CTE: March (D) & Yearend (N) Reporting…and More

1. CTE: March (D) & Yearend (N) Reporting…and More 2012 OAEP Conference May 7, 2012 Sharon Enright, Ph.D. Ohio Department of Education Office of Career-Technical Education

2. Also here today: Erica Cheyney Ohio Department of Education CTE Data Manager

3. Overview of Handouts • FY2012 EMIS Reporting Periods and CTE Data • Guide for Monitoring 2011-2012 CTE Accountability Data • Tracking 2011-2012 CTPD CTE Accountability Data with CTE EMIS Reports • CTE Performance, Data & Accountability Web Resources

4. Session Overview • CTE-26 Applications and Programs of Study (POS) • EMIS Reporting Periods and Key CTE Data • EMIS or SIS? • October (K) Reporting for CTE • CTE Concentrators • Technical Assessments and Industry Credentials • Withdrawal Reason Codes • Monitoring and Tracking CTE Accountability Data • CTE Report Cards?

5. CTE-26 ApplicationandProgram of Study (POS)

6. CTE-26 Applications – FY2012 • Applications REVISED in FY2012. • Became a CTE Program approval process. • Converted all FY2011 CTE Workforce Development courses to CTE Programs for FY2012. • EXAMPLE: If Carpentry course (171001) was approved in FY2011, then Carpentry Program (D3) is approvable in FY2012. • “Bumps” along the way… • Questions? Contact Office of CTE staff who provides leadership for a particular CTE program area.

7. CTE-26 Applications – FY2013 • Workforce Development Application – Apply for Approval of “CTE Program” • CTE courses aligned with approved CTE Program are approvable in EMIS. • Tech Prep Regional Centers provide assistance with Program of Study (POS) portion, getting signatures from colleges. • Have questions? Contact ODE CTE Staff who provide leadership for the different CTE program areas.

8. EXAMPLE: If approved for “Agribusiness and Production Systems” (A0), these CTE subjects are approvable in EMIS.

9. FY2013 CTE-26 Application for ‘S2’ (High School of Business) “S2” Career Field, Career Pathway and all possible CTE Courses are Displayed

10. Programs NOT Approved via a CTE-26 Application • Program NOT counted for the “12 & 8” rule. • Rule requires each CTPD to operate minimum of 12 CTE programs in at least 8 CTE career fields. • State CTE funding CANNOT be spent on the program. • When state CTE funding changes, courses will NOT generate state CTE funds. • Students in program NOT included in any CTE counts. • NOT counted as CTE Participants or CTE Concentrators. • NOT included in any CTE performance calculations.

11. EMIS Reporting PeriodsandKey CTE Data

12. FY2012 CTE EMIS Reports • CTE Course Listing and Edit Reports (Agg.) • October (K), March (D), Yearend (N) • CTE Career Field and Program Report • October (K) • CTE Performance Reports • March (D), Yearend (N), Graduate (G) • CSV Files – Student Level Data • October (K), March (D), Yearend (N), Graduate (G)

14. March (D) Reporting Period • CTE Workforce Development Follow-Up Record (GV) • Placement data • GED data • Industry Credential data • Student CTE Industry Assessment Record (GU) • Industry Assessment data

15. Yearend (N) Reporting Period • CTE Participant and Concentrator data • Assessment data • Ohio Graduation Tests (OGT) • Ohio Technical Assessments – Webxam • Industry Assessments • Withdrawal Reason data • High School Credit Earned data • More…

16. Graduate (G) Reporting Period Data Needed by CTE: • Diploma data • Assessment data • Ohio Graduation Tests (OGT) summer results Some Districts Do NOT Report in (G): • Joint Vocational School Districts (JVSDs) • Contract CTE Districts for their Contract CTE Students

17. How do I report…? Is this an EMIS question? OR Is this a SIS question?

18. How do I report…? The conversation is evolving… • EMIS Redesign… • Student Information Systems (SIS)… • Schools Interoperability Framework (SIF)… • More…

19. EMIS or SIS? Common QUESTION we get in Office of CTE: • “How do I report this CTE data in EMIS?” Often, the REAL QUESTION is: • “How do I enter this CTE data in my Student Information System (SIS)?” • e.g., DASL, PowerSchool, ProgressBook… ******************************************** • EMIS coding and reporting questions? • Your ITC is the best place to start with your questions. • SIS questions? • Ask your ITC or SIS vendor.

20. A few words about CTE and OCTOBER (K)

21. & FY2012 EMIS October (K) Reporting Period What do they have in common?

22. The Perfect Storm Rembrandt

23. “The Perfect Storm…” CTE October (K) EMIS Reports • EMIS Redesign. • Complexity of CTE data. • Change in CTE-26 Application – “CTE Program” approvals. • Staffing changes in CTE Office and IT Office (programmers write code for CTE EMIS reports). • More…

24. CTE (K): Shift to “CTE Program” Approvals • For Workforce Development (WFD), must now be approved as a “CTE Program.” • FY2012 CTE-26 Application was a “CTE Program” approval. • All WFD courses approved prior to FY2012 were converted to approved “CTE Programs.” • All CTE-26 approvals are good for 5 years. • New CTE-26 Application must be submitted every 5 years.

25. REDESIGNED – CTE Career Field and Program Report Approved CTE Programs ONLY (no courses listed) For CTE Program to COUNT, must have approved WFD anchor course that is aligned with the program

26. CTE Concentrators

27. Who is a CTE Concentrator? A student who has completed half of a CTE Workforce Development Program and has enrolled in the next portion of the same CTE program.

28. CTE Concentrator Guidance – ODE Web: • CTE Programming and EMIS Reporting • Appendix A – Updated scenarios

29. CTE Program of Concentration Element (FN290) • Enter “CTE Program of Concentration” code in SIS when CTE Concentrator status is reached. • EXAMPLE: If two-year program, enter two-digit code in SIS the autumn of the second year. • Enter only one “CTE Program of Concentration” code for each student. • Report data in EMIS at Yearend (N).

30. Career Field, CTE Program, Subject Crosswalk • KEY PURPOSE: Help with identification of “CTE Program of Concentration” for each CTE Concentrator. • On ODE Web – Search for Career Field, CTE Program, Subject Crosswalk.

31. Career Field, CTE Program, Subject Crosswalk EXAMPLE: If district is approved for a “FOOD SCIENCE AND TECHNOLOGY” program, and student is “concentrating” in the program and is enrolled in aligned CTE anchor course(s), enter “A4” in SIS for this student.

32. Monitoring “CTE Concentrator” Reporting Monitor during Yearend (N): • Total CTE Concentrator Count – Located in CTE EMIS Performance Report. • Individual Student CTE Concentrator Status – CTE EMIS CSV File (associated with CTE Performance Report).

33. We suspect UNDERREPORTING of “CTE Concentrators” To monitor, check ratio of 12th grade students: # 12thgrade students enrolled in WFD programs reported as CTE Concentrators # 12th grade students enrolled in WFD programs GOAL: Minimum 80% ratio

34. We suspect UNDERREPORTING of “CTE Concentrators” ACTUAL RATES: • FY2010 State Rate – 72 percent • FY2011 State Rate – 69 percent • School District Rates – 0 to 100 percent GOAL: Minimum 80% ratio

35. Technical Assessments, Industry CredentialsandEMIS Reporting

36. GOALS for Technical Assessment • Increase the number of CTE Concentrators who are assessed. • All students are assessed with a technical assessment aligned with their CTE Program of Concentration. • Accurate, reliable and complete data are reported in EMIS.

37. CTE Technical Assessment Matrix • KEY PURPOSE: Identifies state-approved technical assessments aligned with CTE Programs. • Web Address: http://www.ode.state.oh.us/GD/Templates/Pages/ODE/ODEDetail.aspx?page=3&TopicRelationID=1733&ContentID=59324&Content=101247

38. Technical Skill Attainment (2S1) and Assessment/CTE Program Alignment • Technical Assessment and CTE Program must be ALIGNED (per the Technical Assessment Matrix). • If technical assessment and CTE Program NOT aligned, data NOT used in calculation of Technical Skill Attainment (2S1).

39. FY2012 CTE Technical Assessment Matrix – SAMPLE EXAMPLE: CTE Concentrator in “Brick, Block and Cement Masonry” (D0) needs to take one of these assessments.

40. Reporting Technical Assessment Data – Two EMIS Records • CTE Student Assessment Record (GY) • Webxam results – Report in EMIS Yearend (N). • If in FIELD TEST status, no data to report. • Student CTE Industry Assessment Record (GU) • Industry Assessment data – Report in EMIS Yearend (N) & March (D).

41. Technical Assessment Data – 2S1 CTE Student Assessment Record (GY) • WEBXAM data: • OSU/CETE ITCs school districts. • Data may be “automatically” uploaded by ITC; or may need to be manually entered in SIS. • District may choose to NOT report data for students who are NOT YET CTE Concentrators. • Report in EMIS in Yearend (N).

42. Technical Assessment Data – 2S1 Student CTE Industry Assessment Record (GU) • Collect data from students (or by other means) during school year and via Follow-up survey. • Manually enter data in SIS. • Report in EMIS in Yearend (N) or March (D).

43. Industry Credential Data – State Quality Indicator 1 CTE Workforce Development Follow-Up Record (GV) • Collect data from students during school year and via CTE Follow-Up Survey. (Or collect by other reliable means.) • Manually enter data in SIS. • Report in EMIS GV Record in March (D).

45. Sample SIS Screen Shot • CTE Industry Assessment (for reporting in GU Record): • Used in the calculation of Technical Skill Attainment (2S1). • NOT used in the calculation of Industry Credentials (State Quality Indicator 1).

46. Withdrawal Reason Codes Used by CTE to initially determine which CTE Concentrators left Secondary Education

47. (N) Withdrawal Reason Codes ALL School Districts: • Accurately report Withdrawal Reason codes. Withdrawal Reasons Important to CTE: • Withdrawal Reason Code 99 identifies students who are expected to graduate. • Withdrawal Reason Codes 47, 71, 72, 73, 74 and 75identify students who “dropped out.” • Also used in (G) to identify students who “dropped out” of secondary education.

48. (N) Withdrawal Reason Codes JVSDs and CTE Contract Districts: • “99” (Completed HS Graduation Requirements) • Report if fairly certain that student will be graduating. • “41” (Transferred to Another Ohio School District) • Report if UNKNOWN whether a student will be graduating. Withdrawal reason code reported by accountable district will be used in (N). In (G), DIPLOMA data used to determine whether a student graduated; “99” withdrawal reason no longer used.

49. (N) Withdrawal Reason Codes ALL School Districts: • “42” (Transferred to a Private School) • “43” (Transferred to Home Schooling) How these students COUNT for CTE: • Included in CTE Participant and CTE Concentrator counts. • NOT included in CTE Performance Calculations.

50. Monitoring &TrackingCTE Accountability Data