow-up reporting; and numbers for each follow-up status. • FY2011 CAREER-TECHNICAL EDUCATION FOLLOW-UP LISTING AND ERROR REPORT TEACHER PAGE INDEX (TXT_2011D_STU_CTE_MAR_PAGE_INDEX) • Index for looking up teachers in TXT_2011D_STU_CTE_MAR_AGG report • Lists on which pages teachers’ names appear; and indicates where errors appear. • FY2011 CAREER-TECHNICAL EDUCATION FOLLOW-UP PERFORMANCE REPORT (TXT_2011D_STU_CTE_MAR_PERFORM) • Aggregated and disaggregated (by student subgroup) performance data. • Two types of reports: • A school district report for each school district that had CTE Concentrators who left secondary education the previous year (FY2010). • A Career-Technical Planning District (CTPD) report for the CTPD lead district – Contains all CTPD district reports and the CTPD-wide report. • CSV_2011D_STU_PERFORM • A district-level comma delimited file of individual student data of CTE Concentrators who left secondary education the previous year (FY2010). • File based on March (D) FY2011 Career-Technical Education Follow-Up Performance Report. • CSV file may be converted to a spreadsheet for review of individual student data; student names may be added locally for ease of review.

32. Connections to Performance Measures Reference: ODE/FISCWEB report Career Technical Performance Measures

33. Performance EMIS Reporting • The CTPD (Career Technical Planning District) Performance Rating is tied to your individual district reporting: • OGT Test Scores • Student Disability Conditions • Student Economically Disadvantagement (Free Lunch) • LEP, Migrant status • Single Parent • Diploma Date and Type • Completion of Course Awarding Post-Secondary Credit (VT course type) • Program Area of Concentration • Tech Prep Completer

34. Performance EMIS Reporting • ODE report similar to a “LRC” • Local Report Card • The CTPD Performance report is Career Tech’s Report Card for districts and CTPD’s as a whole • Need to monitor Performance Reports as they are released from ODE to FISCWEB • Reports are issued for D, G, and N reporting periods

35. Performance EMIS Reporting • Academic Attainment • Reading Language Arts • Mathematics • Science • This information is based on the results of the OGT test results • Results are provided by the vendor and loaded into DASL • Need to keep in mind the Summer Graduates • Found in DASL at: • Home  » SIS  » Student  » Assessment  » OGT

36. Performance EMIS Reporting • Technical Skill Attainment • This information is based on the accurate reporting of CTE Technical Assessments • The Student Assessment Record (GY) is required to assess any secondary student who is in the last class of a series of career technical classes. These students are considered Concentrators. • Testing is typically referred to as WebXam • Information for this element can be found: • FY 2011 Career-Technical (CTE) Technical Assessment System Matrix • FY11 EMIS Manual, Chapter 2, pgs. 135 – 141 • This element is reported in DASL at: • Home>>SIS>>Student>>Assessment>>CTE Student Assessment

37. Performance EMIS Reporting • Technical Skill Attainment • This information is based on the accurate reporting of CTE Technical Assessments • The CTE Industry Assessment Record (GU) are industry, technical or state licensing assessments developed by industry associations. Students may take assessments during or after completion of the CTE Program. • May be reported during N or D. • Reference information may be found: • EMIS FY11 Manual, pgs. 141 - 144 • FY 2012 Career Technical Education (CTE) Technical Assessments Matrix • This element is reported in DASL at: • Home »SIS » Student» Assessment» CTE Industry Assessment

38. Performance EMIS Reporting • Secondary School Completion/Student Graduation Rates • This information is based on the accurate reporting of “N” and “G” EMIS reporting. • Pulls directly from DASL FN Attributes and FN Graduate tab • This information is also important to the JVSD for students who attend the JVSD full time. The JVSD does not report “G” data.

39. Performance EMIS Reporting • Nontraditional Participation/Completion • This information is based on accurate reporting of “N” EMIS data • Information is based on: • Course Master Subject Code in DASL • CTE Participant and CTE Program of Concentration Area

40. Performance EMIS Reporting • Completion of Course Awarding Postsecondary Credit • This information is based on the accurate reporting of the Course Master Record • Pulls directly from DASL Course Master

41. Performance EMIS Reporting • The end result is a yearly report issued by Ohio Department of Education • Secondary Workforce Development Performance Report • State-wide and CTPD reports • ODE website: Perkins IV Secondary WFD Performance Reports

42. Questions ? ? Thank you for attending today’s session. We hope you find the information presented helpful.

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