Perkins Data Collection Instructions

1. Perkins Data Collection Instructions 2018-2019 School Year

2. General Steps • 1. Student Grades • 2. Placement Data • 3. Certifications • 4. Demographic Updates • 5. Validate/Checking Your Data

3. Part 1: Student Grades A) Automatically Pulled from Infinite Campus B) Manually Entered All middle school CTE course grades All grades earned via the DIAL Virtual School • All grades earned at the high school level if the district uses Infinite Campus • The system pull grades from Infinite Campus overnight. • Once grades are posted in Infinite Campus, the next morning- they should appear in the Perkins Data Collection System. • See the next section for trouble-shooting solutions.

4. Do you have 2019 grades in Perkins? • Log in: http://doe.sd.gov/cte/data/index.aspx • Password problems? Contact your regional specialist to have it reset. • Select ‘PerkinsAccountability’ • Then, ‘Actions’ • Then, click on ‘Individual Enrollment’. • Enter a student’s name that took a CTE class in the 2018-2019 school year.

5. How to ‘see’ if data pulled in from Infinite Campus… • 1. Click on the icon to the left of the student’s name. • 2. Then, check to see if any classes/grades came from the 2019 reporting year. This is a handy way to ‘see’ that the Perkins system has in fact pulled 2018-2019 school year data. Once the spring semester grades are posted within Infinite Campus, those grades should appear in Perkins the next day. Data pulls happen overnight. All grades during the 18-19 school year will be listed as school year 2019.

6. How to enter grades for Middle School and DIAL Virtual School classes… If you have A LOT of grades to enter- Use the Mass Enrollment Tab If you only have a few grades to enter- use the Individual Enrollment Tab Get Ready! • Have a printed list of the grades needing to be entered or have access to the grades.

7. Mass Enrollment • 1. Enter the applicable info • 2. Click Show Students • 3. Click Enroll • 4. Enter the grade for the student. • For example, if a student earned a 91%- enter 91 • * You could also enter 12th grade and exiting students’ Placement data here at the same time. • 5. Click Done or Cancel

8. Individual Enrollment • 1. Enter the student’s name and hit search! • 2. Click on ‘Add’ • 3. Pick the cluster and class the student took. • 4. Enter the credit value for the class. • 5. Enter the grade the student earned. This student earned a 91% so 91 was entered. 6. Be sure to hit the Save button!

9. How do I know all the classes are being pulled in from Infinite Campus? • You’ll use the Kicked Back Courses report to check this! • Under Reports and DOE Reports, scroll down to Kicked Back Courses • Click on the edit button to the left. Pick 2019 and the date at the top of the Iist then View Report • mport Log.

10. Goal- To validate that all courses that need to be imported are being imported. • Review the list of courses and evaluate the Discard Reason for each. (The next slide has all the details!) • Fix course codes within Infinite Campus, update PRF teacher info as needed and resolve issues. • NotifyKim.Roth@state.sd.us if you make any course code or PRF changes. • Be sure to include your district name, the clusters affected and teachers affected in your email. • Upon receiving your email, the DCTE team will do a little behind the scenes updates in order for these new changes to be incorporated into the Perkins system. • After DOE completes their behind the scenes work, the data will update the next morning. • Re-Run the Kicked Back Courses report to check and re-check what classes were imported.

12. 1. The simplest, most straightforward process is to use the Placement Data Entry tab in the blue box. 2. Click Show Students. This will provide a list of only the 12th grade students. 3. Select the accurate Placement for each student. Keep in mind… answering Unknown is the same as leaving it blank. 4. Hit save frequently so you don’t lose your work!! How to Enter Placement Data…

13. Other Placement Data Options… • Enter using Individual Enrollment- see slide 8 • Use the Mass Enrollment- see slide 7 • Use the Placement Upload option for 12th graders. Instructions are found here. • Use Individual Enrollment for non-12th grade exiting students. See slide 8 Special Note… • Keep in mind that Placement data is needed for every student that exits the district. • This includes drop outs, those who graduate prior to 12th grade, etc. • Students that transfer to another district or to home school do not need to have placement data entered.

14. How do I enter Certification Info? If listed on the students’ transcript… If NOT listed on the students’ Transcript… 1. Enter using the Industry Certificates Tab in the blue box. 2. Enter info, click Show Students. 3. Check the students that earned the certificate and save at the bottom! • That’s it! You’re done.

15. How do I check demographic or subgroup information? What do you mean by demographic or sub group info? How do I update the Single parent status? Use the Individual Enrollment tab from the blue box. Check out the instructions on Slide 8 Expand the Student Details drop down and edit. Save. • Single Parent- Parenting or Pregnant Student Status • Student involved with the Foster Care System • Student with a parent which is on active duty in the military • Other Demographic Info • Data is automatically populated based on Infinite Campus and STARS except for Single Parent.

16. How do I know I’m done? • Kicked Back Courses is clear. • Middle school and DIAL Virtual School grades are manually entered. • Placement data is entered for all exiting and 12th grade students. • Single Parent Status Updates have been made. • Certifications are entered as applicable. • Be sure whomever does the District Year End Sign-offs know that the Perkins data is final.