Career_and_Tech_ Ed

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					An Introduction to Data
Reporting for Secondary
 Career and Technical

   Tuesday June 8, 2010

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.

          We are the

Bureau of Community College and
  Technical Centers Management
       Information Systems


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

            School Districts

• 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

              Our staff:

• Joan Roddenberry
• Bruce Harrington
• Christine Allen
• April Card
          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
   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:

 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!

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

             Secondary Formats
• Student Demographic
• End of Year Status
• Vocational Student Course
• Vocational Teacher Course
• Information can be found in the Secondary
  Vocational Student handbook:

    Additionally, we utilize data
• 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)
 2009-10 Secondary 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

 2010-11 Secondary 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

 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.

      Data Flow – Initial Post

• District posts initial data file to NWRDC
• EIAS initiates processing automatically
• 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

    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

            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

           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

        Initial Submissions &
           Batch Updates

• Remember, processing is now weekly.

• Initial must post before a batch update.

  Input Datasets, Edit Reports and
         Output Datasets

Secondary Vocational Appendix D:

     The complete picture…

Refer to the Information Database User’s
Manual for a detailed description of data
flow, uploading, downloading and file
handling at


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

                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:

          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.


• Both validations and exceptions are listed
  in one report.
• Run only upon request.

   Validations and Exceptions

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


• Represent an unexpected value, but not
  necessarily an error.

• They are a useful tool in data analysis.


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

        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

       Secondary Vocational
           Perkins 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.

Reviewing Reports from CCTCMIS

Duplication – data can be duplicated across
 programs, schools, districts.

Therefore, counts may vary due to the level
  of aggregation.

             Perkins IV

• All measures for Perkins IV are now
• Perkins information may be obtained at:

                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.

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

              Perkins IV

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

                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)
                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.

               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)
        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          40
                Key Resources
• Edit and Validation Reports

• Survey 5 Perkins Report

• Data Base Handbooks

• DOE Employee Phone List

• Curriculum Frameworks                    41
Secondary Industry Certification
Three uses of Secondary Industry Certifications

1. Perkins Technical Skill Attainment
2. Bonus FTE for CAPE Academy Students
3. School Grades

Industry certifications are reported for all three
  purposes on the vocational student course in
  Survey 5, but each has different requirements.
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:
Secondary Industry Certification
     for CAPE Bonus FTE

• Student must be a member of a certified
  CAPE Academy.
• Certification must be linked to a CTE
• Student must graduate in the reporting
• Deadline: February 28
   Secondary Industry Certification
        for CAPE Bonus FTE
• Documentation of Industry Certification Identifiers
  with FTE eligibility information is available in
  Secondary Handbook Appendix Z:

• CAPE ACT Technical Assistance Paper:

Secondary Industry Certification
      for School Grades

• Does not have to be linked to a CTE
• However, these are still reported on the
  vocational student course schedule.
• Report all zeroes for the program and
• Deadline: ?
       Dual Enrolled Students
Secondary students who are taking a
  postsecondary CTE course
• Receive both postsecondary and secondary
• 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.                              47
       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.

     Adult General Education
     Program Code 9900099

• New to 2009-10.
• “Co-Enrolled General Education-

Getting Involved and Staying In
• 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

The CCTCMIS Online Directory –
 Is your contact information up-

• Source of all district and college contact
  information for CCTCMIS.
• Maintained by the district Reports
         What is a “Reports

• Primary contact at the district
• Maintains the contact information in the
  Online Directory
• Distributes reports and other
  communications as necessary

  The CCTCMIS SharePoint Hub

• The central point of communication for
• Reports, announcements, discussion
  boards, handbooks, meeting information,
• Includes a public site available to all, and a
  restricted site available only upon login.
            The Hub Main Page
WDIS Public Main Page
Secondary Public Main Page
After login to the Restricted
           Site . . .
CCTCMIS Restricted Site Main
Set up “Alerts” to be notified
 when updates are made.
Don’t forget to set your
  preferred options!
The Restricted WDIS Main Page
All Common Documents are for
download only and can not be
    updated by the district.
Set alerts here as well.
Example of current documents

Workforce Education District Data
 Advisory Council

• Meets approximately four times a
• Includes both Secondary and
  Postsecondary CTE reporting.

• Bruce Harrington

• Christine Allen

• April Card